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EndNote Instruction Manual for PC

Revised Dec. 14, 2018

Getting Started with EndNote

Downloading and Installing EndNote Page 2

Adding New References Page 4

Adding Authors (instructions + video) Page 5

Using EndNote to Manage your Online Bibliography (on ANR Directory Profiles)

Exporting References for ANR Bibliography System

1. Reverse Chronological Order Page 6

2. Creating an XML file Page 8

Importing References to ANR Directory Profiles Page 9

Other Functions

Tips for Exporting to and Formatting in Microsoft Word Page 11

Exporting Bibliography to EndNote Page 12

Zip Files

Opening a Zip File of your EndNote library Page 13

Questions and suggestions? Contact Kit Alviz (UC ANR Office of Program Planning and Evaluation) at 510-987-0027 or kit.alviz@ucop.edu

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Instruction Videos

Throughout this document, you will see links to short videos providing instructions on specific tasks. These are either YouTube videos created by EndNote. Search EndNote on YouTube.com to find other tips and tricks, such as exporting citations from Web of Science, using the “Cite while you Write” function on Microsoft Word, and more.

EndNote created a How to Use EndNote in 6 Minutes (Windows Version) video: https://www.youtube.com/watch?v=lnqPjjKwEPk

Downloading EndNote

To download Endnote:

Go to My.UCdavis.edu and sign in. All ANR Advisors should have access.

Click on Resources, then Software:

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Put Endnote in the search bon and click Go:

Click the Endnote link and follow the on-screen instructions for installation.

VERY IMPORTANT: After the download to your computer is complete, open the zip folder. Click on “Extract all files” at the top of the window. Another window will pop up. Click on the installer package in the NEW, extracted folder!

Follow the instructions to open your Applications folder, EndNote folder, and run EndNote.

Additional Notes:

You may have to close other programs like Outlook before installing. Certain offices may have stringent access and you may need to contact your local IT to give you permission to install. When you first open EndNote, you may be asked to Download and Install a newer version of EndNote. This is

optional and up to you. You will also be informed about the EndNote online community. This is also optional and up to you. EndNote will automatically create a folder in your “My Documents” folder. In the future, when downloading

EndNote libraries, you may want to save it to this folder.

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Adding Reference to EndNote Library

Note: Some pictures may be from version X5 but they are almost the same as what you would see in newer versions.

References can be added manually, file imported, or imported using the Online Search feature (advanced, do not use this feature).

To start a new reference click on the icon with the document and +. (Alternative, click on the References menu and select New Reference).

In the New Reference form changing the Reference Type can change field labels (Author, Year, Title, etc…) as well as what information will be collected. It is important to select the Reference Type that matches to the reference to input the closest.

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Adding Authors

Note: Some pictures in this section are from the Windows X5 version, but they look the same as what you would see in the X7 version.

Be consistent with the format of the Author names using the Last Name, First Initial (i.e. Smith, D.) format.

The first time you add an Author the text will appear RED. On subsequent reference entries when the same author is referenced the text will appear normal. This is a good indicator if there are any misspellings or punctuation differences while adding more references of the same author.

TIPS!

1) Separate multiple Authors with a line break. Be consistent!2) Use a 4-digit year, i.e., 2004. 3) If you need to type in et al. in lieu of authors, type it into the EndNote author field as “et al.” EndNote will

recognize it in that format. Other formats like “et al” (no period) will result in formatting errors.4) If you are using a committee, group, or company name as an author, simply put a comma after name and

EndNote will recognize display it in the citation as is. Example: “Honey Bees Committee,”

Instructional video from EndNote on entering author names: https://www.youtube.com/watch?v=svSU7iOTNgk&list=PLA27CE619382E4335&index=11

Saving the Reference

Clicking the red close icon to save. The reference will appear in the Reference Type format selected when creating the reference. Double click on a specific reference to make any edits.

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Exporting References for ANR Bibliography System

Note: Some pictures in this section are from the Windows X5 version.

1. Reverse Chronological Order: If you want your publications to be displayed on your online bibliography on your directory profile in the traditional reverse chronological order, you must first edit the output style.

Click on Edit, then Output Styles, and make sure the formatting style you want to use is selected. If you want to add a new formatting style, select Open Style Manager and search for your preferred style. If you do not have a preference, I suggest using “Annotated” as it looks most like the current formatting style on our online bibliographies.

Once you see the check mark by the style you want to use, (e.g., Annotated), you will see an option to edit it in that same window. Click “Edit Annotated”.

A pop-up window will show up. On the left pane under the Bibliography heading, click on Sort Order

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Select Other and a pop up window will appear where you can select criteria for sorting.

Select year and also click the A-Z icon so that it appears A-Z.

Click OK and close out of the windows. It will ask you to save this style. You may choose to give it a new name so you remember what you created.

Note about output styles: EndNote has many output styles that can be used to export your references into the formatting style of your choice (e.g., APA, MLA, Chicago, etc.). This is can be helpful for formatting and maintaining your personal bibliographies and C.V.s. Please note, however, that the ANR online bibliographies are currently only presented in one, pre-determined format, which looks most like EndNote’s “ANNOTATED” output style. This may change in future years to have other formatting style options.

EndNote created a 3-minute YouTube video for obtaining more output style: https://www.youtube.com/watch?v=X7EqTnjtO6E

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2. Creating an XML file: To make the reference data transferable from EndNote X5 to the ANR Bibliography System an XML Export File has to be generated. To do this highlight the references to export, then go to FILE>EXPORT…

Select XML as the file type. For the Output Style that you previously named and provide an appropriate Filename (I called mine “Annotated_ka).

Note that if your edited output style does not automatically show up, you may have to hit “Select Another Style” and scroll through the menu to select your edited output style.

Note where the export file will be saved as you will need it for importing into your ANR Directory Profile (continue to next page).

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Importing References to ANR Directory Profiles

Now that there is an XML file to import login to the ANR Portal and click the “Edit Directory Info” link located just below your contact information.

Once the View Profile site loads, click on the Bibliography link.

When the Bibliography page loads, click on the text “EndNote Import/Export” to expand the options for importing EndNote Files.

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1. In the expanded section browse to the XML export file created from EndNote.2. Import Options

Import All (Use this if you are adding only new citations or are uploading your bibliography for the first time

Delete Online Bibliography – Import New (Use this if you are re-uploading your entire EndNote bibliography and don’t want to think about duplicates)

Discard Duplicates (imports all references except duplicates. I don’t recommend using because there are discrepancies between what the system and what the user thinks is a “duplicate”)

Import All – Hide Duplicates (Use with caution).

3. Save File

When the import is complete you will see a message indicating the number of items processed.

From this point you will be able to sort and filter references, edit hide or remove references, and manually enter new references.

View your profile: I recommend EXITING the profile editor and viewing your profile as the public will see it. Go to ucanr.edu and search for your profile. The publications should show up there in reverse chronological and by peer reviewed and non-peer reviewed. Viewing the publications from your profile editor’s “View Profile” link may not necessarily appear in any order unless you click on the arrow to search by year/peer reviewed, so please use the ucanr.edu website!

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Exporting to and Formatting in Microsoft Word (for personal use, not the ANR Bibliography System)

1) Use the same instructions above for reverse chronological order to add LABEL as the first criteria for custom sorting, then YEAR as your second criteria. This will list peer reviewed items first, then non-peer reviewed second and chronological or reverse chronological order. Save your output style.

2) When you export, select RICH TEXT FILE as the file type and select your new output style (I called mine Annotated_ka). Click save.

3) Once you open it in Word, you’ll have to insert your own section breaks and headers to indicate the peer reviewed group, non-peer reviewed group, and sub-categories. However, it will already be listed in the sort order that you created.

EndNote created a 3-minute YouTube video explaining their own way for Formatting Bibliographies (Windows version): https://www.youtube.com/watch?v=qsRW58pvhC4

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Exporting Bibliography to EndNote

In the future, you may want to export your bibliography on Portal back to EndNote so you can manage your publications in EndNote. This may come in handy if you lose your original EndNote library or need to access it from a different computer.

To Export your Bibliography expand the EndNote Import/Export link and click the link at the top of the gray box.

This will prompt your to save a file call “myBibliography” which you can change (i.e., my example below says ALVIZ). Note the location of the download, which is likely your My EndNote Library folder or in your Downloads folder.

Open EndNote then create a new library (File>New). Select the location and Filename for the imported library. Then, import the file you downloaded from the ANR Portal Profile

Navigate to the .txt file and go with the defaults. Click Import.

Now you have an EndNote library where you can edit or add items to your library and create an export file to update your ANR Portal Profile.

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Opening a Zip File of your EndNote Library

Some ANR academics may have taken advantage of the service to have historical bibliographies entered into an EndNote library. Note this is a limited service and may not always be available. If you were sent a zip file of your EndNote library, these are the instructions for how to open it.

From your email, double click on the attached file and select SAVE.

Open the zip file you downloaded to your computer and click “Extract all files”

Select the destination for the extracted files. I suggest clicking browse and navigating to your My EndNote Library.Data folder in your DOCUMENTS folder. Click extract.

Open your EndNote library by clicking on the item with the EN icon.