IS229

Managing References with EndNote.

2013-2014

www.rhul.ac.uk/library

Aims of the Session

EndNote is a powerful bibliographic management system, installed on the public PCs on campus. It is particularly suited to third and fourth year undergraduates and taught masters students preparing extended essays or dissertations, and to PhD or masters research students writing lengthy dissertations and theses. This session will enable you to

Understand what EndNote is and some of its terms

Open the EndNote program and create a new Library

Import references into EndNote from major databases

Create and edit references manually

Cite references from an EndNote Library in your writing

Contents

1. ABOUT ENDNOTE

1.1 EndNote or RefWorks?

2. STARTING TO USE ENDNOTE

3. ADDING REFERENCES TO AN ENDNOTE LIBRARY

3.1 Direct export into EndNote

3.2 Importing references from a file

3.3 Importing references from LibrarySearch

3.4 Adding references manually

3.5 Searching from within EndNote

4. EndNote groups

5. USING ENDNOTE IN YOUR WRITING

5.1 Using EndNote with Word 2010

6. FURTHER HELP

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1. About EndNote

EndNote is an established and widely used bibliographic management system, that is, a piece of software which will save and store the references you use in your academic work, and output them into your written work in a range of correct formats. At Royal Holloway we provide and support two such systems, EndNote and RefWorks, and you are free to use either or both.

EndNote is an extremely powerful software system. This session can only cover the bare essentials to let you start using it, but it can do much more, and there is excellent help within the program, as well as books available and demonstrations and discussions on the internet.

1.1 EndNote or RefWorks?

To help you decide which of our bibliographic systems you want to use, and for which jobs, the main differences between them are summarised in this table.

EndNote RefWorksInstallation EndNote is installed on public PCs

in College, and can be installed on any College owned PC or Mac.

RefWorks is a web service which is not installed, but will work on any machine with an internet connection and an up to date web browser.

Home use You have to purchase a copy of EndNote to use it on a privately owned PC or Mac, but a large discount is available to RHUL members.

There is no charge for RHUL members to use RefWorks on any machine, and alumni can continue to have a free account.

Use with databases

Results from all of our databases can be imported into EndNote

Results from all of our databases can be imported into RefWorks

FindIt button EndNote is not a web service, so references do not include the FindIt button

RefWorks is a web service, so its references include the FindIt button

Organising references

EndNote can have any number of Groups

RefWorks can have any number of folders

Citation formats EndNote can format references in over 4,500 recognised styles

RefWorks can format references in over 500 recognised styles

Citing references EndNote can control the numbering and formatting of citations in a long document

RefWorks can insert citations into a document and format them, while you are connected to the internet.

2. Starting to use EndNote

The EndNote program is installed on all the public PCs on campus. To find it, from the Start menu go to Programs, then Current Applications, then Referencing. Click on EndNote Program to run it.

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EndNote refers to a set of references as a Library. You can create any number of different EndNote libraries to collect references for different projects you are engaged in. As this is our first use of EndNote, click the Create a new library box. When you are prompted for where to save your Library, select your Y drive, so that you can use it from any PC on campus. A blank EndNote library window will then open.

3. Adding references to an EndNote library

3.1 Direct export into EndNote

Many of our e-resources provide a facility to directly export references from them into an EndNote Library. For example, if you use the popular Web of Knowledge service (find it from the Library home page and E-resources A-Z) here is how to get search results into EndNote. Note that you need to have EndNote already running on your computer.

1. Perform a search in Web of Knowledge. 2. Select the individual records you wish to import by clicking the little square boxes by

the record number on the left hand side.3. Before leaving any page with checked records, above the results, click the Send to

arrow and select EndNote.4. A dialog opens for you to select what to send. The default is Author, Title, Source.

You can use the down arrow to include the abstract.5. Click the Send button.6. You will see a dialog asking what to do; select “ResearchSoft Direct Export Helper

(default)” and click “Open” (not “Save”).7. The references will be captured into EndNote, and you see them at once in your

Library window, in a temporary group called “Imported References”.8. Click on any of them to view the full record in the preview pane on the right, which

can be resized by placing the pointer over its border and dragging.

Many resources work like this, with a tick box by each reference to select it. Other examples include Scopus and JSTOR.

There is a slightly different procedure for databases using the EBSCO interface, which include Business Source Complete, EconLit, GeoRef, MLA, PsycArticles, PsycInfo, and RILM.

1. Perform a search in one of these databases. Select the individual records you would like to import into EndNote by clicking the ‘Add to folder’ link under each of the records. The little folder icon changes to one of a paper stuck into a folder.

2. Click the Folder icon in the top menu bar.3. Click the box at the top for ‘Select all’ (unless you have changed your mind about

any).4. In the right hand menu, click the ‘Export’ icon (the page with an arrow coming out

of it).5. Select the top option Direct export in RIS format.6. Ensure any pop-up blocker is turned off, and click the Save button. It is

recommended that you leave the box “Remove these items from folder after saving” unclicked, so that it is easy to repeat the process if it fails the first time.

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7. As before, in the dialog that opens, click Open.8. The imported references can be seen at once in EndNote, and they become the

new contents of your “Imported References” group.

Most of our online resources work like one or other of these examples. When you use a new one, look first for a means to select the references you wish to store, and then look for a command to export, save or download the chosen set. If you are in doubt, try the online help, or contact the Bedford Library Enquiry Desk (Library@rhul.ac.uk, ext.3388)

3.2 Importing references from LibrarySearch

The new LibrarySearch service, available from the Library home page, is intended to provide a single search function for all the Library’s books, papers in online journals to which we subscribe, and research by members of the College in Royal Holloway Research Online. It includes a neat direct export facility to EndNote and RefWorks. Here is an example of how to use it to obtain a reference to a book you might have borrowed from the Library.

1. Click on LibrarySearch in the left panel of the Library home page.2. In the search bar, enter some key words to find the book, perhaps an author

surname and one or two words from the title3. Because LibrarySearch searches papers in journals as well as books, you may get

a lot of results. You can use the options in the left hand panel to refine your search. Click on “Available in RHUL Library” to reduce it to the printed books in the Library.

4. Under any item you would like to save, click on “Details”.5. The details open in a new panel, and at the far right there is a “Send to” box. Click

the down arrow, and select “Export RIS”. 6. A new tab opens with a question about format, just click OK.7. You will see a dialog asking what to do. In Firefox, you should see “ResearchSoft

Direct Export Helper (default)”, IE just shows a list of downloaded files. Either way, click “Open” (not “Save”).

8. The reference will be captured into EndNote, and you see it at once in your Library window.

3.3 Searching from within EndNote

It is possible to search a range of online resources from within EndNote, including the major biomedical database PubMed, and a number of important Library catalogues including the British Library. Here is how to search for a book record in the British Library.

1. Select the globe icon on the menu bar to go into Online Library mode.2. In the left –hand panel, under Online Search, click “more. . .” This opens the

“Choose A Connection” box with a long list of library catalogues and other search services. (N.B. Most of the commercial services are not set up for us to search within EndNote, even where we do have subscriptions to them.) Highlight the British Library and click Choose.

3. In the Search panel at the top, enter your search terms.4. If more than one record is found, EndNote will ask how many records to

download. If you wish to take fewer than the total, type in the number and click OK.

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5. The requested number of results is displayed in the viewing pane. Select any records you wish to retain, right click them, and select “Copy references to” and your EndNote library. These references appear in your EndNote library as “Copied references”.

6. When you click the Integrated Library or Local Library icons to return to your EndNote library, any online search results which have not been copied over are discarded.

3.4 Adding references manually

If you have a copy of a book in your hand, or a photocopy of a journal paper, the quickest way to get the reference into EndNote may be to type it in manually. EndNote has a very simple form for doing this. If you need to refer to web sites in your work, you may also use this form to create references for those, usually copying and pasting most of the details.

To open the form, go to the References menu and select New Reference. The first thing to do is to choose the correct reference type, using the drop down arrow at the top of the page to choose Book, Journal Article, Thesis, Web page, or many others according to what you need to reference.

Enter the details against the appropriate heading. Enter author names in the format Surname, Forenames or initials, i.e.,”Smith, John”Note that items often have more than one author, so the Author line is repeatable: each time you enter an author, hit the return key and a new blank line will open.

Many of the lines can be left blank, but try to include the minimum data necessary to produce correct references.

For Books: Authors’ or Editors’ names, publication year, book title, edition (if one is stated), publisher, place of publication.

For chapters within multi-authored books: the author of the chapter and its title, together with the full reference of the book as above.

For Journal articles: Authors’ names, publication year, title of article, title of journal, volume, part, first and last page numbers.

For newspaper articles: Authors’ names if given, headline of article, name of the newspaper, and its full date.

For web pages: Authors’ names (which should be stated at the top or the foot of the page, may often be corporate authors) date of last revision (which should be at the foot of the page) title of page, address (url), and importantly the date when you accessed the page (because web pages are liable to change).

4. EndNote groups

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Once you are in the habit of using EndNote, your All References list can soon become very long. It is always easy to locate specific references using the search option at the top of the references pane. You can also create any number of reference groups to organise your references.

To create an EndNote group, simply right click on “My Groups” in the left hand pane, and select “Create group”. At once a new group appears under “My Groups”, called initially “New group”. You can rename the group at this point. To add a reference to it, right click on any reference in your reference list, select “Add references to” and then select the name of the group.

An EndNote reference can be placed simultaneously in any number of groups, so if you have key references which you will cite in most of your pieces of writing, you can simply add them to all of the relevant groups.

The default group set is called “My Groups”, but by right clicking on it, you can also create new group sets, under which you can create more new groups.

5. Using EndNote in your writing

A main reason for using EndNote is the ease of inserting your references into any academic writing you produce with Microsoft Word, and ensuring that they are correctly formatted.

5.1. Using EndNote with Word 2010

One EndNote is installed on a computer, it will automatically be included in Word whenever the program is opened. It is installed on all the public machines on campus, and you will see an additional “EndNote X7” ribbon in Word 2010. Please note that while this always appears, it will only function if you have already created a Library, which can be found on your Y drive, in the EndNote program.

To insert a citation in your work, click EndNote X7 to change to its ribbon, and click the Insert Citation icon. The Find and Insert dialog box appears, with a simple search bar where you can search for your reference by author name, title words, or both. Note again that this will only find references in your EndNote library. When the results appear, highlight the one you need and click Insert. EndNote inserts it into your document where the insertion point is.

By default, EndNote uses a basic formatting style, but you will want to select an appropriate style for your subject area. Click the down arrow by “Style” in the ribbon to see a short list of the common styles. You may never need more than this, but if you do, select the topmost option, “Select Another Style . . . “ This opens the EndNote X7 Styles dialog, with a choice of 5,200+ referencing styles to format your references. Any style which you select from here will be added to the choices in your Style list in the EndNote ribbon. You can change styles and reformat the entire document as often as you like.

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Note that if you are following a style with numbered footnotes or endnotes, rather than in text citations, you need to create the footnote or endnote using Word’s own References window. Then with the cursor in the footnote or endnote, you can change to the EndNote ribbon and use the Insert citation icon to put the citation in the correct place. Word still controls the placing and numbering of your notes, but EndNote formats them according to the style you have selected.

6. Further help

As stated at the beginning, this course is only an introduction to EndNote. There is excellent online help available within EndNote from the Help menu. Also feel free to contact the Bedford Library Enquiry Desk (Library@rhul.ac.uk, ext.3388) for further advice, or your department’s Information Consultant.

If you would like to purchase a copy of EndNote to install on a machine of your own, the U.K. agent is Adept Scientific, and you can purchase online at http://www.adeptscience.co.uk/a4e/

Make sure that you are logged in to get the discounted prices which are available to RHUL members as a subscriber institution. You need to use the alternative login link and go to “Royal Holloway University of London” to get to the Royal Holloway login page, where you can use your username and password. The Adept Scientific site does not seem to find the login cookie from previous logins, or recognise on campus access. But it is worth the effort to get the extra discounts. The current subscriber price is £72 for immediate download, or £75 delivered in a box with a printed introduction.

FeedbackWe would welcome your views on this course. If you have attended a bookable session, please complete a feedback form and leave it with the tutor, or return it to either Library helpdesk.

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