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Transcript of End note advanced-english_281016
EndNote advanced
Helene N. Andreassen, PhDGrete Overvåg
University Library of Tromsø
18.10.2016
Today's topics
• Saving and syncing• Syncing the EN library in
the cloud and elsewhere• (Setting up sync)
• Sharing and collaboration• Sharing desktop
libraries• Sharing groups online
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• Settings for PDF handling
• Advanced style editing• Finding styles• Modifying styles
• Tips and tricks for systematic reviews• Creating group sets/groups• Deduplication• Managing the selection
process
Do not keep a working EN library in cloud storage!
• The reason given is:
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"[…] when you are working in EndNote, it is saving data to multiple files, and the data must be saved in a set sequence, […]. When cloud services transfer that data, they may change the sequence of file saves. This eventually leads to library corruption. The library may appear to be fine for days, weeks, or even months, but will eventuallybe corrupted."
From The Little EndNote How-To Book
How to take a backup of your EN library
1. Open your library in EndNote
2. File Compressed Library
3. Use the default choices
4. Name the .enlx-file, and put it somewhere safe
5. Avoid saving the .enlx-file directly in the cloud. Put it somewhere local and copy it thereafter into the cloud
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How to log on to EndNote Online and sync your EN library
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1. Open your library in EndNote2. Press the sync-button: or 3. Click the Sign Up-button4. Follow on-screen instructions to
register an account5. (You can skip the backup step if you
have made a backup just recently)
NB! Start this process from the computer where you keep your EndNote library
Please note: You can only
sync one library!
Syncing down to another computer
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1. Open EndNote and an empty library.2. Press the sync-button: or 3. Enter your EndNote Online
credentials4. Click OK5. Watch as your library appears
NB! Start this process from a different computer than the one you signed up from
Important to remember about sharing of active EN libraries
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DO NOT USE cloud services such as Drobox, Box, or SharePoint
DO NOT USE usb sticks
USE the Compressed Library function in EndNote to transfer a version of your EN library to someone else
USE the Share function in EndNote desktop/online to give access to the same version of the library that you use, to someone else (the whole library or parts of it)
Sharing of libraries• When you share your library via the Share function in EN desktop
– You share your entire library– You provide others with a read-write access to all your references and attachments
(upper limit: 14 users)
• Requirements and possibilities for sharers and sharees– EndNote version X7.2 or later– The desktop and online library must be synced– No restrictions on how many libraries one can be given access to– The shared library, once synced, can be used offline– Obs! The sharer should be restrictive with sharing, and make frequent backups
• Procedure– Click the Share Library button– Enter the email address for the person(s) with whom you want to share the library– Click Invite
Exercise 1:Sharing of librariesFor this exercise to work, you need to collaborate with another person. We recommend that you test this after the seminar, with a colleague/fellow PhD student
The sharer1. Create a backup of your library2. Share your library with a colleague/fellow PhD student3. When the sharee has made a (non-important) change to your library, verify that the
change is synced to your local version– Sync manually, if necessary
4. Remove the sharee from the list of sharees
The sharee5. Accept the invitation to receive a shared library6. Make a change to the library shared with you, e.g. by adding information in in the Notes
field of one of the references– Avoid making changes in fields with key information (e.g. author, year) or in other
fields where information is already entered
Sharing of groups online
• If you do not wish to share your entire library, you can create a group and share this on EndNote online.
– Click Organize Manage my groups
– Tick Share– Click Manage sharing– Click Start sharing this group and
enter email addresses– Select Read & Write– Click Apply
• For the sharee: Organize Others’ groups Use for Cite While You Write
• In Word: select Preferences Application EndNote online
Exercise 2:Sharing of groups in EndNote online
For this exercise to work, you need to collaborate with the person next to you
The sharer1. Create a group with 2 references in the
desktop version of EndNote– Sync manually, if necessary
2. In EndNote web, share the group with another person
The sharee3. Activate the shared group in EndNote
web4. Add a reference to the group5. In Word: change the settings and
insert a reference added by the sharer, and the reference added by you
Sharing of Word documents with EndNote formatting
Via email• A travelling library is embedded in the Word file, thus the recipient can read the
inserted EndNote references.
– NB! If the recipient does not have access to the same EndNote library, he cannot make any changes to the EndNote fields (but he can add new references)
– It is advisable to convert the document to plain text before you submit a paper (Convert Citations and Bibliography Convert to Plain Text)
Via cloud services• Box• SharePoint (uDoc, OneDrive)
– NB! To be able to edit EndNote references in a shared document, the latter must be opened in the Word desktop version
PDF-handling: where are they?
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All PDFs are stored in the .Data folder. Note: You can find these files by searching your computer.
PDF-handling: two ways of adding attachments
A. When you already have the reference in your EN Library:– Drag and drop the pdf
B. When the reference is not in your EN Library:– Choose File Import
PDF File or Folder• You can import whole
folders, including sub-folders
• EndNote tries to create group sets based on your folder structure
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EndNote styles: Finding the correct one
• If not available in EndNote, search and download the style from the EndNote (or the publisher’s) web page
• If not available online, request the creation of the desired style
• If you have limited time, search a similar style and modify it yourself
http://endnote.com/downloads/styles
Exercise 3: Modifying an existing EndNote style
Edit Output styles Edit [style name]
1. Work on a copy to preserve the original: File Save As
2. Modifications on all levels possible– Citations– Bibliography– Footnotes
3. Changing the language of the style: Replace all «and, in, ed» by words in the desired language
Activate or download the style
Linguistic Inquiry
Exercise 3: Modifying an existing EndNote style
You can edit• Formatting (bold, italic etc)• Punctuation (brackets, commas etc)• Citation sections (fields for various
reference types)
Adding a new reference type template• Click Bibliography Templates in the
left-hand menu• Click Reference Types and select the
desired reference type, e.g. Dataset• Copy and paste the contents from the
Generic template– You will see that some information
is changed automatically (e.g. Publisher Distributor)
• Edit and save if requested
Additional reference types
Default reference types
Exercise 3: Modifying an existing EndNote style
Modifying the template format• Highlight the desired part of the
template (e.g. Thesis Title)• Modify by using the formatting
icons (e.g. in italics)• Save if requested
Inserting a new field• Click Insert Field (e.g. URL)• Add complementary text, if
needed (e.g. Retrieved from)• Add formatting characters
(Accent grave and Linked adjacent text)
Happy with the result?http://www.library.uow.edu.au/content/groups/public/@web/@lib/documents/doc/uow086513.pdf
Download and adjust info for the following thesis : Ellingsen, M.-B. (2014). The trust paradox : an
inquiry into the core of social life. (PhD), UiT The Arctic University of Norway, Tromsø. Retrieved from
http://hdl.handle.net/10037/7090
http://ww
w.library.uow
.edu.au/content/groups/public/@
web/@
lib/documents/
doc/uow086513.pdf
A few more tricks to make your EN life easier
• Non-English names placed in the wrong position in the bibliography?– Convert to plain text Adjust manually
• Upper-case or lower-case letters when entering titles?– Style manager: Bibliography Title capitalization [Make your choice]
• If an electronic article lacks a DOI …– Style manager: Bibliography Field substitutions Tick «If the DOI field is
empty, use URL»
• If your style requires the use of abbreviated journal titles …– See next page!
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Importing journal term lists
For newly created EndNote libraries
• Tools Define Term lists• Journals Import list• EndNote should automatically
retrieve available term lists
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For EndNote libraries that have been in use for a while
• Tools Open Term Lists• Journals Term List• Highlight all titles (ctrl+A)• Delete Term
• Follow instructions to the left
Using EndNote for systematic reviews
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Using EndNote is advisable for researchers undertaking systematic reviews to help store,
manage and organize large amounts of references.
Note that this is one of the few examples when we advice you to make an extra EndNote
Library!
Part 1: Search for and import references
1. Make a new EndNote Library: a) File New b) Give it a name and save
2. Find the database PsycINFO: a) Go to uit.oria.nob) Use «Find databases»
3. In the search box write: choir singing
4. Choose 'All' and click 'Export'.a) Select the fields you wantb) Click «Export Citation(s)»
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Part 2: Group sets and groups
1. Make a new group set. Call it 'Databases'.2. In this set, create two groups: 'PsycINFO' and
‘SCOPUS'.3. Highlight all the references you just imported from
PsycINFO, and put them in the PsycINFO Folder.
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This maneuver allows you to easily isolate all the references that came out of a specific database.
Part 3: Search in a second database
1. Find Scopus, perform a search for choir singing. Choose All and then Export
2. Choose the RIS format and the fields you want (e.g. All available information)
3. Select all the references you just imported, and put them into the Scopus group
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Part 4: Deduplication
1. Go References Find Duplicates
2. In this panel, click the Cancel button
3. In one single maneuver: Left-click and hold one of the highlighted references, and drag all the highlighted ones into the Trash
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Tip: You can adjust the deduplication settings from Edit Preferences Duplicates
Extra: Searching and changing multiple references simultaneously
1. Isolate and highlight the references imported from Scopus.2. Next, go References Show selected references.
3. Next, go Tools Change/Move/Copy Fields. Select the Access Date field, and enter "Database searched 28.10.2016" in the big box.
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NB! It is important that you perform steps 1 and 2. If you don't, changes you make in step 3 will affect your whole library.
Part 5: Screening and sorting
1. Make a new group set called ‘Sorting'. Make three groups beneath it: 'Exclude', 'Possibly', and 'Include'.
2. Change your active style to Annotated.
3. Sort away!4. Use the Notes or the Research
Notes fields to write messages to yourself about e.g. the application of your ex-/inclusion criteria
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It can be a good idea to sift through the data twice. Do a quick screening first, and next a more thorough sort.
This allows you to see the abstract in the preview tab.
To read more about the functions in EndNote
http://kbportal.thomson.com/display/2/index.aspx?tab=browse&c=&cpc=&cid=&cat=&catURL=&r=0.5716516
Thank you for filling out our feedback form!
bit.ly/ubevalen
Name of teachers: Helene N. Andreassen and Grete Overvåg
Date: October 28th 2016
Session name: TC
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