· Web view18.1 Making changes to references and citations in your Word document 19 18.2 EndNote...

Moving to EndNote from Reference Manager

S

Information Services & Systems

Sonya LipczynskaInformation Specialist (IOP)

[email protected] 7848 0206Institute of Psychiatry library

mailto:[email protected]

Table of contents1 Aims and objectives...................................................................................................32 Moving Reference Manager references to EndNote................................................43 To use your new library with Documents formatted using Reference Manager...54 EndNote library files...................................................................................................65 Layout and Customising the Display........................................................................66 Importing references from an online source............................................................7

6.1 Adding keywords/notes to a set of records............................................................8

6.2 New filters, styles etc.............................................................................................8

7 Directly exporting records to EndNote.....................................................................98 Searching external databases...................................................................................99 Dealing with duplicates............................................................................................1010 Adding references manually...............................................................................1111 Groups....................................................................................................................11

11.1 Creating your own groups or group sets..............................................................12

11.2 Smart groups.......................................................................................................13

12 Finding and Importing pdfs..................................................................................1313 EndNote Web.........................................................................................................1514 Cite while you write...............................................................................................16

14.1 Reformatting the bibliography..............................................................................17

14.2 Styles...................................................................................................................18

15 Independent & Subject bibliographies................................................................1816 Journal Term List..................................................................................................1917 EndNote Manuscript templates............................................................................1918 Extra notes.............................................................................................................19

18.1 Making changes to references and citations in your Word document..................19

18.2 EndNote and Master documents in Word............................................................21

18.3 Editing output styles.............................................................................................21

Introduction to EndNote http://www.kcl.ac.uk/onespace/study/computing/software/bibsoft/endnote/

http://www.kcl.ac.uk/onespace/study/computing/software/bibsoft/endnote/

1 Aims and objectivesTo introduce those who are familiar with using Reference Manager to methods of working

with EndNote, indicating the differences between the two pieces of software

By the end of the session, participants should be able to:

1. Move references from a Reference Manager database to an EndNote library

2. Convert a Word document with citations and references created using Reference

Manager to one which will work with the new EndNote library.

3. Save copies and compressed copies of their libraries

4. Customise the library display

5. Import text files saved from external databases

6. Search external databases from EndNote

7. Deal with duplicates

8. Add references manually

9. Use EndNote groups

10.Find and import pdfs to their EndNote library

11.Understand how EndNote Web can be used with desktop EndNote

12. Insert citations in a Word document using Word 2003 or 2007

13.Understand how to import new styles or filters to My Documents folders

14.Create an independent bibliography

15. Import the journals term list for their subject area

16.Be aware of EndNote manuscript templates

For further help, go to the ISS Reference Manager and EndNote web pages at:

For students:

U http://www.kcl.ac.uk/onespace/study/computing/software/bibsoft/ U

Or go to OneSpace > Study > Student Computing > Software > Bibliographic Software >

For staff:

http://www.kcl.ac.uk/onespace/it/software/bibsoft/



http://www.kcl.ac.uk/onespace/it/software/bibsoft/


2 Moving Reference Manager references to EndNote In Reference Manager go to the Export option in the file menu to export your data in

the RIS format (the default).

If you only want to export a proportion of your Reference Manager database

records, mark these first and change the option to ‘marked records’

Click the button to browse to where you will save your file

Navigate to the folder where you will save the file within the ‘specify Export file

name’ window and type a file name

After clicking OK in the File name window, click Export in the Export reference

window

If you will want to use your new EndNote library with existing Reference Manager formatted Word documents go to the next section

Create a new EndNote library to import the references into

From to the EndNote File menu, and choose "Import" or click the icon Select the text file you exported from Reference Manager. Select "Reference Manager (RIS)" as the import option.



Import the file3 To use your new library with Documents formatted using

Reference ManagerInstructions and the files required to enable you do this are available on this Thomson

EndNote FAQ page (http://www.endnote.com/support/faqs/Import/faq4.asp#depth), - You

can find the link to this from the King’s Reference Manager Help and support page.

From this page you can download a program (RIS_Sort.exe) which you will run to convert

the RIS file you have exported from Reference Manager into a sorted version.

Save RIS_sort.exe and unzip it

Double click the unzipped RIS-Sort.exe and browse to find the RIS file you exported

from Reference Manager

Click Run and then OKThe resulting sorted file is the one you will import into your EndNote library as described in

the previous section.

The next stage requires you to put the Reference Manager output style ("RefMan to

EndNote.os"), which you will find in the RIS_sort unzipped folder, into your Reference

Manager styles folder.

In Reference Manager 11 this is in Program files > Reference Manager, but in Reference

Manager 12 it is in My Computer > Shared Documents > Reference Manager 12.

This will convert the field codes behind the citations in your Word documents from

Reference Manager to EndNote.

Make a backup copy of your Word document.

If you are using Word 2000, 2002(XP), or 2003:

Go to "Tools > Reference Manager > Generate Bibliography." Select the "RefMan to EndNote.os" output style and click "OK." Go to "Tools > Reference Manager > Remove Field Codes." Go to "File > Save As" and give the file a new name. It is this file you can use with

EndNote

If you are using Word 2007:

Click on the "Add-ins" tab and click on the "Generate Bibliography" button.



http://www.endnote.com/support/faqs/Import/faq4.asp#depth

Select the "RefMan to EndNote.os" output style and click "OK."

On the "Add-ins" tab click on the "Remove Field Codes" button.

Click on the Office button in the upper left corner and select "Save As" and give the file a new name. It is this file you can use with EndNote.

4 EndNote library filesWhen you create a new EndNote library the program creates a file for the library itself with

the extension .enl, plus a folder with the same name with the extension .data. Both of

these comprise the library in the same way as the Reference manager database required

an .rmx and an .rmd file.

In EndNote the data folder, as well as containing term lists and other important data, also

by default is the home of all pdf files associated with your library’s references.

You can also save a copy of your library direct from the EndNote file menu, and you can

also create a compressed copy of your library, plus all the data files to send to a

colleague as a zipped file.

5 Layout and Customising the Displaya. Change the display in the list pane

EndNote doesn’t automatically display the record number as Reference Manager does. To

change this, see below.

Select ‘Preferences’ from the ‘Edit’ menu, and then ‘Display fields’

Use the dropdown menu beside ‘image’ (or you could choose ‘URL) and select ‘Record number’



b. The lower pane

Here you can display a preview of the highlighted reference in the chosen style or search

your own library or external databases/library catalogues.

c. Groups rather than tabs

In Reference Manager different databases or temporary sets of records are accessed from

tabs at the bottom of the screen. In EndNote there are some equivalents as temporary

groups on the left. You can also create your own groups and sub groups in EndNote

which offers some very useful extra facilities. See later section.

6 Importing references from an online source

Select File – Import (or use the icon on the toolbar

Find the file that you have saved to your computer

Select the correct Import Option (filter) from the drop down menu. The first

time you do this for PubMed for example, you will need to choose ‘Other


In version X4 you can also edit the selected reference as you could in Reference Manager


filters’ and then scroll down to locate the PubMed filter.

Click on the ‘Import’ button. The imported references will appear in your

library

6.1 Adding keywords/notes to a set of recordsIn Reference Manager you can add keywords to sets of records as you import them. This

option is not present in EndNote, however you can add information to the newly imported

records.

From you newly imported set, use Tools - Change and Move Fields. You

can use the Label field for notes or the Keywords field to add your search

terms

To return to the complete library (now including the newly imported and

edited references), click All References on the left

Tip If you ever want to add notes etc to a set of records of your choosing, highlight the

records and choose Show selected references from the Reference menu.

6.2 New filters, styles etc.From time to time you may need to download a new filter, style or connection file from the

ResearchSoft web site. This may be because an external database has changed so that

an updated filter is required, or a style definition has changed, or you wish to connect to a

particular database or library catalogue for searching from EndNote, and it is not included

in the basic set.

When you download these files, you no longer need to save them in folders in the

EndNote Program files folder (which in any case is not available to those using the Global

or Campus desktop). Instead you save them in folders in your My Documents folder.

EndNote automatically looks in these folders first and displays these filters, styles etc in



preference to any existing files, when it displays the filters, styles etc in EndNote Filters or

Styles windows.

You do however need to create and name these folders correctly, to match the file paths in

EndNote’s preferences (or else change the preferences). The default paths mean you

should create a folder called EndNote in you’re My Documents folder, and within this

create subfolders: Filters, Styles and Connections.

7 Directly exporting records to EndNoteThis process is practically identical as with Reference Manager, except that you will be

faced with fewer confirmation messages.

8 Searching external databasesWhen searching external databases it’s important to understand the 3 modes available in

EndNote. If you search external databases in the default mode, (‘Integrated library

and online search mode’ ) all the references you find will be imported into your library. You

can choose not to import them if you see that the search returns large numbers, but you

can’t see the records until you import them.

If instead you choose the Online search mode, you see the retrieved records in an

EndNote window, but they are not part of your EndNote library until you import them. This

is more like the way this works in Reference Manager.

Normally we would advise using the online search mode, but if your search is precise

enough, hopefully returning only the specific reference you were searching for, it could be

slightly quicker to use the integrated mode.

First, select the Online Search Mode icon at the top left of the screen .

Next, click on the Connect icon beside the source you want to search.



Type in your search, changing the search fields where necessary and click

on Search

EndNote will display how many records have been found. Click OK to

download them into a temporary file.

The references will be shown in the right hand pane. You can now sift

through them and decide which ones to keep.

To move your selected references across to your main library:

Highlight the reference(s) to copy across.

Click on the icon ‘Copy to local library’ at the top of the screen

Click on the icon ‘Integrated library and online search mode’ in the top left

corner of the screen . Your temporary file will be discarded.

Your downloaded references will appear in All References

9 Dealing with duplicatesAfter doing similar searches in different databases you may have duplicate references.

Go to References – Find duplicates

EndNote will compare each duplicated reference side by side and prompt

you to delete one of them

If you aren’t sure you want to delete a reference, click on Skip to move on

to the next duplicated reference.

If you don’t wish to check them one by one, you can close the duplicate

references window you will see all the references listed, with the more

recent duplicate references highlighted. You can just delete all highlighted

references using Ctrl D



10 Adding references manuallyThe process is very much the same as in Reference Manager, but you will find the Author

term list less intrusive. You will be prompted to save newly created or changed records,

but generally there are fewer confirmation messages in EndNote and you can opt not to

see them each time.

Deleted references are not removed immediately, but are moved into Trash (which you

can open at any time) and you are prompted to empty this at the end of a session.

Corporate author namesTo enable EndNote to recognise a corporate name as different from the usual surname

and forenames/initials, you need to add a comma after the full corporate name. If the

name also includes a comma, place two commas at the position of the comma in the

name.

11 GroupsIt is possible to arrange the references in your library by group. You may create up to 50

custom groups. References for these custom groups are selected from the master All

References group where all references in your library will always be displayed.


In EndNote X4 you can edit the references in the side by side duplicate windows and so

create the best record from the alternatives and delete the other(s).


The master All References group will be displayed at the top.

Temporary groups created by Endnote will appear directly underneath as

you work but these will disappear when you shut EndNote.

My groups (permanent custom groups created by you) will appear below

these temporary groups.

11.1 Creating your own groups or group setsTo create your own groups, right click on My Groups and select either Create Group or

Create Group Set. You can also Modify or Delete Groups or Group Sets as required.

11.1.1 Including references in a group

Go to All References, and highlight the reference(s) you want to include in

your group.

Drag and drop the reference(s) into the relevant group in the left hand pane.

Alternatively, you can right click on the reference(s) and select the option

‘Add References To’

11.1.2 Editing references in custom groups

Edit a reference as you would normally but remember:



Editing a reference when it is in All References will push through and change the

reference in the Custom group or groups in which it is included.

Editing a reference in a Custom group will push through and change the reference

in All References and any other Custom group in which it is included.

11.1.3 Deleting a reference

Deleting a reference within the All References group will delete your reference

permanently from ALL groups.

To delete a reference from a custom group only:

Right click on the reference within the group

Select ‘Cut’. The reference will be removed from the custom group only

11.2 Smart groupsTo set up a smart group you enter search terms. This will put any records containing those

terms into the smart group. As you add more references to your library, any which match

these terms will be automatically added to the smart group.

12 Finding and Importing pdfsMany improvements have been made in the Find full text function in EndNote.

You may need to set up EndNote to use King’s open URL resolver, SFX, & Athens, but

only if you are working with your personal (purchased) copy of EndNote, or if you are using

the Mac version. The King’s downloaded Windows version includes this information.

In EndNote, from the Edit menu choose ‘Preferences’ and choose ‘Find

Full text’

In the open URL path box, enter

HU http://sfx.kcl.ac.uk/kings UH



http://sfx.kcl.ac.uk/kings

Go to HU http://www.kcl.ac.uk/onespace/study/computing/software/bibsoft UH

and click on the link to the section on Endnote and then the FAQs. Look at

the question on SFX linking and copy and paste the URL provided for

Athens authentication into the ‘Authenticate with’ box

Make sure the checkboxes are ticked

Click OK

The easiest way to use this facility is to select the references for which you would like to

import pdfs and click the ‘Find full text’ icon . EndNote will show how many it is

searching for, and how many it finds on the left. Any records with pdfs attached will show a

paperclip icon beside them in the main list display.

If an article you would like to capture is not found by this method you can still create an sfx

link from the record to see if King’s has a copy in print, or to order document delivery (a



http://www.kcl.ac.uk/onespace/study/computing/software/bibsoft

link on the sfx window will take you to the document delivery form in the catalogue if it says

‘we haven’t got a copy but can try and get it for you’).

To link to SFX:

Right click the record and choose URL > OpenURL link

If you are using EndNote X4 and already have a number of pdfs of journal articles and

would like records for them in your EndNote library (plus the pdfs themselves), you can

import the pdfs, and the records will automatically be created in EndNote, by extracting the

DOIs and then populating the records from Crossref (the DOI register) database. These

records will not include abstracts or keywords.

If you already have many of the records for these articles in your EndNote library this may create a lot of duplicates, so decide how you will deal with these, bearing in mind that your existing records may be fuller, with abstracts etc.

Importing many pdfs in one go in EndNote X4

1. Make sure all the pdfs you want to import are in one folder (it can include subfolders)

2. From the File menu, choose Import > Folder.

3. Click the Choose button to open the Browse for Folder dialog window.

4. Select the required PDF folder, and then click OK.

5. If the selected folder includes sub-folders, click the Include files in all sub-folders radio button to include PDF files in those sub-folders in the import operation.

6. Select an option from the Duplicates list.

To link an individual pdf to an EndNote record:

Right click on the record and from File attachments, choose Attach file. Alternatively you can drag pdfs from a file window to an EndNote record

13 EndNote Web



You may find it useful to use EndNote Web to share references in your EndNote library

with colleagues, or as a place to save references if you do a search away from your

desktop and haven’t got the software on the computer you are using, or a copy of your

EndNote library with you.

You can also use EndNote Web, in conjunction with the related and integrated service,

Researcher ID to create lists of your own publications, especially any that can be found in

the Web of Science, which will have citation information attached (and regularly

automatically updated). This enables you to create a citation metrics report, and calculates

your h index.

If you did not set up an EndNote Web account when you first started EndNote desktop,

you can do this at any time from Edit Preferences > Endnote Web. It is useful to also

download the Web plugin, as then you can go to your EndNote Web page easily from a

link on your browser. It is usually necessary to login to your EndNote web account, before

trying to transfer references between the two.

More information is available from the ISS bibliographic software web pages.

14 Cite while you writeFirst check that the style selected in EndNote is ‘Author-Date’

Open a saved Word file. Or to quickly generate some text, type the following and then press enter: =rand(10,4)

If using Word 2003, bring up the EndNote toolbar [View -Toolbars - EndNote X3]If using Word 2007, click the EndNote X3 tab in the ribbon.

There are two ways of adding citations from your EndNote library:

First method

Place your cursor anywhere in the text and click on the Find Citation icon

on the EndNote toolbar (1st icon on left in Word 2003, or in Word 2007,

Insert citation > Find citation). Type the name of an author in your



database to find the reference(s) to the article(s) by this author.

Having found the correct reference, and highlighted it if necessary, click on

‘Insert’ at the bottom of the window. Wait a few seconds to see the inserted

citation marker change to a formatted citation in the author date style.

Place your cursor at another point in the text. Here you are going to insert

two citations. First find the reference to an article and insert it. Then

position your cursor after the first citation (it doesn’t have to be inside the

citation bracket), find another article by searching for a word in the title and

insert it. It will appear inside the brackets of your first citaiton.

Second method

Return to the Word document and place your cursor at another point in the text

Click the EndNote icon on the toolbar in Word 2003, or on EN – Go to EndNote in Word 2007

Find a reference and highlight it, and then select another reference as well by using Ctrl-click

On the EndNote toolbar click on the icon ‘Insert Citation’ . Your citations will automatically drop into your text where you placed the cursor.

14.1 Reformatting the bibliography

Go to EndNote - from the Edit menu choose ‘Output styles’ and Open style

manager’. Any styles you tick in this list will be available from the ‘format

bibliography’ list in Word. Tick for example ‘Brit Medical J’, and any others

you are interested in.

In the Word 2003 document, click the ‘Format Bibliography’ icon, or

in Word 2007 choose a style from the drop down list and then click Update citations and bibliographyChoose the Brit Medical J style from the drop-down menu, and then click

on Format.



Try a few other styles to see how they look.

14.2 StylesIf you modify an existing style and save it (ideally with a new name) EndNote will

automatically prompt you to save it in your My Documents, EndNote, Styles folder. These

folders are accessible to all and will also be a safe place for your modified styles when you

upgrade to the next version.

15 Independent bibliographiesGo back to EndNote.

Choose 5 or 6 references from your EndNote library by Ctrl clicking to

select them

Choose a style from the dropdown list at the top of the EndNote window

From the Edit menu choose ‘Copy Formatted’ (you can also use the

keyboard shortcut Ctrl K)

Open a new Word document and Edit – Paste

The list will be appear in the formatted chosen style. To change the style

you need to delete that Word File and repeat the process after choosing a

different style in EndNote

Note: The style in which your bibliography is ordered is dependant on the

chosen output style in Endnote.

Although you may have arranged the references in your library by date,

when the selected references are generated for the bibliography, they will

be rearranged into alphabetical if using the Author-Date style.

If you select the numerical style, they will appear in the order in which they

appear in you main EndNote library so you may need to rearrange the

references. Do this by highlighting the references you need, click on

References – Show selected references. You can then rearrange them by

click-sorting at the top of the columns.



16 Journal Term ListIt is important to import the journals terms list for your subject area into your EndNote

library, so that journal titles can be shown in your reference lists as either abbreviated or

full, depending on the output style chosen, no matter how they have been imported into

EndNote (eg from PubMed, in abbreviated form or from Ovid Medline – full).

If you are using an installation of EndNote on your own computer you add term lists as follows:

From the Tools menu choose Open Term Lists Choose the Journals Term List Select the 'Lists' tab and click on 'Import List Find the Term lists folder in the Endnote program folder Choose to import the file for your subject area

If you are using EndNote on the Access King's Global or Campus Desktop you will not be

able to access the EndNote program folder, so you first need to download the appropriate

term list(s) from the EndNote support pages – Term lists

17 EndNote Manuscript templatesYou will find these from the EndNote Tools menu, and a wizard will lead you through using

them to correctly format an article for a hundred or so different journals.

18 Extra notes18.1 Making changes to references and citations in your

Word documentMaking changes after citations have been inserted and the reference list created can lead

to complications if you don’t go about it in the right way. This is because of the travelling

library which is carried in the field codes, and is generally hidden, but still there, and can

trip you up if you’re not careful. Three icons on the toolbar lead to dialogues which help

you to make changes in a way that will not cause problems:



Editing citationsIf, after inserting a citation with two or more references, you decide you don’t want one of

them, instead of just deleting the name from the citation, use the option ‘Edit citation’.

First highlight the citation, click the ‘Edit citation’ icon on the toolbar - select the reference

and choose ‘Remove’. This way you are less likely to leave residual field codes which may

later cause confusion.

You can also use this option to remove the author’s name form a citation if you have

already referred to it in your text, or add page numbers (these should normally be added to

the Suffix box rather than the Pages box unless you are using a style that specifically uses

page numbers).

Editing library referencesIf you need to make changes to the references in your list, you should make the changes

in your EndNote library not in the reference list. Highlight the citation to the reference and

then click on the ‘Edit library reference’ icon. Make the changes in EndNote, then return to

your Word file and re-format the bibliography to effect the changes in the reference list.

The ‘Unformat citation’ option (in 2003) ‘Convert Citations & bibliography’ in 2007.Use this if you have made a change in your EndNote library, to a reference in your Word

file, but didn’t use the previous option. Unformat the citation and then reformat the

bibliography.

It is also useful if you wish to cut and past the contents of several documents into one, if

for example you have written separate chapters of your thesis as separate files and wish

to combine them in one whole document. You should unformat your citations and

references first before copying and pasting.

18.2 EndNote and Master documents in WordIf you are working with sub documents as part of a master document in Word, and you

insert citations in the subdocuments, then the reference lists will be created at the end of



each sub document. When you have finished all the subdocuments and want to create just

one reference list at the end of the whole master document, you should do as follows.

The subdocuments should all be closed and the Master document opened and expanded.

Give the ‘format bibliography’ command within the master document and this will create a

(master) reference list at the very end of the whole document. It can be placed in a

separate subdocument if you create an empty one at the end.

Reference lists that have already been created at the end of each subdocument remain,

but they can be deleted manually.

18.3 Editing output stylesIn EndNote, select: Edit > Output Styles > Open Style Manager

Click on Templates in the Citations menu to see how the citation for that

style is created. You can also do the same in the Bibliography menu



Author Lists in both the Citations menu and Bibliography menu allow you to

see how the author lists are formatted and make changes if you wish.

Use these functions to edit the style templates. E.g. if you wish to use BMJ

format for your references, but you don’t want the titles to be italicized, you

can highlight the word ‘Title’ (as above) and then click on the Italics icon.



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