Southern Illinois University School of Medicine

Using EndNote

An EndNote library is a collection of references, each containing the information required to create a bibliography. Additional information such as keywords, notes, and abstracts can also be stored in these references

References in the library are organized into fields. The fields that appear in a reference are determined by the reference type.

• ·Each library can store up to 32,000 references or grow to be 32 Megabytes, whichever comes first.
• ·Each reference in a library can contain up to 64,000 characters, and any field can contain up to 32,000 characters.
• ·There is no limit to the number of libraries you can create.
• ·Libraries can be set as “default libraries” that open automatically when EndNote is started.
• ·You can have more than one library open at a time.
• ·Libraries created with EndNote on one platform (Macintosh or Windows) can be used with EndNote on any other platform.
• ·Each library is a separate file that can be independently moved, copied, renamed or deleted.
• ·Your library can contain images, which are stored in a [library name].DATA folder that is placed in the same folder as your library.

Reference Types

EndNote has a “Generic” reference type, three unused reference types and 25 pre-defined reference types including journal article, book, and book chapter.

Three reference types include image and caption fields: Chart, Equation, and Figure. These reference types can be used specifically to catalog images and files, and may contain minimal reference information. To insert an image into the image field for these reference types, right click and choose Insert Image or Insert Object. (Or choose the Reference pull-down menu and Insert Image or Insert Object)

Searching Online in EndNote

Free Databases include:

• PubMed from the National Library of Medicine
• Many university library catalogs
• Books at the Library of Congress

In addition, the SIU Medical Library has access to:

• FirstSearch databases
• ISI Web of Science

Connection Files

A connection file tells EndNote which database to search, where to find it online, and what options are available to search. EndNote has a long list of connection files included. Updated and new connection files can be found at http://www.endnote.com/support/

Select a Connection File and Search

1. To select a connection file choose Tools -> Connect -> Connect.
2. Scroll through the list and click on the connection file you want and then click the Connect button
3. Choose the appropriate search options.
4. Click Search to send the search request to the remote database.

Retrieving References

After a search has been run, EndNote lets you know how many references have been found and gives you the option of retrieving some or all of the references.

Saving References

The retrieved references window is a temporary holding area for search results. To save them you must transfer them to an existing or new library.

Select the references that you want to save, and click the Copy References To menu at the top of the window. Choose the option to copy them to any currently open library (names of open libraries are listed in the menu), to a new library, or to an existing library that is not already open.

To pick your favorite connection files for quick access

1. Choose Edit -> Connection Files -> Open Connection Manager.
2. Click in the check box to the left of each connection file you want to mark as a favorite.
3. The favorites will be listed below Connect on the Tools menu for quick access.

How to Import References

EndNote can import references saved as text files from a variety of databases using the correct import filter for each database. References can also be imported from other bibliographic programs such as Reference Manager and ProCite.

Import Filters

The filters are definition files that allow you to import references from electronic sources such as online databases, CD-ROM databases, online catalogs and any text file containing labels or tags to identify the information contained in the file. Each filter has been configured to import data files from a specific database offered by a single information provider. You can modify these filters or create new ones.

Saving Citations in PUBMED for Importing into EndNote

Before you can import references into EndNote the references have to be saved in a text file in Tagged format.

1. Do MEDLINE search  -  references to be saved should be  displayed on the screen.
2. From Display choose MEDLINE. References will be displayed in tagged format.
3. From Send To choose File.
4. Save the file to disk in the default .txt format.
   
5. Erase the default file name and extension and type in a name for the file.
6. Save the file.

Saving Citations in Web of Science for Importing into EndNote

When viewing search results in Web of Science you can mark the records you want to save and click “submit marks”, mark all citations on the page, or mark all citations using these buttons:

Click on “marked list” on the toolbar to view the records you have marked

On the resulting marked list page, choose the fields you want included and make sure that “Field Tagged” format is selected. You can either use the “save to file” or the “export to reference software” options.  Either will produce a file that can be imported into EndNote

 Saving Citation in FirstSearch (OCLC)

FirstSearch allows you to mark references and import the references directly intoEndNote

Importing References

To import references saved from an online search choose File -> Import. For Import Option, choose the correct filter for the references. If the filter is not listed, choose Other Filters for the complete list. For Import Data File, click Choose File and select the file with the references to be imported. Choose the option you want for handling duplicate citations. Click Import

Exporting References

To export references as a text file or independent bibliography:

1. Select the library containing the references to be exported.
2. Select the references you want to export, then choose Show Selected References from the References menu (if you want to export the entire contents of the library, choose Show All References from the References menu).
3. If you want to change the order of the references, choose Sort References from the References menu.
4. Select the desired bibliographic style from the list of favorites on the toolbar, or use the Output Styles submenu from the Edit menu.
5. Choose File -> Export.
6. Select the file type for the exported file. For an independent bibliography, choose either Rich Text or HTML format, as these formats support styled text. If you intend to use the file for data transfer, choose text only.
7. Provide a name for the export file, and select the desired drive and folder.
8. Choose Save.

Note: If you have images included in your library, the images are not exported along with the text. If the export file is being imported into another EndNote library, copy the images from the original library's .DATA folder to an image folder for the new library so the images will appear in the new library.

Working with Microsoft Word

Using Manuscript Templates

EndNote comes with a large number of Microsoft Word manuscript templates that are set up to conform to submission standards for various journals. These templates are stored in a templates folder in the main EndNote folder. Each template contains formatting for a particular journal, including margins, headings, pagination, line spacing, title page, abstract page, graphic placement and font type and size.

To create a Word document based on a predefined manuscript template:

1. With EndNote open, select Tools -> Manuscript Templates
2. Browse to the Templates folder found in the EndNote folder.
3. Select the template for the desired journal.
4. A new document will open in Microsoft Word based on the template file.
   

More information is available in EndNote by choosing the Help menu and Contents. You will find the information on using manuscript templates under Creating Bibliographies.

Cite While You Write

When EndNote is installed, the plug-in for Microsoft Word is automatically installed. EndNote commands will appear on the Tools menu in Word. Detailed information on "cite while you write" can be found using the Help Menu -> Contents ->Creating Bibliographies

Inserting figures and images

When an image is inserted into an EndNote reference, the image is stored in a data folder named the same as your EndNote library with the extension .Data. So if your library is named migraine, the data folder for any stored images will be named migraine.Data.

To insert a figure:

1. Open the EndNote database containing the figure.
2. While in Microsoft Word, Choose Tools -> EndNote -> Find Figure(s).
3. Enter words in the Find text box and click Search to identify the figure to be inserted.
4. Select the figure and click Insert. A figure citation will be inserted into the text.
5. The formatted figure list appears at the end of the document, after the bibliography. Each figure is numbered and displayed along with a corresponding caption.

To repair a damaged EndNote Library:

1. Close the library if it is currently open.
2. From the Tools menu, choose Recover Library. Read the information about the Recover Library command, and click OK.
3. In the dialog that appears, locate and select the library that needs to be repaired, and click Open.
4. EndNote creates a copy of the library with the suffix "- Saved" added to the name.