Advanced EndNote

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Introduction

EndNote is bibliographic management software that allows users to manage citations in personal libraries and create bibliographies based on a number of available journal or writing styles.

This is a guide to some of the advanced features of EndNote. If you are unfamiliar with EndNote, you may want to consult the EndNote Basics Guide. You might also wish to consult the EndNote Support page for information on downloading the software and the EndNote FAQ page for (you guessed it) frequently asked questions.

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Setting a Default Library

You can quickly and easily change your default settings in EndNote so that the library (or libraries) you use most frequently will automatically open when you launch EndNote.

To set up a default library or libraries:

  • Open the library or libraries that you would like to set as your default.
  • From the Edit menu, choose Preferences
  • Select Libraries from the list
  • Click Add Open Libraries and all of the open libraries will be added to the list of default libraries. These will open every time you launch EndNote.
  • Click OK to save your settings.
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Storing Charts, Tables, or Equations in Your EndNote Library

You can add EndNote records for charts, tables, or equations to your EndNote libraries. The figures must be saved as images (e.g. jpg, gif, png, etc.). After you've created these records you can insert them into a paper and create a figure list. To store chart, figure, or equation references in an EndNote library:

  • From the references menu choose New Reference.
  • Change the reference type from Journal Article to either Chart or Table, Equation, or Figure.
  • Add information to some of the fields. At minumum you should create a title and a caption for your figure.
  • Click on the Attach Figure button Attach Figure
  • Click the Choose File button, select the file and click Open.
Note: You can also create a separate library of images by using the Chart, Equation, and Figure reference types (instead of using the sub-fields in Journal Article). This would be useful if you want to keep all the images you use in one place.
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Inserting Figures and Creating a Figure List

Wherever your images are located in your EndNote library (whether in journal article references or in a separate image library), you can insert the figures into your paper and create a separate list of figures. To do this:

In Word 2007

  • Open the EndNote library that contains the figure you wish to insert.
  • Place the cursor at the location in your paper where you would like the figure citation to appear.
  • While still in Word, click on the EndNote ribbon.
  • Click Insert Citation and choose Find Figure.
  • Search for the figure you would like to insert.
  • Identify, highlight, and Insert the appropriate figure. An in-text figure citation will be placed at the cursor location.
  • In-text figure citations will be instantly formatted as you insert them and a list of figures is automatically created following the bibliography. If you move or delete a figure citation, you will need to update the figure list by choosing the Generate Figure List option from the EndNote submenu.

In earlier versions of Word

  • Open the EndNote library that contains the figure you wish to insert.
  • Place the cursor at the location in your paper where you would like the figure citation to appear.
  • While still in Word, go to Tools, EndNote, Find Figure(s).
  • Search for the figure you would like to insert.
  • Identify, highlight, and Insert the appropriate figure. An in-text figure citation will be placed at the cursor location.
  • In-text figure citations will be instantly formatted as you insert them and a list of figures is automatically created following the bibliography. If you move or delete a figure citation, you will need to update the figure list by choosing the Generate Figure List option from the EndNote submenu.
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Customizing Reference Types

EndNote allows you to save many different reference types. You can think of the reference type as the format of the item you are citing e.g. Journal Article, Book, Conference Proceeding, etc. You can customize your reference types in a number of ways by adding, deleting, or editing fields within each reference type. Note: Adding, deleting, and editing field tags in a reference type may affect the final display of your bibliographies.

Adding a Field to a Reference Type

To add a field to a reference type:

  • From the Edit menu, choose Preferences.
  • Select Reference Types from the list.
  • Click on the Modify Reference Types button.
  • From the pull-down menu choose the reference type that you wish to modify, e.g. Journal Article, Book, Audiovisual Material.
  • If the field you want to add appears in the generic list on the left, simply type that field tag into the corresponding cell.
  • If the field you want to add does not appear in the generic list on the left, create a new field by typing in a field tag of your choice in one of the Custom fields.
  • After making the desired changes click OK.

RefType

 

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Printing a List of Citations

You can print a list of citations directly from EndNote, without creating a bibiliography in a word processing program.

  • Select the citations that you want to appear on the list.
  • Choose an output style from the output styles drop-down menu. Note: If you don't see the output style you want click "select another style" at the top of the list. Then choose your style from the subsequent list.
  • Go to the References menu and choose Sort References to sort by author, title, etc.
  • Go to the File menu and choose Print.
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The Traveling Library

When you insert citations into a Word document, a traveling library is created. The traveling library is a subset of your EndNote library which contains only the citations that appear in your paper. Each citation in your Word document contains field codes which link it to its corresponding record in EndNote. If you want to create a new library which contains only the citations from a specific paper, you can export the traveling library. To export a traveling library from your Word document:

In Word 2007

  • Click on the EndNote tab
  • Click on the Export to EndNote button and choose Export Traveling library.
  • Export the traveling library to an existing EndNote library or a new EndNote library and click OK.
  • If exporting to a new library name the library and click Save.

In earlier versions of Word

  • Go to Word>>Tools>>EndNote >>Export Traveling Library.
  • Export the traveling library to an existing EndNote library or a new EndNote library and click OK.
  • If exporting to a new library name the library and click Save.

travel

Note: If a colleague sends you a Word document with references from an EndNote library, be sure to export the traveling library associated with that paper. If you don't do this and you unformat the bibliography, you will be missing references when you reformat the bibliography.

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Finding Full-Text Articles

It is now possible to find and download full-text articles from journals licensed by Northwestern University Libraries directly from EndNote. For this to work, you need to have the latest version of EndNote installed. Be sure to run the software update after you install it as EndNote has fixed some bugs in the original software distribution. Here are instructions on downloading and installing the latest version.

After you have installed EndNote and run the software update, you should configure EndNote to access full-text articles through the Northwestern University Libraries link resolver for optimal full-text retrieval. To do this, follow these instructions in EndNote:

  1. Edit > Preferences > Find Full Text
  2. Paste this URL into the box for OpenURL Path: http://resolver.library.northwestern.edu/nwu
  3. Paste this URL into the box for Authenticate: http://turing.library.northwestern.edu/  and click the Apply button.
    Note: If you are off campus you will either need to authenticate to the NUL proxy server or the NU VPN (see below)
     
  4. Go to Edit > Preferences > URLs & Links
  5. In the Open URL Arguments box, change the text at the beginning of the string from ?sid=ISI:WoS to ?sid=ISI:endnote. You do not need to change any of the other text in the Arguments box. Click the OK button.
     
    EndNote Full Text

So, now you've installed the latest version of EndNote, run the software update, and configured EndNote to access full-text articles through the Northwestern University Libraries link resolver. You're now ready to find and download full-text. To find and download full-text articles:

  1. If you are off campus either authenticate to the NUL proxy server from within EndNote or sign in to the NU VPN.
  2. To authenticate to the NUL proxy server from within EndNote, right click on a reference in your library and select Find Full Text > Authenticate
  3. Select your desired reference(s) in your EndNote library.
  4. Choose one of these options:
    From the References menu, select Find Full Text OR
    Right click on a closed reference in your library and choose Find Full Text from the contextual menu OR
    Open your desired reference(s), right click and choose Find Full Text from the contextual menu.

Note: Full-text articles are only available from free full-text journals or journals licensed by Northwestern University Libraries. If full-text fails to download it is likely because:

  • EndNote is not configured correctly to download full-text from the Northwestern University Libraries link resolver (see configuration instructions above)
  • Full-text is not licensed for that particular journal title
  • The article you're trying to download falls outside the date range of licensed full-text access
  • You are off campus and not signed in to the NU VPN

Here's a video demonstration to show you how to find full-text articles.

 

 

 

 

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Output Styles

Endnote comes loaded with hundreds of bibliography style templates. But there may be times when you find that the journal to which you are submitting does not have an output style in EndNote. If this is the case you may want to visit the output styles page at EndNote.com where you can search for bibliography styles that have been created since your version of EndNote was released. If the bibliography style is not available, you can create your own style by modifying an existing style. To create your own output style by modifying an existing style:

  1. Find a style similar to the style you require e.g. superscript, parenthetical, etc.
  2. In EndNote choose the style that you wish to modify from the style pull-down menu.
  3. From the Edit menu, choose Output Styles>> Edit "style name" e.g. J Amer Medical Association.



  4. An output style window will open. Be sure to rename the file so that you don't overwrite your original output style. From the File menu choose Save As and rename the file to match the name of the journal for which you are creating the style.
  5. You can now edit any elements of the style so that in-text citations and bibliography entries conform to the requirements for the journal to which you are submitting your work. For example, if required, you can intalicize the font for the journal name or set the correct number of authors to list prior to using the abbreviation et al.

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Working with Journal Templates

EndNote comes preloaded with manuscript templates for several journals. To use a manuscript template:

  • In EndNote, go to Tools>>Manuscript Templates.
  • If necessary, browse to the templates folder.
  • Select your desired journal template. Note: If there is no template for the journal you are submitting your work to, you may want to check the document templates section of EndNote.com to see if one is available.
  • If you are prompted with a security warning regarding macros, check the box that says "Always trust macros from this source" and click Enable Macros.
  • Follow the instructions in the template wizard by filling in the requested information and clicking Next.
  • Click Finish after you have supplied the requested information and you will be ready to write your manuscript.
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Updated: July 24th, 2015 15:47