Ingunn Rødland / Susanne MikkiAcademic librarian

Personal information management

• What is an EndNote library?

• The EndNote-Word interaction

• Transferring citations from databases to EndNote

• Settings and possibilities in the EndNote library

Today's course:Today's course:

Some commonreferencing tools

• EndNote (Version X2, Web)• Reference Manager• BibTeX(for LaTeX)• RefWorks• Zotero

What is EndNote?

• Collect references

• Organize references

• Export references in different formats to word processing software to generate consistent reference lists

• Keep track of your articles• Get in-text citations right• Stick to or change citation styles

Bibliographic software, or reference management tools, helps you:

Get started

1.Start – Programs – EndNote

2.Create a new EndNote library

3.Name your library ”yourname.enl”, and save it in My documents

4. (Open Word)

Reference output styles

• A reference output style, or a bibliographic style, is a standardized presentations of sources in a document.

• The output style will decide font, size, sorting and abbreviations of the information in the bibliography

Examples of common styles:

– Harvard , APA - author-year, general styles used in multiple disciplines.

– Vancouver - numeric, common in medicine and natural sciences

How to choose output style in EN

• Output styles in EndNote are found in a drop-down menu on the toolbar.

• If the wanted style isn’t found in this short menu, go to Select another style

• The chosen output style will appear in print and preview, both in EndNote and Word.

• You can easily change output style anytime in the writing process.

How to enter a reference manually to the EN library

• Right click in the library window and select New Reference, or click the New Reference-icon on the toolbar

• Choose a reference type (book, article, etc.)

• Fill in the fields (author, date, title,...)

• The data will automatically be saved when you close the windows

Enter the following reference:

Title: Handbook of food toxicology Series Title: Food science and technology 119Author: Deshpande, S. SYear: c2002Printed: New York : Marcel DekkerISBN: 0-8247-0760-5Pages :x, 903 s. ill.

The Library Display Modes

• Integrated Library & Online Search Mode– All groups and menu commands are available. When performing

an online search, found references are downloaded directly into the library

• Local Library Mode– Keeps you from inadvertently searching online databases and

downloading references into your library.

• Online Search Mode– When retrieving references from an online database, the

references are downloaded into a temporary library. If you want to save the references, you must copy them to an existing EN library.

To search for references from EndNote

• Use Online Search

• Find the database of interest. A search window for that database will appear. NB! The search fields will differ for different databases

• When you download references, they will be stored in a temporary library (in Online Search Mode).

• To save individual references, right-click, choose Copy references to, and select an EN library

Exercise

Search up this book from the BIBSYS OPAC trough ”Online search”, and copy the reference to your library:

Introduction to plasma physics : a graduate level course / Richard Fitzpatrick, 2006

EndNote and Word

• Open Word. The toolbar for EndNote will automatically show in the tools menu.

• If it doesn't show, go to View and Toolbars. You should then find EndNote on the toolbar list.

EndNote and Word

EndNote and Word

Find Citation(s)

Go to EndNote

Format Bibliography

Remove Field Codes

Edit Citation(s)

Insert Selected Citation(s)

Insert Note

Help

Unformat Citation(s)Edit Library Reference(s)

CWYW Preferences

Export Traveling Library

Find Figure(s)

Generate Figure List

EndNote’s Verktøylinje i Word (aktiveres med Vis : Verktøylinjer)

Find Citation(s)

Go to EndNote

Format Bibliography

Remove Field Codes

Edit Citation(s)

Insert Selected Citation(s)

Insert Note

Help

Unformat Citation(s)Edit Library Reference(s)

CWYW Preferences

Export Traveling Library

Find Figure(s)

Generate Figure List

Find Citation(s)

Go to EndNote

Format Bibliography

Remove Field Codes

Edit Citation(s)

Insert Selected Citation(s)

Insert Note

Help

Unformat Citation(s)Edit Library Reference(s)

CWYW Preferences

Export Traveling Library

Find Figure(s)

Generate Figure List

Find Citation(s)

Go to EndNote

Format Bibliography

Remove Field Codes

Edit Citation(s)

Insert Selected Citation(s)

Insert Note

Help

Unformat Citation(s)Edit Library Reference(s)

CWYW Preferences

Export Traveling Library

Find Figure(s)

Generate Figure List

EndNote’s Verktøylinje i Word (aktiveres med Vis : Verktøylinjer)The EndNote toolbar

There are two ways:

1. Insert selected citation: Puts in a chosen reference in the Word document. To pick a reference in your library, press EN-icon. Press the word icon to return to word.

2. Find citation: Use the Find citation-icon. Search up references in your EN library by terms in all fields and then insert them in the word document.

How to insert references from EN into Word

EndNote and Word

In your document, the citations will look like this: (depending on the chosen style):

Gas plasma is being proposed as an interesting and promising tool to achieve sterilization (Bernard, Leduc et al. 2006).

ReferencesBernard, C., A. Leduc, et al. (2006). Validation of cold plasma treatment for protein inactivation: a surface plasmon resonance-based biosensor study. Journal-of-Physics-D-Applied-Physics. 39: 3470-8.

The reference list comes at the end of the document.

EndNote and Word

• By pressing the “Format Bibliography” icon you can choose output style for your citations. You can also choose instant formatting of references (CiteWhileYouWrite).

• There may be cases where you want individual citations to differfrom the standard format. You may want to remove year or author from a citation if either was mentioned in the context of the sentence. Or, you might want to add a page reference or comment.

• {Alvarez, 1994 #8} An unformatted citation is a temporary placeholder, and does not reflect final output. It contains information to find a unique, corresponding EndNote reference in the currently open library.

Transfer citations from databases to EndNote

You may search up and export reference data to EN library from many subject databases:

– GeoRef– ISI Web of Science– Inspec– Bibsys Ask – (Bibliotekportalen/ Google Scholar)

Export of references from databases

Web of Science, BIOSIS, Inspec, Zool. Record

EMBASE

IEEE

SCIRUS

ScienceDirect

PubMed

1. Save the file as MEDLINE

2. Open EndNote

3. Select Import from the File menu

4. Find the saved file and select PubMed (NML) as import filter

SciFinder Scholar

1. Save the file in Tagged format

2. Open EndNote

3. Chose Import from the File menu

4. Find the saved file and chose SciFinder (CAS) as import filter

ASFA, GeoRef

1. Open EndNote

2. Chose Import from the File menu

3. Find the saved file and chose ASFA (CSA) as import filter

BIBSYS

Exercise

Bisson, M. A., M. J. Beilby, et al. (2006). "Electrophysiology ofturgor regulation in marine siphonous green algae." Journal ofMembrane Biology 211(1): 1-14.

Penz, T., V. S. Semenov, et al. (2006). "Green's function ofcompressible Petschek-type magnetic reconnection." Physicsof Plasmas 13(5).

Search up and export the following references from Web of Science:

Author: Fages, Frédéric Araki, K.Year: c2005Printed: Berlin : SpringerTitle: Low molecular mass gelators : design, self-assembly, function In series: Topics in current chemistry 256ISBN: 978-3-540-25321-1, ib., 3-540-25321-1, ib.Pages: VIII, 283 s. ill.

Exercise

Search up and export the following reference from Bibsys:

Search up and export references from databases relevant for you.

Exercise

Settings and options in the EndNote library

Untitled-Converted Copy.enl

Sorting

• Default for EN libraries is sorting by the first author’s last name and first initial, year, and then record number. When you add a new reference, EndNote automatically files it in this order

• You can use the Sort Library command to change this order. The current sort order remains in effect until you change it again.

• You can also sort your library by clicking on actual column headings

Groups

Groups make it easy to break a large library into subsets. A group simply points to a subset of references that already exist in the library.

Permanent Groups cannot be removed or renamed. Include All References, Unfiled, and Trash. All References displays every reference in the library

Temporary Groups may be replaced, and are deleted when you close a library. Include Copied References, Imported References, Search Results, and Full Text groups.

Automatically generated groups:– All References – all references in the EN library– Search Results - temporary group with results of the last search– Imported References - temporary group with the last imported– Unfiled, and Trash– Find Full Text groups are temporary, and appear when you use

the Find Full Text command.– Online Search groups allow you to easily initiate a search of a

online database and quickly view the latest download.

Custom groups are created by the user to help organize the library.– Smart Groups use search criteria to dynamically update groups

as existing references are edited or new references are added tothe library.

Groups

Exercise:

Create smart groups:

• A group containing all publications from 2006

• A group containing all books in the EN library

Adjust the EN library to meet your needs

This is done in ”Preferences” found at the bottom at the Edit menu

Changes made here will not affect the references in your word documents

Exercise:

1. Change the font from Arial to Times New Roman

2. Go to Display Fields and change 1. column to ”Record Number” and 6. column to keywords.

3. Restore to standard settings by clicking ”EndNote defaults”

Duplicates

• In order to help locate duplicate references, EN offers a Find Duplicates command. This command searches the references that are currently showing in the Library window to identify duplicates

• From the References menu, choose Find Duplicates. EN will display a dialog, where you can compare duplicates and decide which version to keep and which to delete

• The criteria for detecting duplicates can be changed using the Duplicates settings in the Preferences dialog.

Keywords and labels

• When importing references from databases, keywords associated with the article will be put in the Keyword field.

• You can use the Keywords field to store keywords that you want to connect with the reference. You can restrict a search to just this field, so the terms you enter can be used to later retrieve the references.

• The Label field can be used for many purposes, such as special in-text citations or as an additional field for categorizing references.

Term lists

• Term lists are used to store terms such as keywords, author names, and journal names.

• You can use these stored terms when entering references to improve consistency and accuracy

• You can also use the Journals term list to store abbreviated journal names.

Connect to full text and other files

Link to PDF or other filesI the field File Attachments you can enter links to a file. Use this field to store the path to PDF files (and other file types) on your hard drive.

URLWhen importing references from databases, links to fulltext documents will be put in this field. You can also add other links.

Finding Full Text for a ReferenceEN can attempt to locate full text files on the Web by using data stored in your references. Once found, EndNote downloads and attaches the files to the references. The document will be saved in the Data file. This is done by using the Find Full Text command

• You may need to remove Cite While You Write field codes in order to share your document with a publisher or colleague.

• Removing field codes saves the formatted citations and bibliography as text, and does not allow reformatting.

• You should keep a copy of the document with the field codes to continue to work on

Remove Field codes

Download EndNote to your computer

Can be downloaded from:https://tjinfo.uib.no/program

EndNote is free for downloading for students and employees at UiB.

Instructions and manuals

www.endnote.com, click on ’support’

On UBB’s webpages: http://www.ub.uib.no/ref-prog/endnote(only in Norwegian)

ingunn.rodland@ub.uib.no

Evaluation: http://tinyurl.com/ydwy94g