Cite without typing: EndNote guide for Researchers

Mabel Encinas
Mabel Encinas used to be a lecturer at the National Pedagogic University in Mexico. Currently she is a PhD student at the Institute of Education, University of London.

Content Overview

This diagram presents the organisation of this guide. On the left side, the basic flow shows the process for developing your basic skills with the help of this guide; while additional skills and information can be learned in the sections listed on the right side. In the basic process, you will find a section that explains to you how to start. The sections in blue, ‘Entering your references' and ‘Citing in your paper', integrate the basic normal process of using EndNote. The sections ‘Managing your references' and ‘Backup and help', will offer you additional information and practice so that you arrive at an intermediate level of use.

Introduction

"EndNote makes me feel like my mother: guilty" A researcher

The first time I got access to a reference database, I thought that its use would be limited to type the references in the programme instead of typing them at the end of my papers and also copying and pasting them from one paper to the next one. In few words, I thought that using a reference database software was a waste of time. However, after some years of use, I have learned that a reference manager helps me working faster at getting, organising and using my references.

As a reference manager, EndNote can help you in search references on line, bring them into your library and use them in different ways, including inserting them automatically in the right format in your papers in Word (You can also use other word processors. Please refer to the manual in EndNote). As a database, you can organise and retrieve information, as well as format the information according to your needs.

This guide aims to help you use, first of all, reference information available on line, and also the ‘electronic' references you already have at hand in your own papers. In this way, and by contrast with other manuals and guides, this guide assumes that you have used Word and searched the web. With this assumption, this guide helps you to retrieve information from diverse sources, independently of your previous use of EndNote.

In this way, the sections of the guide help you in reaching an intermediate level or use. If you have never used EndNote, the first section, Starting the Programme and Creating your Library , guides you to the first steps. Independently of your previous experience, the advice about how to organise your libraries can be useful to read. The main two sections present the usual cycle of the basic use of Endnote: entering your references , and using them to include citations while you write. The rest of the manual helps you to develop further your skills in the use of Endnote, by the management of your database , including changing the formatting of your references , and by advising you about diverse sources of help and learning, and how to backup your database .

This guide makes reference to EndNote versions 9 and XI for Windows, but intends to present a general functionality of the program, as there is always a new version to come. Also, it refers to Word 2003, however, the information in this guide might be useful for other versions. In any case, please refer to the respective manuals for further details. Finally, it is possible that some of the functions described in this guide can help you finding the corresponding functions in other reference management programs, but again please refer to their appropriate manuals and guides.

The images used in this guide are part of the programme EndNote; the videos linked are available in YouTube, and were uploaded by user EndNoteTraining . They also be found in EndNote training webpage: http://www.endnoteweb.com/training/enwtutorial_download.asp.

Maybe the guilt for not using EndNote comes from not being up to date as a researcher based on the idea that we all should use the technology at hand. I hope this guide helps you finding out the advantages this reference manager can give you, and either whether you decide to use it (or not), you never feel guilty!

Also I hope this guide helps manage your references fluidly to:

•  Get references from diverse sources through the web

•  Insert citations automatically while writing

•  Match easily the reference formats of your publishers

The video at http://www.youtube.com/watch?v=CdhzwS2cuPA , uploaded by user Fledlerr , offers a general overview of some of EndNote functions. If for some reason the link does not work, you can copy and paste the URL in your browser.

Starting the programme and creating you own library

Have you already used Endnote? Then, please pass to Your libraries at the end of this section. Otherwise, in this section we will see how to start the program and create a library.

For installing the software, please refer to the manual.

You can open the Endnote in three ways:

1 With the icon on your desktop – you can open either with right click and choose open, or you can double click.

2. Through Word – using the Endnote bar. If the toolbar is not visible select View > Toolbars > EndNote 9 (or EndNote X1). Then click the icon ‘go to EndNote'

3. Through the Start menu, in the Task bar, were you select Start > All Programs > EndNote > EndNote Program.

Opening or creating a library

Once in the program, a dialog box will give you the option of either creating a library or opening an existing one. If you choose to create a new one, you will then have to name it and choose where you will save it. The library's suffix will be .enl .

If you have already a library, you only have to open it.

Additionally to this, there is the EndNote Web, that offers limited functions but can be useful for accessing your references anywhere in the world. For further information, please see: http://www.endnoteweb.com/enwebinfo.asp . Also it is important that you can check with your institution if they have contracted this service

Your libraries

It is commonly recommended to create only one library to avoid duplication of data, which could lead to inconsistency (for example, when a record is updated in one place and not updated in the place where it is repeated). However, personally, I consider it useful to have three libraries, each of them for a different purpose:

1. The main one for storing the already reviewed references

2. A temporary storage space for the references found online before details are fixed. This is necessary because sometimes the references need to be corrected or completed when references are got from the web.

3. A third library could be useful, an intermediate one, for new references found, but that still have not been reviewed.

Regarding this last library, it would be possible alternatively to mark the records appropriately in one of the fields and to keep them in the main library. For doing so, please refer to Managing your References below. In this case, having two libraries could be enough: the Main one containing all your references, reviewed or not, and the temporary one, only for the records you have recently downloaded, and that need to be fixed or completed.

Entering your references

Once you have opened the program you can add references through automatic or manual input. The automatic input can be done in three ways:

1. Connecting and importing references from online databases
2. Importing references from files. DSpace references are imported in this way.
3. Downloading references from journals and search engines. We will review in this section two cases:

• From Google Scholar
• From Electronic Journals

On the other hand, the manual input can be made:

1. Through copying and pasting from a list of references from an electronic source
2. Through direct manual entry, this is to say, by typing.

In any case, what we create in the database is a ‘rough' table of data, that later can be formatted as needed. This means that the data in the database should not have any particular punctuation. Please refer to manual entry in this guide or to your EndNote manual, for checking some recommendations about the way in which the data have to be input.

In the example above, the database was formatted into APA standard. However, you can use other output styles, and also personalise these styles according to your needs.

Automatic Input

In this section we will see the different ways of getting references into your library without typing . In some cases, it would be necessary to do some manual re-formatting for correcting certain fields, but this is more an exception than a rule. The benefit of this is that the references will be already in your database, and later you will be able to manipulate and use them as necessary.

Connecting and searching references from online databases

You can connect, search and retrieve references from online bibliographic databases, such as library catalogues and reference databases. This is clearly the easiest way of getting references into your database. With this facility you only have to copy them into your own library. For this purpose, EndNote already contains pre-configured connection files for a number of sources. EndNote provides a basic search interface for both searching of EndNote libraries (see Searching References in Managing References below) and remote databases or library catalogues. This interface does not offer the sophisticated search options available within individual databases but is a very fast and efficient way of retrieving and importing basic search results.

Once you have your library opened in EndNote, you have to follow the instructions below, or alternatively watch the video in http://uk.youtube.com/watch?v=yMNgmQgfnNY . This video refers to version XI, but the stages are the same in Endnote 9.

1. The first time you connect to the library, select Tools > Connect > Connect . Choose the needed resource from the alphabetical list and click Connect. On subsequent occasions the connection file chosen, in this case, IoE Library Catalogue will appear in the list of connection files, under the word ‘connect'.

Many libraries offer free access, but some of them are protected databases and might prompt for an ATHENS username and password, so you have to introduce them in order to have access.

The connection files can also be customised and configured. Please refer to your manual in the section Editing a Connection File and Creating Connection Files for these functions, as we do not cover that function in this guide.

2. Once the connection is established, you can write down your criteria for searching. Although, as mentioned above, this search engine might not be as powerful as the search engines in the online databases to which you might connect, you still have three fields for searching for you references.

For more information about the options for searching, please refer to the manual.

3. The number of references found are displayed, after EndNote performs the search. Click OK to retrieve and view the references.

4. You get a list of references, which you can open, edit and copy to your libraries. For copying, you have first to select the relevant references. You can select one reference by clicking on it. You might need to select several references, by holding either the shift or control keys. Once you have chosen your reference(s), you have to click the button Copy n References to (where ‘ n ' is the number of references found; see the image below), and choose the library.

5. The references you choose will then be in your library, so you can close and discard the rest of the references retrieved. You will then see your chosen references in your own database.

6. If you need to do a second search, go to the Remote Search Library Catalogue again and choose the remote library in which you want to search

Write down your new criteria and click on Search .

7. You will have then a new field in the information window that gives you the number of references retrieved. This new field will allow you to either discard the previously retrieved references or to append the new list to the previous one.

Once you have your references in your Library, you need to clean up your records. You can as well add your own notes, or a create a hyperlink to the URL or to the PDF of the article. Please check the section expanding the information in your database . At this point it is also important to check how to handle duplicates .

The video http://uk.youtube.com/watch?v=yMNgmQgfnNY illustrates this topic.

A taster of citing in a paper

Now that you have your first references, it is time to ‘taste' how you can insert your references to built the bibliographic list automatically, on or the important advantages of using a reference manager. Go to a word document and insert one or several of these references in the text. For doing so, refer to Cite While You Write below.

Importing references from DSpace and from files

This function allows you to import to EndNote files that have a particular format. The files can be created when you import information from certain databases, but also, you can create a text file of your own references. To import text with any of the EndNote filters, the data must be in a text file with each data consistently ‘tagged' in a new line. The following is an example:

As we can observe, for example, the authors can be recognised by ‘%A ‘, or the name of the journal by ‘%J ‘. If you would like to put your references in this format, you will require some time. Doing it in Excel, for example, would make the appending of the tags easier. However, as a rule of thumb, if you have less than 200 references it is easier to retrieve them from catalogues and other sources, or even to type them, instead of creating the tagged text file. If you decide to prepare a ‘tagged' file remember that at the end of the day it has to be a text file, so that it can be imported. Please refer to the manual for getting additional information.

Now, for importing references once you have the tagged record you need to do the following:

1. Once your txt file with the tagged records is ready, open your library.

2. Selec File > Import , and then by choosing your file and selecting Import Option ‘Multi-Filter (Special) ', and click Import .

When you import references you can choose to import all the references, including duplicates, to discard the duplicates or import the duplicates in another library.

If you choose to import the duplicates in another library, the name of this library will be Name -Dupl, where ‘ Name ' is the name of your library. The programme will indicate how many references were imported to your library (‘ Name ') and how many to a duplicate library ( Name -Dupl). Please go to duplicates below if you need to learn how to handle duplicate references.

3.You will then see the article or articles you just imported into your database. However, for seeing again all the references that you already have in your library, select References > Show All References

Note that with this option you will only import text. If you wish to import images please refer to the manual.

As mentioned above, you can prepare your files in this way. Please refer to the help in EndNote. For further information about how to import text files into DSpace, please watch the video in http://uk.youtube.com/watch?v=yL91sokfVEo , where you will also find information about how to use the help in this case.

Downloading references from DSpace, journals and search engines

You can also download references from DSpace, journals and search engines directly. In these cases, you will find a download/export button directed to EndNote. In this section, we will see first the option of DSpace and journals, and then we will see the particular case of Google Scholar .

From DSpace

In fact, for downloading references from an online journal, you need to DSpace, or to the Journal's webpage. In this section we will see in parallel the examples of how to down references from DSpace and from Journals.

1. Go to Search from the TLRP webpage. And search All publications , and from there, go to Search an overview of all TLRP publications by project, sector and vocabulary , in order to find the publication(s) you need, as shown in the screens below.

2. Select the publications that you need by project, sector or keyword, by sliding the bars as appropriate. Note that the number of publications is shown in a parenthesis next to each of the projects, sectors or keywords.

3. For this example, we will use ‘Neuroscience and Education'. Once you click on this link you will have a list of the publications related to this keyword. In this screen you can download individual references by clicking on the EndNote icon on the right (1), or the whole list of references, that you can get by clicking on Export Results into Endnote (2).

4. Once you select either of the two options, a new window will prompt in which you will be able to choose your library.

By selecting the library, the reference(s) will be displayed.

5. You will then see the article in your database. However, for seeing all the articles select References > Show All References

Downloading references from journals and search engines

You can also download references from journals and search engines directly. In these cases, you will find a download/export button directed to EndNote on the web page. First, we will see the option of a journal, and then we will see the particular case of Google Scholar .

From Journals

In fact, for downloading references from an online journal, you need to go to the journal's webpage.

1. Go to the Journal's webpage. Sometimes you need to be inside the article, as in the example below. Then click ‘save citation'.

You can save several citations in this service.

2. Once you saved your citations, you can display it by clicking ‘view saved citations'.

Then you have to export your citations into Endnote.

3. Select Open for downloading your references

Now, choose your library and click on Open

Your references will be displayed. Please note that for viewing all your references again in your library you have to select References > Show all references

For checking the http://www.endnote.com updated list of journals that offer this service.

Note that not all the online journals offer the option in the same way. Another example is shown in the images below

And, a final example when choosing several references is shown below:

From Google Scholar

Once in Google Scholar follow the steps below for allowing automatic feed into EndNote.

1. Click on ‘Scholar Preferences' and roll down on the possible preferences. In Bibliography Manager select, in the section Show links to import citations into , choose Endnote.

2. Click on ‘Save Preferences'.

3. Now you can look for papers and you will have the option under each of them ‘Import into EndNote. This will allow you to easily save your references into your database.

All the references that you find will have the option of being imported into EndNote. Please follow step 3 from the previous section , as you have to select your reference library, and import the chosen references into it.

There is a video, in German, that shows this procedure in this link: http://uk.youtube.com/watch?v=FPuRKwFmHR0

And, a final example when choosing seversl references is shown below

Manual Input

As mentioned above, manual input can also be required in some cases. If you have your references in word, and you have more than two hundred references and they are quite consistent, then it might be necessary that you create a tagged text. Please refer to the section Creating a Custom ‘Tagged' Forma in EndNote Manual, if that is the case.

Otherwise, you can either copy and paste your references or type them. We will see how to do it in this section. Remember that this way of feeding your Library should be your last option, as you can find them on the web with one of the options offered above.

Copying and pasting from a previous list of references or typing

We all have lots of references that were already typed for example in previously written papers. The steps for copying them are:

1. Open your paper, and also open your Library.

2. Select a reference by:

• Clicking three consecutive times on the paragraph
• or by positioning the mouse on the left of the paragraph an double clicking
• or by clicking at the beginning and dragging up to the end of the reference

3. Copy the reference by:

• Selecting Edit > Copy
• or by pressing and holding Control , and then C

4. Open a new references by selecting References > New Reference or by pressing and holding Control and while the Control key is held, pressing N .

5. Use one of the fields as a temporary space for pasting your reference: click on the chosen field. Paste it with:

• Control and V
• or selecting Edit > Paste

6. Once the entire reference is in this field, choose the kind of reference, so that you get the proper template.

7. Mark with click and drag to the end the different pieces of data. Then drag-and-drop to the bits of information to their appropriate fields. At the end, verify that you eliminated all the punctuation and unnecessary lines.

Verify that all the fields are in the right format , following either the basic recommendations in the section below or the manual. When you finish and close your reference, it is automatically saved without the need of using a save function in your library.

Typing a reference

For entering a reference manually follow the next steps:

1. Open a new reference by selecting References > New Reference or by pressing and holding Control and while the Control key is held, pressing N .

2. Choose the kind of reference you are going to introduce, by clicking the down arrow at the right of the field Reference Type. In case of doubt, please refer to the help function in EndNote.

3. Enter the data in their corresponding fields. Check some of the characteristics of the formats below. For further information, please refer to Entering References in the help functions of the application.

The following video illustrates this function: http://uk.youtube.com/watch?v=F0SYkCTTQHg

Field Formats

In general, ensure that the information you enter is complete and accurate. Some of the characteristics of the fields are as follows:

Author

• The author can be entered as: Joe Smith or Smith, Joe .
• It is recommended to type the whole name of the authors, to have greater flexibility. The format will be given later according to the template used, for example: Smith, J.
• The last word is assumed to be the surname, when there are no commas. When the surname has several words, the surnames have to be written first, followed by a comma, and then the forename.
• Press the enter key after each author.
• Never write et al. , but the names of all the authors. The format you choose for your bibliography will make the replacement when it is appropriate.
• Institutional authors have to be written with a comma after the name: Teaching and Learning Research Programme,

Title

• Do not put a full stop at the end.
• Use lower case (sentence style), except of course with proper names. Also it is recommended that you enter the titles capitalised if you need them like that, although EndNote can do it automatically, to ensure you get the right capitalisation.

Pages

•  Can be entered complete or abbreviated: 211-219 or 211-19

Date

•  Type the dates as you need them, as they are not reformatted.

General recommendations :

• Enter ‘raw' data, which means do not give format or include punctuation. Do not use the enter key, but when introducing several authors. Let EndNote do the formatting for you. The formatting given by the output style acts as a ‘mask'.
• As mentioned above, references are saved automatically when you close them.
• When you are typing a reference, instead of the reiterative undo function, you have the function of Reverting References. Note that this function only works before closing the reference you are editing. You can only undo the very last change.
• Additionally, files can be attached or linked to your record. Please refer to the manual or the video: http://uk.youtube.com/watch?v=5r-m4B11Jgc .

Cite while you write (CWYW)

Now, you can easily insert citations into your Word document. Your data are stored as a table, however, you may need to present your references in diverse formats according to the style required. Please refer to the appropriate section below . However, it can be good to try in the first instance the insertion of citations, as you can later modify their format.

For adding references into a Word document, your Word document and your Reference Library need to be open. For this function you will you need to use the CWYW toolbar.

The following video offers an overview of this function (CWYW): http://uk.youtube.com/watch?v=zy6-nehYggI

Now please follow this steps:

1. Place the cursor in the text where you would like to put the citation.

2. In Endnote, find and highlight your reference.

The following video offers an overview of how to find and highlight your references: http://uk.youtube.com/watch?v=Jpp8kS5ALh8

3. Insert your reference with the key circled, that is available both in Word and in EndNote toolbars.

Your reference will be inserted in your text, and the bibliography will be created at the end of your paper.

Alternatively, you can insert your references without being formatted, and then when you finish writing your paper you can format all of them, creating only then the reference list. You can check this below .

4. You can also find and highlight several references.You can also watch this video: http://uk.youtube.com/watch?v=UQl1yKtrtvU

If you need the reference in another format or if the citation was not formatted, select ‘format bibliography' in the toolbar, where you can select from the diverse formats available. Please refer to the section Formatting your References , if you need to change the format of your output style. Remember that your database is filled in by plain (unformatted) data, that can be formatted in diverse ways

You can also edit your citations, for example for including page numbers or comments, as in (Vygotsky, 1987, p. 128). Please see Edit citations

The following video could also be useful at this stage: http://uk.youtube.com/watch?v=F0SYkCTTQHg

For further details about handling citations, please refer to the following sections:

• Edit citation
• Find citation
• Format bibliography
• Remove field codes
• Export travelling library

Please remember that additionally you can always refer to the help function in EndNote or to your EndNote Manual.

Managing your references

This section aims to help you develop your skills in personalising your database according to your needs. So far, you might have used the hyperlinks suggested, or not. In any case, for easy access, this section is organised alphabetically, but can also be follow sequentially, and you will realise that you progressively learn how to use EndNote.

Changing your output styles

The output styles are sets of templates that allow you to present you citations and bibliographies with different formats. For example, you can use ‘Harvard' or ‘APA' styles. However, sometimes you might need to change the output style to match your publisher requirements. There are 1100 styles in EndNote. Some examples are:

1. You can see your output style on the toolbars and make this your ‘active style', and check in the bottom of the screen to see how it will appear in your reference list.

2. Modify your selection in the window where you have your ‘active style'.

You can also get the list of all the styles available, if you choose Show All.

3. You might need to change the predefined output styles. For doing this, first select a style that is close to the required one, and make it your ‘active style'. Then select Edit > Output Styles > Edit Harvard (or the name of the active style). It is advisable that you choose a style that is close to what you need.

4. Then you can change the defaults of the styles according to your preferences. For selecting what you want to change, just click on the list on the left hand side.

It might be convenient to explore the different elements that you can modify. In this section we will review the modification of the bibliography templates. Please refer to EndNote manual for further details.

Changing bibliography templates

To change the templates you have to click in Templates under Bibliography in the circled list on the image above. You will see the templates for each type of reference on the right. For example for Journals you will see:

Author (Year) Title. Journal , Volume|, Pages|.

5. You might want to put inverted commas in the article Title, so, you just type them in. Also, you might like to include the Issue number. For doing this, you have to set the cursor in the appropriate place and then click in Insert Field > Issue.

6. You might also want the issue number to appear in parenthesis, so, you have to type the parenthesis before and after the word ‘Issue'. Your journal reference format will then look like this:

Author (Year) 'Title'. Journal , Volume (Issue), Pages|.

Later, when you use the new style, the reference will be displayed like this:

Hoyles, C. et al. (2008). ‘Attributing meanings to representations of data: the case of statistical process control'. Mathematical Thinking and Learning , 9(4), 331-360.

7. You have to save your changes with a new name, for example ‘Harvard mine'. Be careful to save the new style in the ‘Styles' folder.

8. You might like to change other options, for example the author names in upper and lower case. For doing so, go to step 3 above. Refer to the manual if you need additional help.

Copy formatted

You may want to copy one reference or a list of references in a particular format. You can copy one or several formatted references, and then paste them, if you follow these steps:

1. Select your reference(s) and select your preferred output style.

2. Copy them by:

• Selecting Edit > Copy Formatted
• or by pressing and holding Control , and the letter K

3. Go to your word processor and paste them, either with

• Selecting Edit > Paste
• or by pressing and holding Control , and the letter V

Delete references or citations

If you need to delete references in EndNote , select the reference(s) that you need to erase and choose one of these three options:

• Select Reference > Delete references
• Press and hold Control , and the letter D
• Click on the right button and choose Delete references

If you need to delete a reference inserted at the end of your paper (in your bibliographic list) in Word, you have to erase the citation(s) that originated the insertion at the end. For example to erase James's reference in the list below

You have to go to the paragraph(s) were James' article is cited (in yellow below) and delete it as any other bit of text that you want to suppress.

This will automatically eliminate the reference from your list. Note that the same article can be cited several times and you would have to erase all the citation occurrences, so that the reference does not appear in your bibliographic list.

If you need to delete a citation in a string of references . For example if you want to delete Damasio, 1996 in (Damasio, 1996; Panksepp, 1998) . See the end of the section edit citation

Duplicates

You might have duplicate references, and EndNote can find them form you. Duplicates are references that have the same Reference Type, Author, Year and Title. This can occur for example when you import references.

For finding your duplicate references:

1. Select References > Find Duplicates

2. Your duplicates will be displayed

At this point, you can decide to erase them by right-clicking and choosing Delete References. EndNote will ask for confirmation of the deletion.

Alternatively, you might decide to check each of the duplications to ensure that there is not a mistake in the references selected

3. To display all the references in your library, select References > Show all references or Control + M

Remember that when you import references you have three options: to import all the references, including duplicates, to discard the duplicates or to import the duplicates in another library. For further details refer to the section Importing references from files .

Edit your citation in Word

You might want to edit your citation. For example, if your citation is inserted in the format (Biesta, 2007), you may want to:

•  Omit the author's name, when it was just mentioned:

Ecclestone (2007) discusses the relationship between ‘identity' and ‘agency'…

•  Add information before or after the citation:

(for example Daniels, 2007)

(Blakemore and Frith, 2000 published originally in 1998)

•  Insert the page number:

(Cox, 2007 p. 45)

For doing this:

1. Once your citation is inserted and formatted, click on it, and it will become shaded

Ecclestone (Ecclestone, 2007) discusses the relationship between ‘identity' and ‘agency'…

2. In the EndNote submenu, click on Edit citation

3. The Edit citation dialog will be displayed. You can see all the cited references on the left, and the reference(s) you are editing will be highlighted and presented as it is. On the right hand side, you can format your citation, by excluding the author or the date, or by adding a prefix, a suffix, or the page numbers. Once you have ticked the appropriate square or filled in the needed information, click OK .

Then, the reference will be displayed with the changes included:
   Ecclestone (2007) discusses the relationship between ‘identity' and ‘agency'…

This could be a good moment for adding a prefix or a suffix, or inserting page numbers for your citations. For further options on this function, please refer to the manual or the help menu in EndNote program. Also, it might be useful at this point to see Format Bibliography in this section, if you needto change to a different format, for example, from ( Taylor , 2006: 24) to (Taylor 2006, p. 24).

With this option, you can also delete a reference in a string of references. For example, if you need to erase Damasio's citation, you have to select it by clicking on it and click on Remove: (Damasio, 1999; James, 1884)

The following video might be useful: http://uk.youtube.com/watch?v=8p-pNhnqHxE

Edit your reference in EndNote –and expand the information in your library

For editing a reference in EndNote, just double click on it or then select References > Edit References . Alternatively, select it and press and hold Control and then press E .

Your database can include much more information, such as abstracts, comments, keywords, quotes and notes that you can type in or copy and paste from diverse sources. Remember that any change is saved as soon as you close your reference .

You also have some fields that you can customise. Please refer to the manual or help function to learn how to customise these extra fields.

Additionally, you can link to a PDF file or to the URL of the article. To do this, open your reference and go to the URL or the PDF field, and paste the URL for the reference. Otherwise, select References > Link to PDF (or URL) and find the PDF file or URL through navigating. Once you have chosen the appropriate file. For example:

Later you can open either the URL or the PDF by selecting References > Open URL (or Open PDF ).

Finally, you can change to a certain extent the functionality of your library by selecting Edit > Preferences .

Export / Import travelling library

You can copy the references used in Word to a new EndNote library for creating a subset of your library. Unfortunately, this library will not have notes, abstracts, images or captions.

To export your library, you need to open your Word Document and EndNote. and choose export form EndNote toolbar.

A dialog box will appear in which you can select an existing EndNote library or a new one. In general, it is more convenient to use a new one in order to review the references before adding them to your main reference library.

This function can also be used when receiving a paper from a colleague, and of course if both your colleague and you have EndNote. In this case your colleague would need to send you the paper with the references formatted.

Another way of copying references from your Word document to an EndNote library is to use the command Cite While You Write . For further information about this option please refer to your manual.

Find citations in EndNote from Word

Follow the steps below as an easy way of finding citations while you are in Word, when you have your EndNote library open:

1. Position the cursor in the place where you would like to insert a citation.

2. In Word, you can access a Find Citations dialog box, either from the EndNote toolbar, or by selecting Tools > EndNote 9 > Find Citation(s)

3. Type any data that identifies your reference in the Find field and then click Search . You can put for example: ‘Hochchild' emotion (surname and a keyword), and the search function will assume ‘and' between the two pieces of data.

The list of references will be displayed.

Then highlight the references that you need and click Insert . The citations will be inserted in your text.

You can search for citations in a paper already written or while you write.

The video http://uk.youtube.com/watch?v=Jpp8kS5ALh8 illustrates this topic.

Format bibliography

You can decide not to use the automatic formatting option, and later give format to your entire bibliography, or you might want to change the format of your reference after changing your output style . You only need to click the icon Format bibliography or select Tools > EndNote 9 > Format bibliography

The video http://uk.youtube.com/watch?v=UQl1yKtrtvU illustrates this topic.

Remove field codes

The field codes are hidden identifiers of each of your citations in relationship to EndNote, allowing the updating of your citations and references. You might need to remove these codes, for submitting a final paper. For doing this you only need to click the icon Remove Field Codes or select Tools > EndNote 9 > Remove Field Codes . This will create a new copy of your paper, that could then be named ‘Final version'.

Search references

You have a search tool in your database. In fact it is the same tool you use for connecting to libraries. Select References > Search References , or press and hold Control and press F .

You can then define your criteria for looking for you references.

When you have this window open, you can go to Tools > Open term lists and double click on the term you are looking for.

The terms will be inserted in the search box.

For more information about the functioning of the Boolean operators for searching, please refer to the section ‘Search command' in EndNote's embedded help.

Select/Unselect references

Select

If you need to select a range of references from the list of references: click on the first one, and then while holding shift , click on the last one. Alternatively, If you need to choose non consecutive references, you have to hold control while you click on each of the relevant references. Also, you can select Edit > Select All (or Ctrl+A) to select all the references showing in the Library window.

Unselect

You can unselect references by clicking on an unselected references, or if it is within a group of selected references, by holding control and clicking only on the one that you want to unselect.

A final note is that sometimes you can get stuck when you have all the references selected. In this case, use the up and down arrows, to unselect the whole library.

Share files with colleagues

Sharing files with colleagues that do not have EndNote is one of the downsides of using Endnote. In this section you will find some steps that can be followed to make this possible, particularly when your colleague does not have EndNote. When they have Endnote you might find useful the section Import/Export travelling library . The process consists basically in creating a new document for sharing and then reformatting your bibliography. The steps can be resumed as follows:

Before sending the paper

1. Copy your bibliographic list

Copy your bibliographic list (all the references that appear in the bottom of your paper) to a new paper and save it.

2. Unformat citations

Un-format the citations in order to remove the field codes, for creating a new document that you will submit. It is better that you submit a paper that has not EndNote codes, to avoid your colleagues having difficulties, in case they do not have EndNote. Additionally, you will make the document smaller. They will then look like this: {Coffield, 2008 #1973}. For doing this, click on the icon Unformat Citations

Copy your bibliographic list back into the paper you will send, The new paper will also have the advantage of being smaller, however, there could be some confusion in references with the same author and year, and you will not have the page number of your citations. Putting additional information would require additional time and effort, and I would advise not to invest extra time on this unless it is absolutely necessary. If you decide to do it, insert them as comments in word by selecting Insert > Comment , so that you can reformat your citations when you paper comes back, with any problem.

3. Paste your bibliographic list and send the paper

Copy the references saved in the new document created in step 1, and paste them at the end of your paper. Your references citations will have a ‘strange' style -- {Coffield, 2008 #1973} --, but they can be understood by your colleagues.

When the paper comes back, reformat your bibliography

You will have you colleagues' comments as usual. Then you have to format your citations again, and erase the bibliographic list that you added at the end of the paper before sending it. When you format your citations, the bibliographic list will appear at the end.

Show/Hide

You can show all your references in the library by selecting References > Show all references . You can hide a certain group of selected references (go to the section select/unselect references above) and then select References > Hide selected references . Also can show only a certain group of references if you select References > Show selected references .

Sort References

There references are sorted by first author's lastname, by default. You can sort them by different criteria, if you select References > Sort References . A prompt will allow you to choose the sorting criteria:

The sorting criteria then becomes the ‘active' sorting criteria and it will be saved when the library is closed. Another way of sorting your library is to type the first letter of the references that you are looking for, according to the active sorted criteria. For example if you are looking for a book written by Vygotsky, the library needs to be sorted by author and you can type the first letters of his surname.

Alternatively, you can sort your library by clicking on the column headings.

For further details on this functions, please refer to the manual. Additionally, the video http://uk.youtube.com/watch?v=onAUpQe0Aqw , might be useful for this topic

Backup and help

In this section you will find two important technical aspects for the use of your reference managers: backup procedures, and additional sources of help.

Backup

As we all know, keeping an updated backup is very important. Preferably two sets of back up disks should be kept in different locations. One option is to have sets for alternate dates, just in case the last back up is not working for any reason. In this way, it can be ensured that the previous back up is available. This applies not only to your references, but to any other important file in your research. You have to back up two items:

•  Your library file, that has the extension .enl, for example: MyReferences.enl

•  And the DATA folder, that is named under your library,.enl and has the extension data, for example MyReferences.DATA

You may also need to back up your styles, filters and connection files. For doing this, please refer to the manual.

Help

Apart from your printed manual, you have an extended inbuilt manual in EndNote. You just need to click on the Help icon in EndNote icon.

There is a great amount of support available in Endnote web page:

• http://www.endnote.com/support/
• http://www.endnote.com/support/ensupport.asp

In these locations you can update connection files, import filters, and output styles.

Also, you can watch the training videos produced by the provider at: http://www.endnote.com/training/wmvs/enx1/enx1tutorial_download.asp or take their free classes at http://www.endnote.com/training/ .

Additionally, some institutions offer additional help such as the Institute of Education , University of London :

• http://www.ioe.ac.uk/is/EndNote
• http://www.ioe.ac.uk/ISWebsiteDocs/Guides/EndNote/EndNote9web.pdf
• http://www.ioe.ac.uk/ISWebsiteDocs/Guides/EndNote/EndNoteX1web.pdf
• http://www.library.yale.edu/endnote/
• http://www.lib.unc.edu/instruct/endnote/guides.html

Other useful information about searching data bases and Harvard output style.

• http://www.reading.ac.uk/library/help/citing/  
• http://www.kingston.ac.uk/library/using_the_library/general/harvard.htm

TLRP Resources for Research in Education by Teaching and Learning Research Programme is licensed under a Creative Commons Attribution-Noncommercial-Share Alike 2.0 UK: England & Wales License