How do I?
NOTE: Several versions of Endnote
are loaded on computers at PML, MBA and SAHFOS, it is important to be aware
that although Endnote version 7 libraries will be converted to later
versions. libraries created in versions 8 & 9
will not convert to version 7. If you are sharing an Endnote library
you should check that you are all using the same version of the software.
- Be careful when ITG install it from the
network as all the functions may not work when logged on as yourself. To
check, open Word and see if there is an Endnote option in the tools
Converting Endnote 7 libraries to Endnote 9 and
copying Endnote 9 libraries
- From the File menu, select Open and then Open
- On the file dialog, locate and highlight the old library, and
- EndNote will warn that the selected library was created with an older
version, and will ask for permission to convert it.
- Click OK to convert the library. Name the new library and
click Save. The conversion makes a copy of the original
library in the version 8/9 format, and leaves the original library
intact which you can delete if you wish.
- The conversion also creates a .Data file which must always be
copied with the Endnote 9 library, if you are copying the library to
another drive on your computer.
a new database
- Choose new from the file menu and give the
database and name and file location. Endnote will not work unless there
is a database open.
- From the references menu choose new. Choose appropriate
reference type from the drop-down menu near the top of the screen. Authors can be
added in the format Harvey, E.M. Journal titles
should be entered in full.
- There is no need to add
punctuation at the end of fields, as the journal format will do this
Importing references – 1) LIBWEB
- Search for your references in
LIBWEB and select the references you need by ticking the box next to
- Click on DOWNLOAD.
- Choose the option "Endnote
- Click on DOWNLOAD and save the
file as a text file to your hard disk.
- Open Endnote and the database you
wish to import references into.
- Choose Import from the File menu.
- Click on the "Choose
file" button and select the file that you saved in LIBWEB, make
sure that "files of type" is set to All Files. The import option
should be set to "Endnote Import"
- Click on OK and your references
should be imported, to see the whole database choose "show
all" from the "Reference" menu.
references – 2) WoS
- To import references from WoS, log on to WoK and
search for your references, mark them and go to your marked list.
- If you only need the bibliographic
information in Endnote, simply click on the Export to reference software button.
- If you need additional information
e.g., abstracts, keywords, author address, select these options from the
table before clicking on the Export
to reference software button.
- Endnote should open with the box Select a reference library , find the file of
your Endnote database, click Open and
the references should be imported.
- In Endnote 9, you may be asked to select
a filter. Choose the filter ISI-CE from the list and then
click on Endnote import.
references – 3)ASFA
Downloading references from
ASFA. If you do not select the full record format, your references
will require substantial editing once they are imported into Endnote.
- To download references, search and
select the records that you require and then click on the Save/Print/E-mail records button.
- Select the full record format
(this is the only ASFA format containing the tags which allow records to
- Next to the Save button, set File format to PC .
- Click on the Save button.
- In the browser window that appears
select File ,
Save As and insert a
file name. Save as type must
be set to Text File (*.txt).
- Click on the Save button.
- Open your Endnote database and
select File ,
- Choose your file from ASFA and set
Import option to ASFA (CSA).
- Click on the Import button and your references
references – 4) Science Direct
- Search for references
- Click on export citations on results page.
- Select all documents or marked
- Select citation or citation and
abstract from dropdown menu.
- Leave default file format for
- Click Export.
- Endnote will open. Select the
Endnote Library that you want to import the records to. When you have
opened the Endnote library, the records will import automatically.
- Endnote 8 users: When direct
exporting records with Endnote 8, you are required to select the
corresponding filters: select the "RefMan
(RIS)" filter. Endnote
8.0.2 is able to import without needing to select a filter, but in some
instances you are still required. In those instances, use the
- Endnote 9 users if prompted for a
filter select Reference Manager (RIS).
references – 5) NISC- MOFR
- Search for references
- Select output format on results
- Click on export to export
- In the new window click on Endnote
to select it
- Endnote will open.
- Select the Endnote Library that
you want to import the records to.
- When you have opened the records
will import automatically.
- NOTE: Owing to the format of
records in the MOFR database all records import as "generic"
format and therefore require editing.
- First ensure that Endnote's
toolbars are visible (they are not displayed on installation) by
clicking Edit ,
Show toolbar and
ensuring both the main and
text style toolbar are
- To see how your references will be
displayed in the current format choose References , Show Preview and selected
reference will be displayed in a window at the bottom of the screen.
- To change the journal format a
drop down menu should be visible with the list of journal formats that
are available (to see them all choose select
another style ).
Select the format you require.
- If the journal format you require
is not available from the list it is possible to edit, or even create
completely new, journal formats.
- It is easiest to select a journal
format that is similar to what you need and then select File ,
Output styles and then Edit “whatever the current
journal format is”.
- Here changes can be made to any
aspect of the journal format including anonymous works, page numbers, journal names (full/abbreviated), citations,
bibliography and footnotes.
- It is necessary to be an
administrator on the PC to change these files as they are within the Programs folder.
Find/replace, adding keywords
- To globally change text in the
database (similar to find/replace in Word) select References , Change text and enter what you
want to search for and to replace it with. It is sometimes easier
to copy a selection from your database to ensure what you search for is
- To globally add something to your
database, such as a keyword, select References , Change field . Select which
field you want to change from the drop-down menu and select whether you
want to insert at the start or end of field, replace the whole field
with or clear the field. If you want entries such as keywords on
separate lines you can add line breaks by pressing control and return at
the same time.
- To search for references in your
database, choose search from
the References menu.
You can then enter search terms and select which fields you wish
to search (if in doubt choose Any field ).
If you wish to search for more than the default two terms that
are shown, click on the Add button.
You can combine search terms using the operators and, or , or not by clicking on the radio
buttons. Click on the Perform
search button and the references matching your criteria will
be shown. Further searches on this subset can then be done, to
return to the entire database select Show
all from the References menu.
- Reference lists can be sorted by
simply clicking on the name of the field you wish to sort by (e.g. Author ,
Year , Title buttons just beneath
toolbars), clicking twice will sort them in the opposite direction.
- To sort by more than one field,
say by Author, then date, choose Sort
library from the References
menu and choose the fields and whether you would like them
sorted ascending or descending.
- Duplicates can be discarded when
- In the Duplicates option of the Import box ,
choose either Import all ,
Discard duplicates , or Import into duplicates library .
- I would recommend that if you wish
to remove duplicates on import that you import into duplicates library as Endnote is not
always correct at identifying duplicates and it may delete distinct
- To check your database for
duplicates from the References menu
choose Find duplicates
Duplicate references will then be shown with
alternate ones highlighted, right click on a highlighted reference and
choose Delete to remove
your duplicate references.
- Selecting Preferences from the Edit menu can alter the criteria
by which Endnote selects duplicate references.
- Click on Duplicates and choose the fields
that Endnote compares when searching for duplicates, either an Exact match or Ignore spacing and punctuation can
- If you select Preferences from the Edit menu, it is possible to
change the setting for various parameters including: Libraries, Display
fonts, Reference types, Temporary citations, Sorting, Change case,
Formatting, Display fields, Duplicates, Online, Folder locations, Term
lists and Spell check.
- References can be exported as
either a Text file, Rich Text Format or HTML. Choose Export from
the File menu, assign a
file name and file type.
- To edit a terms list select Open list from the Terms menu and then choose
Authors, Journals or Keywords.The author list
contains all the authors in the database and can be useful to spot
anomalies in names.The journals list contains
all the journals in the database and also options for entering up to 3
sets of abbreviations. Always enter the journal title in full and
use the terms list to enter abbreviations.The
keywords list contains all keywords in the database.
- If a terms list does not contain
all the entries that you would expect it to, open a new database and
import the old one into it.
- One of the most useful features of
Endnote for scientists is the ability to interact with Word and to
automatically create bibliographies.
- From within the MS Word program
there should be an Endnote option
in the Tools menu.
Here there are various options including to find citations in
your Endnote database, insert citations and to format the bibliography.See below for information on inserting
charts, tables and figures into Word from Endnote.
- From your Endnote database you can
select references (for multiple references hold down the Control key)
and then go to Word and choose Insert
selected citations from the Endnote menu.
- An Endnote bibliography in Word
can be formatted with a different journal format by selecting Format bibliography from the Endnote menu. Only journal
formats ( output styles ) that have already been
used in Endnote will be displayed.
- To produce a complete bibliography
in word, i.e. transfer your Endnote Library, select all the references in
the Endnote library which you want to copy. Then either right click and select copy formatted OR edit, copy
formatted, open Word and paste.
to documents and web pages using EndNote 9
Electronic Resource Number
Resource Number is a unique ID for locating a digital version of a document,
PDF, or image. It is most useful if you are importing reference data or
retrieving references directly from an online source. Use this field to
insert the Digital Object Identifier (DOI) of a paper published in an
e-journal, e.g. 10.1007/s01022-002-0216-y
URL (Internet address) and linking to local files
A URL (Uniform Resource
Locator) is the term for the address used to locate a specific page of
information with your Web browser.To link a URL to
a reference in your EndNote library:
- Select a reference in the Library
window and open the reference. Put your cursor in the URL field.Type or paste a valid URL into the field. For
example: http://www.mba.ac.uk/nmbl or ftp://ftp.csa.comThe
URL becomes a hyperlink (blue and underlined).You could also link to a
local file on your computer. Go to the References menu and use
the Link to URL command to locate and link to a file, such as: file:///C:/Program%20Files/EndNote%209/Examples/Paleo.doc
- Enter multiple URLs or file
locations on separate lines.
- Adding any other
information along with the URL may keep the Open URL command from
successfully finding the site.
- When a correctly formatted URL is
entered into the URL field, the Open URL command in the References
menu can be used to launch your Web browser and take you to that site or
- Web of Science and Science Direct include a
URL for the full text of an article online. When importing or retrieving
references directly from these sources, the URLs import directly into
this field to take advantage of the Open URL command. You can
also store a URL to related information on the Web or other relevant
- Clicking on one of these links
will open your Web browser and go to the address given. This feature is
not specific to the URL field.
Linking to PDF and other files
Use the Link to PDF field to
store the path to files on your hard drive (such as graphics, word processing
documents, and PDF files).
To link a file to a reference
in your EndNote library:
- Select a reference in the Library
window, or open the reference.
- From the References menu, choose Link
- Use the dialog box that appears to
select a file that you would like linked to the selected (or open) reference,
and click Open or type or paste the path and filename you wish to
link. Use “%20” for spaces in folder and file names. For
- The path and filename become
hyperlinked— blue, underlined text—which you can click to
open the file. Or, you can open the linked file by going to the References
menu and selecting Open PDF.
- If you want to link to more than one file
within a single EndNote field, press ENTER to
start each hyperlink on a new line. A valid path and filename in any
field will become hyperlinked.
Images and Captions
- The Image field can contain a graphic or an
object (file attachment). The Image field is included by default for all
reference types. NOTE: Each reference can contain only one
graphic or file attachment.The image itself is
copied to the [library name].DATA folder found in the same folder as the
library file. If you copy Endnote libraries containing images, you must
also copy the .DATA file.
- A related Caption field appears directly under
the Image field in a reference. Use this field for a short description
of the image. The caption will be inserted with the image into a Word
document. Use the Chart or Table reference type if you
want to include an image and later insert that image as a table
in Microsoft Word. Images in all other reference types will insert into
Word as figures, which are listed and numbered separately from
To insert an image into a Word document:
- Select Tools, Endnote 9, find figuresEnter
the name of the image in the search box and click searchSelect
the image you want and click on insert.The
image and caption will be inserted into your document.The
list of figures does not automatically update if you delete a figure in
the document. If you have moved or deleted image citations:Select
Tools, Endnote 9, Generate Figures List
- This will regenerate the list of figures and