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Using the Online Search mode, references from an online search are retrieved into a temporary
EndNote library so you can preview them. After searching, references you wish to keep can be
copied to a permanent EndNote library using the Copy References to command on the
References menu or the Copy to Local Library button on the EndNote toolbar.
Related Video: Online Search in Online Search Mode
2.2.2 Direct Export
The exact method for using direct export will vary with the data provider you are using. A
sample of the data providers that support direct export for at least some of their databases
includes: Web of Knowledge (information on Web of Knowledge training options can be
found at http://science.thomsonreuters.com/training/wok/), Oxford Press Journals, American
Psychological Association, BioMedCentral, BMJ, EBSCOHost, EI Engineering Village,
EMBASE, Los Alamos National Laboratory, IEEE, JAMA, ERIC (U.S. Dept. of Education
version), Karger Publishing, JSTOR, MicroPatent, NERAC, NISC, OVID, PROQUEST,
Elsevier, Science Direct Online, Google Scholar, and TIE.
Related Videos: Direct Export from the Web of Science, Direct Export from EBSCOhost
Databases, Direct Export Using Firefox, Direct Export from PubMed
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2.2.3 Importing PDFs
EndNote can import PDF files containing a Digital Object Identifier (DOI) in the metadata or the
first two pages of the PDF. EndNote sends the DOI to PubMed and CrossRef, online databases
capable of looking up reference data by DOI. The online databases send back the bibliographic
information, EndNote imports it, then attaches the PDF to the record created. This means the
PDF must have a DOI and EndNote must have access to the Internet during the import.
• Select Import from the File menu.
• Select File to import a single PDF, or Folder to import a folder containing PDFs.
• Click the Choose button to select the file or folder to import.
• PDF must be selected as the Import Option.
• Click on the Import button to begin the import.
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2.2.4 Importing a Text File Saved from an Online Database (Optional)
All importing uses a pattern matching process where the pattern of the tags in the data is matched
against the pattern of the tags in the import filter. It is very important that data be saved in the
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tagged format that matches the filter that will be used to import it. Below is an example of
tagged text. The tags are on the left and the data follows them.
TI - The Scale and the Feather: A Suggested Evolution
AU - Rex, Tiberius
For specific information on how to save data for the database you are using consult the table
titled Output Formats and Corresponding Import Options. This table is available in the online
help files (Help > Contents > Contents tab > Direct Export Formats and Import Formats >
Output Formats with Corresponding Import Options).
• Select Import from the File menu.
• Select File.
• Click the Choose button to select the file to import. EndNote can import only plain text
(.TXT) files and .XML files in the specific EndNote XML format. It cannot import .RTF
files, Word documents, or .HTML files. So save the data from your online search as a
plain text file. Please note that simply changing the extension of a file to “.txt” or “.ris”
(a common direct export format) will not make it importable.
• Select the filter that matches the name of the database and database provider from the
drop-down Import Option list. If you do not see the filter you need, select the Other
Filters option to see a list of all the EndNote filters installed on your computer. You can
add filters by performing a custom installation of EndNote or by downloading them from
our web site and placing them in the EndNote filters folder.
• Choose how duplicates will be handled from the drop-down Duplicates list.
• EndNote is Unicode-compliant, but if your import produces records with “garbage”
characters where accented characters or Unicode characters should be, the Text
Translation option is the problem. You will need to delete the original import and repeat
the import, but select the language encoding that matches your text file from the drop-
down Text Translation list. If you are unsure of the encoding, try opening the
downloaded text file in Word or another word-processing program and make a note of the
language encoding it chooses to open the file with. Close the text file and use that
language encoding when you repeat the import of the file.
Related Video: Importing Text Files
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2.3 Find Full Text and the EndNote Preferences
2.3.1 Find Full Text Preferences
To edit the preferences, on Windows select Preferences from the Edit menu, on Macintosh
select Preferences from the EndNote menu to the left of the File menu.
In the Find Full Text preferences, mark the box for PubMed LinkOut if you are in medicine or
the biosciences and your organization is using PubMed LinkOut.
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If your school or organization has an OpenURL server, enter that server’s URL in the OpenURL
Path field. You will need to consult with your library web site or librarian to learn what this
URL is because every school or organization will have a different one.
If there is an authentication page that is used with your OpenURL server, enter it in the
Authenticate with URL field. This will allow you to authenticate from within EndNote instead
of having to open a browser window for authentication.
Please note that OpenURL is not a proxy server or VPN. It is an Internet protocol for managing
digital subscriptions (your school may call it a “link resolver”), but in most cases you will still
need to be IP-authenticated to access full text through OpenURL. This means you will need to
be on-campus or connected to the campus through VPN with IP-authentication. Not all VPN
includes IP-authentication, so check with your library or technical support department to find out
if yours does.
2.3.2 Find Full Text
EndNote’s Find Full Text feature will search the Internet, download, and attach full-text PDFs to
selected references.
• Select (highlight) the references you want to find the PDF for.
• Select Find Full Text from the References menu, then Find Full Text again at the right.
OR
Click on the Find Full Text button
in the toolbar.
• Read the copyright notice and click the OK button to acknowledge the usage notice.
You can optimize this feature by setting preferences specific to your school or organization in
the Find Full Text section of the preferences.
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2.4 Manually Entering References (some parts optional)
Although EndNote can import from hundreds of online databases, not everything is available
online. Sometimes you have to type the references in manually. Sometimes the data you import
may have problems, such as an author’s name not showing up correctly because that author is an
organization or known by a title instead of a first and last name (for example, Sitting Bull was a
title for an American chief, not a first and last name). This section of the class will help you
manually enter references, correct references that had problems during the import, and show you
how the special fields work.
Related Video: Manual Data Entry
Select New Reference from the References menu to create a new record. __________________
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2.4.1 Selecting the Reference Type
Select the reference type from the pull-down Reference Type list at the top of the empty record.
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2.4.2 Entering Data
Do not format the data as you enter it if the formatting would apply to the entire field. For
example, do not italicize or bold author names or journal names. If formatting applies to only
some words or characters in a field, then you can apply that special formatting using the
formatting toolbar. You can copy-and-paste data into most fields, but be sure to remove any
formatting.
You do not need to enter data in every field. Enter the data that you require for your
bibliography or that you wish to track.
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2.4.3 Special Fields
Authors:
Author names can be entered either first-and-middle name and then last
(family) name (e.g., John Robert Smith); or they can be entered last name,
then a comma, then the first-and-middle name (e.g., Smith, John Robert).
Each author must be on a separate line. Add corporate authors or authors
where the “name” is a title with a comma at the end of their name (e.g.,
University of California, or Sitting Bull, without the bold or italics). If you
use a name that has been used before in the library, EndNote will try to match
it for you.
Year:
This is not a true date field. It is an alphanumeric sorting field. Enter four-
digit years. You can also enter text such as “unpublished” or “in press.”
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Journal:
Enter the journal name. EndNote will try to to match what you are typing,
just as it does author names. _______________________________________
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Pages:
Pages can be entered as a full range of pages (e.g., 125-128) or as a truncated
range (e.g., 125-8). EndNote is able to convert the format entered to the
format required in the style. _______________________________________
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Start Page:
This field is used in the Harvard Bluebook style. If you are not in legal
studies, you probably do not need to enter it. __________________________
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Date:
This is not a true date field. It is a text field and will be shown in your
bibliography exactly as entered. Do not include the year here, it would be
duplicated because the year will be pulled from the year field.
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Short Title:
If a full-reference footnote style calls for a shortened version of the title in
repeated citations, that information will be pulled from the short title field.
This field is generally used only in the humanities. _____________________
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Alternate Journal: This field is used for the abbreviation of the journal name if you are using the
journals term list for journal name substitution.
Related Video: Journal Names
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Keywords:
Enter keywords with a line break, a semicolon (;), or a backslash (\) between
each keyword. Do not use a comma (,) or a slash (/) to separate keywords
because these are used within keyword phrases by online databases, so
EndNote ignores them as keyword separators. _________________________
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URL:
You can copy and paste a URL into this field or type it in manually.
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File Attachments: You can attach files or insert links to files on your network or hard drive by
selecting File Attachments, then Attach File, from the References menu.
The default in EndNote is to attach the file to the record so that it travels with
your library. You can change this default on a case-by-case basis during file
selection by unmarking the option at the bottom left of the file selection
window called Copy this file to the default file attachment folder and create a
relative link. You can also change the default option in the preferences.
Note that only attached files can be transferred to EndNote Basic, and only
attached PDF files can be searched.
You can also attach files by dragging them onto a record in the reference list,
or by dragging them into an open record.
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Figure (Optional): This is another way of attaching a file and is normally only used in one of the
three references types devoted to tracking information about your graphics.
The three types are 1) Chart or Table, 2) Equation, and 3) Figure. To insert a
file, select References > Figure > Attach Figure, then click on the Choose
File button. Locate the file you want to attach in the Figure field and double-
click on it. If the file inserted is a picture you will see a thumbnail image of
the picture; if it is an object you will see an icon for the object’s file type.
There can be only one file linked to this field per record. ________________
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Caption (Opt.): This field is tied to the Figure field. When the image is inserted into a Word
document, the contents of the caption field will be used as the caption for the
image in Word. If the reference type Chart or Table was used, the graphic
will be inserted in Word as a table; if any other reference type was used, it
will be inserted as a figure. ________________________________________
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2.5 Groups (Shown in practice in earlier parts of the class, but here is a
summary)
•
Groups are organized under group sets, and references are organized in groups.
•
You can have up to 5000 groups per library.
•
You can have 5000 group sets per library. Group sets will appear in bold on
Windows and in uppercase letters on Macintosh.
•
The same reference can be in multiple groups.
•
Combination groups are a special type of smart group based on a search strategy
combining the contents of other custom or smart groups. Select Groups >
Create from Groups to create a combination group.
o
Custom groups have a folder icon. You manually add records to a custom
group. To create a custom group, select Create Group from the Groups menu.
o
Smart groups have a light bulb icon on Windows and a light icon on
Macintosh, and records are updated automatically by matching the group’s search
criteria. To create a smart group, select Create Smart Group from the Groups
menu.
o
Combination groups have an overlapping circles icon and are created by
combining other groups. To create a combination group, select Create from
Groups from the Groups menu.
Related Video: EndNote Groups
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3
Where to Buy EndNote
•
Your university bookstore or computer store. Some universities and
organizations have special pricing for EndNote if bought on-campus, so it is best
to check there first.
•
Through our web site at endnote.com/buy.
•
Many national and international resellers, including Amazon.com, Journey Ed,
and others.
Documents you may be interested
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