EndNote X7 Introduction - Northumbria University

EndNote X7 Introduction EndNote is a referencing management software system that can help you store and organise your references. What does EndNote do? EndNote inserts citations into your documents, creates bibliographies and reference lists and arranges your references in your selected reference style, for example, APA. EndNote also imports records from other sources.

Contents Getting started with EndNote

Page 2

Map of EndNote

Page 3

Manually adding references to your library

Page 4

Electronic journal article

Page 4

A Book

Page 5

Changing your reference style

Page 6

Adding a new reference style

Page 6

Importing references into EndNote from Library Search

Page 7

Importing a single reference

Page 7

Importing multiple references

Page 9

Importing references from a database

Page 11

Importing PDFs

Page 13

Importing a single PDF

Page 13

Importing a folder of PDFs

Page 13

Searching the web for PDFs of existing references

Page 14

Deleting duplicate references

Page 14

Inserting references into a document using Cite while you write

Page 15

Editing citations

Page 17

Adding a page number

Page 17

Deleting a citation and corresponding reference

Page 17

Excluding an author’s name

Page 18

Creating a secondary reference

Page 19

Editing references in your EndNote library

Page 20

How to create Groups and insert references

Page 21

How to create a bibliography using references in EndNote

Page 21

Deleting references from your EndNote library

Page 22

Creating a compressed back-up

Page 23

Closing a library

Page 23

Additional Help

Page 24

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This leaflet is available in other formats on request.

Getting started with EndNote How to access EndNote X7 Access to EndNote is dependent upon your location and PC/workstation. University Open Access computers with Windows 10 Type EndNote into the search box. Off-campus access for students and staff To use EndNote off-campus login to Simply Web via the Internet. (Details can be found at https://www.northumbria.ac.uk/static/5007/itspdf/Sweb_setup.pdf). University Staff PCs with Windows 7. To install EndNote X7: Go to Start, Control Panel, Get Programs, Select EndNote X7 from the list of programs and click Install. If you experience any issues installing the EndNote program please call IT Services on 0191 2274242. To access EndNote X7: Go to Start, All Programs, EndNote, EndNote Program. A screen presenting options for setting up EndNote Web may appear. If it does, choose Do not integrate with EndNote Web at this time and click the Finish button.

Once you have opened EndNote you may see a Getting Started with EndNote screen. If so, click on the image next to Create a new library. If you don’t see this screen, click File then New once EndNote has opened.

A dialogue box opens which allows you to save the new library. Your U drive may already be selected – if not, select it from the list.

Enter a meaningful filename and click Save.

Your EndNote library will now open. (This is an example of a populated library)

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Map of EndNote Main features of EndNote explained. See EndNote Help

for further explanation.

Local Library Mode (default mode) Online Search Mode

Show Search Panel: This toggles the search panel on and off (shown above) and allows searching of an online database when in Online Search Mode.

Integrated Library & Online Search Mode

New Reference Import Find Full Text

Online Search

Export

Insert Citation Return to Word Sync

Format Bibliography

Referencing Style: Can be changed via the drop-down arrow – changes the output style of the references to the selected style.

Share Library

Help

Library Window: Lists the references in the EndNote library. The order can be changed by clicking the display field bar at the top. Bold references = unread.

My Library: Lists references with numbers in brackets; Trash; Groups (if you click on any of these the references will display in the Library window); Online Search (only visible in Online Search Mode).

Layout: Choose how the preview pane is displayed – appears at the bottom (as shown here) or on the right of the screen.

Preview: Shows the reference in the selected style.

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Manually adding references to your library Adding a reference: electronic journal article

Click on the New Reference button.

From the drop-down menu against Reference Type, select Electronic Article.

Enter the information under the relevant headings.

When you have finished entering data, click on the small x in the top right-hand corner to close the data entry window. You may see a prompt asking you to confirm that you wish to save the changes. (Place a check in the checkbox if you don’t want to see this prompt again). Click Yes.

A preview of your entry will then appear in a separate window on the right or bottom of the screen depending on the layout preferences.

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Adding a reference: book

Click on the New Reference button.

From the drop-down menu select the reference type Book.

Enter the information under the relevant headings.

When you have finished entering data, click on the small x in the top right-hand corner to close the data entry window. You may see a prompt asking you to confirm that you wish to save the changes.

The preview of your entry will then appear in a separate window on the right or bottom of the screen depending on the layout preferences.

TIP: Corporate authors For corporate authors it is important to include a comma at the end of the name, for example, British Broadcasting Corporation,. This ensures the reference output is correct. 307_1631/October 2016

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Changing your reference style There may be occasions where you need to change from the referencing style you normally use, for example, if you are producing a paper for a particular journal or a report for a project. This can be done easily in EndNote. The referencing style for your thesis, assignments or dissertation should be discussed with your supervisor or tutor. The style to use for published papers is usually given in the publishing guidelines of each journal.

This example shows your reference library and a reference using APA 6th. To change this, select the style you want from the drop-down menu, for example, Vancouver.

Once the style has been changed to Vancouver the references will automatically display in the newly selected style. Look at the two preview boxes and you will see the output is different for the two styles.

Adding a new reference style to your library If the referencing style you wish to use does not show in the list within EndNote it can easily be added.

Select the style you wish to add and then click Choose.

Click on the drop-down arrow next to the output style box and click Choose Another Style.

Bite size videos are available on Skills Plus showing you how to add new referencing styles to your library. 307_1631/October 2016

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Importing references into EndNote from Library Search You can export records from Library Search directly into your EndNote library. It is good practice to have your EndNote library open before you start although it will open automatically when you begin the export process.

Importing a single reference

To save an individual record click on the record title.

Click Actions and then select EndNote RIS.

From the Push to RIS dialogue box make sure the encoding box is set to UTF-8 and click OK.

This dialogue may appear, if so, click Save.

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Click Show all downloads.

The file to be exported will display in a new window. Click on the link to export the file.

The Imported References window of your EndNote library will open displaying the newly imported reference. Always check each imported record individually and edit as required.

Please note If you are using Internet Explorer the Push to RIS will display as View downloads.

From the download dialogue box click Open.

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Importing multiple references

To export multiple references select each individual record.

Click on e-Shelf to display the records.

Select Type to export all records, or tick each individual box.

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From the Select how to save tab choose Push to EndNote RIS then click Go.

Ensure the encoding in the Push to RIS dialogue box is set to UTF-8, click Ok. This dialogue may appear, if so, click Save.

Click Show all downloads.

The file to be exported will display in a new window. Click on the link to export the file.

The Imported References window of your EndNote library will open displaying the newly imported reference. Always check each imported record individually and edit as required.

Please note: If you are using Internet Explorer the Push to RIS will display as View downloads. From the download dialogue box click Open.

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Importing references from a database Business Source Premier is used as an example.

You can select the database you require from the A-Z databases list.

Under B on the A-Z list, choose Business Source Premier and log in with your University username and password.

Change the drop-down menu to Abstract or Author Supplied Abstract.

Type your keywords in the first box.

You can add more keywords to refine your search.

Under Limit your results, select the Full Text box then click Search.

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Select a couple of articles by choosing the folder icon.

Click on the folder icon at the top of the page.

Then select the Export option.

Choose the Direct Export in RIS Format (e.g. CITAVI, EasyBib, EndNote…). Click Save.

Click on the downloaded file and the references will be imported into your library.

The Imported References group will be highlighted and the newly imported references will be the only ones visible. Preview each reference and edit where required. 307_1631/October 2016

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Importing PDFs A) Adding a reference from a PDF file saved on your U: drive. You can import a PDF file directly to your library. If there is no doi attached to the PDF EndNote will create a basic reference (enclosed in chevrons) and attach the PDF to the record. You will then need to manually complete the reference fields.

Click on File, then Import, and select File… to import a single PDF.

Click Choose… and select the PDF you wish to import from your U: drive. Ensure the Import Option is set to PDF and click Import.

The imported reference will appear in the Imported References window. You may need to edit the record if some of the details have not imported.

B) Adding a folder of PDFs You can import folders and their sub folders of PDFs stored on your U: drive. To do this: From the menu bar click on Edit then Preferences.

Click on PDF Handling.

Click Select Folder.

Tick the box to Enable automatic importing. Browse for the folder you want to export.

Click on Apply then OK.

The PDFs will be imported into your library. Always make sure you check and edit the references as required. 307_1631/October 2016

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C) Searching the Web for PDFs of existing references

The web searches for a doi (digital object identifier) to retrieve the PDF. If the file does not have a doi the pdf is unlikely to be found and the Find Full Text will display Not Found. Before starting you will need to add the following URL. From the menu bar click on Edit then Preferences. In the OpenURL Path search box add the following address. https://librarysearch.northumbria.ac.uk/ openurl/44UON/44UON_SP

Click on Find Full Text.

Tick the box next to Automatically invoke Find Full Text on newlyimported references. Click on Apply then click OK.

Highlight the article you want to search for and from the menu bar select References then Find Full Text. If the PDF is freely available it will be automatically imported.

The Find Full Text in the My Library panel will indicate if the download is successful, and a paperclip icon will appear next to the reference.

Deleting duplicate references If you are downloading references from multiple sources you will no doubt end up with duplicate records. You can right-click on a duplicate reference and choose Move Reference to Trash or simply press the Delete key on the keyboard. Alternatively, click on References and then choose Find Duplicates. EndNote will show you each set of “twin” records allowing you to pick the one you want to keep. The deleted references will sit in your Trash folder until you delete them.

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Inserting references into a document You can use EndNote’s Cite While You Write feature to create in-text citations and a fully formatted bibliography within a Word document. To enable the Cite While You Write capabilities ensure the Instant Formatting is switched to On. You only need to change this setting once. To do this:



Click on EndNote X7 on the menu bar in your Word document.



Click on the diagonal arrow below Instant Formatting is On.



In the EndNote X7 Configure Bibliography box tick in the box next to: Link in-text citations to references in the bibliography to activate.



Click OK and this takes you back to your open Word document.

In your Word document click where you want to insert the citation and then leave a space.

Click on the EndNote X7 tab on the menu bar.

Click the Insert Citation (magnifying glass) icon.

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Type the name into the search box then click Find.

The search returns a list of matching references. Select the one you want to use, then click on the Insert button.

The citation will be placed into the text and the full reference will be added to the end of the document.

You can also use the following method to insert the reference. Click on Go to EndNote.

Select the reference you want to insert.

Return to your Word document and place the cursor at the insertion point

Click on the drop-down arrow next to Insert Citation – and choose Insert Selected Citation (s).

The citation will be added to the document and the reference will be added to the reference list, which will automatically be sorted into alphabetical order.

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Editing citations: adding a page number To avoid formatting errors in your Word document, it is important to edit citations and their associated references using Edit and Manage Citations(s). Click on the citation in your document to highlight it.

Click on Edit & Manage Citation(s) on the EndNote X7 toolbar.

Enter the page numbers into the Pages box.

Click OK.

The page number is then automatically added to the citation.

Editing citations: deleting a citation and its corresponding reference Highlight the citation in your document.

Click on Edit & Manage Citation(s).

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The reference you have chosen will be highlighted. Click on the drop-down arrow next to Edit Reference. Click on Remove Citation.

Click OK.

The citation and corresponding reference will be removed.

Editing citations: excluding the author’s name If you have included the author’s name in the text (for example, According to Kercher and du Cros…), and then inserted a citation, you will need to exclude the author’s name from the citation.

Click on the citation in your document to highlight it. Then click on Edit & Manage Citation(s).

Click the Formatting drop-down list and choose Exclude Author.

Click OK.

The citation will be then be displayed in the correct format.

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Creating a secondary reference Example: A study by Bates in 2001 (cited in Forster, 2015) found that…. Create the citation in the normal way – it should refer to the work in which you found the reference. Then click on the citation.

Click the Edit and Manage Citation(s) button on the EndNote toolbar. Then highlight the citation you want to amend.

In the Prefix box of the Edit and Manage Citation(s) window, enter cited in (remember to put a space after 'in' because EndNote doesn't do this automatically).

Click OK.

The citation will now read (cited in Forster, 2015).

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Editing references in your EndNote library

Double click on the reference to be edited.

Click in the field to be edited and make the required changes. Click on the small x in the top right hand corner and close the window.

Click Yes if prompted to save the reference.

NOTE: There may be instances where references are imported in capital letters – this can be easily edited using the toggle case button. Highlight the words to change the case and choose from the options listed.

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How to create Groups and insert references It can be useful to organise references into groups if you have a large number of references or if you want to organise references to reflect, for example, chapters in your thesis, dissertation, by assignment, journal article. The Groups tools can help you manage your library more effectively. Creating groups and adding references to them means that you can easily move between different sets of references. 1. From the Groups menu, select Create Group. 2. You can drag and drop references from your main library into the Group folder. To Note:  One reference can be added to multiple custom groups. 

Deleting a reference from a custom group does not delete it from your library. It removes the reference from the group subset, but the reference still exists in your library.



Deleting a reference from a library also deletes it from all groups in that library. The reference no longer exists.

Create a bibliography using references in EndNote To create a bibliography without in-text citations:

Highlight all the references you want to include.

If you want to select all references: click the Edit menu; Select All.

Click the Edit tab and choose Copy Formatted.

Switch to the Word document and position your cursor where you would like the list to appear.

Right click on the mouse and then click Paste. A formatted reference list will be added at the insertion point.

Note: You cannot combine two different types of lists into a single list or add references to the imported bibliography, so it is best practice to insert the bibliography once you have finalised the document. 307_1631/October 2016

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Deleting references from your EndNote library

Highlight the references you would like to delete. (To highlight multiple adjacent records hold down the shift key and click on the first and last record. To highlight multiple non-adjacent records hold down the Control key whilst clicking on each record).

Click and hold down the left mouse button and drag records to the Trash group on the left of the screen. Alternatively, right click and select cut. Your records will be removed from the library but will remain in the Trash.

You can also move selected references to the Trash group using the Delete key on your keyboard.

You can recover records from Trash by clicking the Trash group in the left hand pane, then highlighting the records you need and dragging them back to the All References group.

To permanently delete records, right click on the Trash icon and click Empty Trash. You will be asked Would you like to empty all records from the Trash? This cannot be undone. Click Yes if you are sure.

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Creating a compressed back-up It is always a good idea to create a backup copy of your library. To do this, open your EndNote library:

From the File menu select Compressed Library (.enlx).

Select the specifications you wish to keep and then click Next. Save the compressed file in a folder on your U: drive and change the name if you wish.

Closing a library

To close a library, do one of the following:  

From the File menu, (top left of the library window) select Close Library. Click the Close button (red cross) in the top right corner of the library window.

EndNote automatically saves the information in your library when you close each reference, so you don’t need to save the library before you close it. Closing the library does not end the EndNote program. If you want to end the program, select Exit from the File menu and the open library will be saved and closed automatically.

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Additional Help This guide has been created using Google Chrome. If you are using a different browser, some of the options may look different. There is comprehensive support available within EndNote. 

EndNote Help: Click on the Help icon



The EndNote Website: Provides additional support, including Camtasia (screen capture demonstrations) for using EndNote: searching online databases, journal names, manual data entry, importing PDFs, and various Cite While You Write tutorials.



The EndNote User Forum which is hosted by Thomson Reuters, a supplier of bibliographic software packages, including EndNote. Their website has information pages dedicated to EndNote.

in the EndNote program.

Online resources are also available on Skills Plus which can be accessed from the University Library Online Under the topic Referencing and Plagiarism 

Helpguides to assist you in getting started and using EndNote most effectively. Refer to their Contents pages to help you locate your specific query. These can be downloaded to your PC or printed for your convenience.



Short videos which are listed separately in Skills Plus to guide you through steps to changing a reference style, and how to import references from Library Search and an exemplar database.

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