EndNote

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Writing papers using EndNote and Microsoft Word

Four ways to get references into EndNote

Method 1 — Enter references manually
Method 2 — Export references from a database
Method 3 — Import references from a database file
Method 4 — Search a database from within EndNote

To use EndNote for the first time ...

1. Open EndNote and choose Create a new EndNote library.
2. Name the new file and save it.
3. If you might ever publish in journals that use journal title abbreviations, then create a journal term list now!

Journal Term Lists

Some journals require the use of journal abbreviations in references. If you might ever need to format references in a citation style that requires journal abbreviations, then before adding any references to a new EndNote file, import one or more journal term lists.

1. Under Tools select Define Term Lists.
2. Go to the Lists tab, choose Journals, then Import List.
3. Select the EndNote subfolder Term Lists from the Look In pull down menu.
4. Click one list (chemical, humanities, or medical) and click Open.
5. Repeat step 4 to add more than one list to the EndNote file.
6. Strongly recommended: Download more extensive journal term lists for chemistry, biology, medicine, and ancient history from Journal Title Abbreviations & EndNote http://www.library.uq.edu.au/endnote/journal_terms.html.

Four ways to get references into EndNote

Method 1 — Enter references manually

Use Method 1 to add references found while reading articles or books.

1. Click References (screen top) and select New References.
2. Select the Reference Type from the pull-down menu (Journal Article, Book, etc.).
3. Fill in the fields such as author, year, title, etc. For multiple authors, press Enter after each author.
4. Use the Tab key to move from one field to the next.
5. When done entering entering data into fields, close the reference by clicking the X button (screen top right). Yes, you close to save.

Method 2 — Exporting references directly from databases

Many commercial databases export references directly into EndNote. If the import filter in your EndNote program does not work well (or is missing!), look for the most recent Import Filters.

OVID Databases — Direct Export

Agricola, Biological Abstracts, CAB Abstracts, CINAHL, Current Contents – Science Edition, ERIC, Inspec, International Pharmaceutical Abstracts, Journals@OVID, Medline, PreMedline, Wilson Art Abstracts, and Wilson Library Literature

1. Mark the references you want (check box left of reference).
2. Go to the Results Manager (screen bottom).
3. Choose Complete Reference under Fields (instead of Citation + Abstract).
4. Select Direct Export under Result Format.
5. Click Save. EndNote opens automatically.
6. Select the bibliography where you want the references exported and click Open.
7. References will be directly exported from the database into the EndNote library.
8. To view all references, under References (screen top), choose Show All References.

EBSCO Databases — Direct Export

Academic Search Premier, Business Source Premier, Clinical Pharmacology, Econlit, ERIC, Health Source, Mental Measurements Yearbook, Military & Government Collection, Newspaper Source, Professional Development Collection, PsycARTICLES, PsycINFO, Regional Business News, SportsDiscus, Textile Technology Index, and Vocational and Career Collection.

1. Select references with the Add to folder button (screen right).
2. Click Folder has Items (screen top right).
3. Click Export.
4. Select Direct Export to EndNote, ProCite, or Reference Manager.
5. Click Save. EndNote opens automatically.
6. Select the bibliography where you want the references exported and click Open.
7. References will be directly exported from the database into the EndNote library.
8. To view all references, under References (screen top), choose Show All References.

ABI/Inform (ProQuest) — Direct Export

1. Mark the references you want.
2. Go to the Marked Items link (screen top, middle).
3. Next to the Marked Items link click the Export link (top of page).
4. Click Export Directly to ProCite, EndNote or Reference Manage link.
5. Select the bibliography where you want references exported and click Open.
6. To view all of your references, under References (screen top), choose Show All References.

American History and Life and Historical Abstracts (ABC/CLIO)
Historical Abstracts (ABC/CLIO) — Direct Export

1. Mark the references you want.
2. Click Export Options (beneath each record).
3. Under Entry Format select Full Entry. Under Output type, select EndNote, Procite, Reference Manager.
4. Click Export Record(s) and then Export to Citation Manager.
5. Select the bibliography where you want references exported and click Open.
6. To view all of your references, under References (screen top), choose Show All References.

Engineering Village — Direct Export

1. Mark the references you want.
2. Under Choose Format select Detailed Record (screen top or screen bottom).
3. Click Download button (screen top or screen bottom).
4. Select RIS, EndNote, ProCite, Reference Manager. Click Download.
5. Click Open and select the bibliography where you want references exported. Open.
6. To view all of your references, under References (screen top), choose Show All References.

Google Scholar — Direct Export

1. First, change your Scholar Preferences. Under Bibliography Manager select Show links to import citations into and choose EndNote. Save your preferences.
2. Search Google Scholar. To transfer a reference to EndNote, click on Import into EndNote.
3. Select the bibliography where you want references exported and click Open.
4. To view all of your references, under References (screen top), choose Show All References.

IEEE Xplore — Direct Export

1. When you find a reference you want, go to the abstract.
2. Choose Citation + Abstract. Under Download choose EndNote, Procite, Reference Manager.
3. Click Download.
4. Select the bibliography where you want references exported and click Open.
5. To view all of your references, under References (screen top), choose Show All References.

JSTOR — Direct Export

1. When you find a reference you want, click on Save citation.
2. From View Saved Citations, choose Directly export citations into EndNote, Procite, Reference Manager.
3. If asked, click Open.
4. Select the bibliography where you want references exported and click Open.
5. To view all of your references, under References (screen top), choose Show All References.

Literature Online — Direct Export

1. Mark the references you want (check box left of reference).
2. Click on Marked List (screen top left).
3. Click Download Citations.
4. Select Export directly to ProCite, EndNote or Reference Manager.
5. Click Save. EndNote opens automatically.
6. Select the bibliography where you want the references exported and click Open.
7. References will be directly exported from the database into the EndNote library.
8. To view all references, under References (screen top), choose Show All References.

MLA International Bibliography — Direct Export

Use the procedure described for Literature Online — Direct Export.

ScienceDirect — Direct Export

1. Mark the references you want.
2. Click Export Citations link (screen top, middle).
3. Choose Citation + Abstracts.
4. Accept the default RIS format (for EndNote, ProCite, Reference Manager).
5. Click Export.
6. Select the bibliography where you want references exported and click Open.
7. To view all of your references, under References (screen top), choose Show All References.

Web of Science (ISI) Databases — Direct Export

Science Citation Index, Social Sciences Citation Index, Arts & Humanities Citation Index

1. Mark the references you want.
2. Click Export to Reference Software (screen right). EndNote opens automatically.
3. Select the bibliography where you want references exported and click Open. The references will be directly exported in your EndNote bibliography.
4. To view all of your references, under References (screen top), choose Show All References.

WisonWeb — Direct Export

Biography Reference Bank, Education Full Text, Readers' Guide Reto, Social Sciences Full Text.

1. Mark the references you want.
2. Click Print Email Save (screen left).
3. Click Exporting / Citing button.
4. Under Download Record(s) choose the radio button called The EndNote Filter.
5. Click Export. Click Open to accept the default "Open with risfile" (sometimes you need to click on Open a 2nd time).
6. Select the bibliography where you want references exported and click Open.
7. You will be asked to choose an import filter.
8. Highlight WilsonWeb and click on Choose. (You may need to download the import filter for WilsonWeb.)
9. To view all of your references, under References (screen top), choose Show All References.

WorldCat — Direct Export

1. Mark the references you want.
2. Click Export (screen bottom left or top left).
3. Choose Marked records from this search and then click Export.
4. Click Open and select the bibliography where you want references exported. Click Open.
5. Choose the Import Filter WorldCat (OCLC). References will be directly exported.
6. To view all of your references, under References (screen top), choose Show All References.

Method 3 — Import references from a database file

    This is a two-step method where you:

         1. Perform a database search and save references as a Text File.
         2. Import the Text File into EndNote using an Import Filter.

Several commercial databases use the two-step method. If the Import Filter in your EndNote program does not work well (or is missing!), look for the most recent Import Filters.

Cambridge Scientific Abstracts (CSA) — Two-Step Method

Aerospace and High Technology Database, ASFA: Aquatic Sciences and Fisheries Abstracts, Communication Abstracts, CSA Materials Research Database with METADEX, Environmental Sciences and Pollution Managment, ERIC, GeoRef, Linguistics and Language Behavior Abstracts, LISA, Materials Business File, Oceanic Abstracts, Social Services Abstracts, Sociological Abstracts, Worldwide Political Science Abstracts, Zoological Record.

STEP 1 — Cambridge Scientific Abstracts

1. Mark the references you want.
2. Click the Save/Print/Email Records button (screen top or screen bottom).
3. Choose Full format - no references from the pull-down menu (instead of short format).
4. Click Save. Then, click Save to disk. Save the as a Text File (*.txt).
5. The file name will be csaresults.txt. Change the file name if you wish.

STEP 2 — Cambridge Scientific Abstracts

1. Open your EndNote library.
2. Click File (screen top left).
3. Select Import ... from the pull-down menu.
4. Click Choose File. Select the file you saved in Step 1. Click Open.
5. Under Import Options select a CSA import filter such as Environmental Sci (CSA).
6. Click Import button.
7. To view all of your references, under References (screen top), choose Show All References.

EBSCO Databases — Two-Step Method

Ebsco — Direct Export is easier to use than the two-step Method. But if you are using a computer which does not have EndNote, you can use the two-step Method by emailing the text file to yourself or saving it to a portable storage device.

1. Select references with the Add to folder button (screen right).
2. Click Folder has Items (screen top right).
3. Click the Export button.
4. Save citations to a file formatted for Generic bibliographic management software.
5. Save. Then File Save As ... give the file a name, save it as a Text File (*.txt) with Encoding as Unicode (UTF-8).
6. As per Step 2 — Cambridge Scientific Abstracts but in step 5 select an Ebsco import filter such as Acad Search Prem (EBSCO), PsycINFO (EBSCO), etc.

OVID — Two-Step Method

Ovid — Direct Export is easier to use than the two-step Method. But if you are using a computer which does not have EndNote, you can use the two-step Method by emailing the text file to yourself or saving it to a portable storage device.

1. Mark the references you want (check box left of reference).
2. Go to the Results Manager (screen bottom).
3. Choose Complete Reference under Fields (instead of Citation + Abstract).
4. Select Reprint/Medlars under Result Format. Select Save, then Continue.
5. Save the file as a Text File (*.txt).
6. As per Step 2 — Cambridge Scientific Abstracts but in step 5 select an OVID import filter such as Agricola (OVID), Biological Abs (OVID), Medline (OVID), etc.

Philosopher's Index — Two-Step Method

1. Mark the references you want.
2. Click the Save button (screen mid-top right).
3. On the Save or Export Records page, select the radio button for Save to Disk. Note that the Export to Procite, EndNote, or Reference Manager radio button currently does not work.
4. Under Save these Fields select Complete Record.
5. To save, click OK and save the file as a .dat file.
6. As per Step 2 — Cambridge Scientific Abstracts but in step 5 select Philosophers Index (SP) as the import filter.

PubMed — Two-Step Method

1. Mark the references you want.
2. Under Send to choose Clipboard from the pull-down menu.
3. Click on the Clipboard tab
4. Under Display select MEDLINE from the pull-down menu.
5. Under Send to choose File from the pull-down menu (may need to do this twice).
6. Save the file as a Text File (*.txt).
7. As per Step 2 — Cambridge Scientific Abstracts but in step 5 select PubMed (NLM) as the import filter.

SciFinder Scholar — Two-Step Method

1. Mark the references you want.
2. Click the Save As button (screen top).
3. Name the file and select Save As Type: Tagged Format (.txt). Click Save.
4. As per Step 2 — Cambridge Scientific Abstracts but in step 5 select SciFinder (CAS) as the Import Filter.

WorldCat — Two-Step Method

1. Mark the references you want.
2. Choose Export to EndNote and click Export.
3. Name the file and select Save As Type: Tagged Format (.txt). Click Save.
4. To view all of your references, under References (screen top), choose Show All References.
5. As per Step 2 — Cambridge Scientific Abstracts but in step 5 select WorldCat (OCLC) as the Import Filter.

Method 4 — Search a database from within EndNote

Connection files allow you to search a database from within the EndNote progam and to save selected references to an EndNote bibliography. This option is used primarily for library catalogs, but can also be used for PubMed.

Search the Auburn University Library catalog from EndNote

1. Under the Tools menu, choose Connect and then Connect …
2. Select the Auburn U Connection File and then click Connect button. If you fail to establish a connection, or can not find this connection file, download the latest version of the connection file for Auburn U from http://www.endnote.com.
3. Run your search
4. When you click the OK box, EndNote will produce a temporary list of references
5. Select any, or all, of the references you wish to keep (use CTRL button to highlight multiple references).
6. Click on the Copy All References To button and select your EndNote bibliography
7. When you close the retrieved references window for Auburn U, EndNote alerts you that the references in the window will be discarded. Because you have already saved what you need, click OK.

Other Useful Stuff to Know about EndNote

Manage your electronic articles

Use EndNote to find, organize, and store electronic articles. After you open an EndNote record for a citation, a right click gives you three options to link to or save an electronic article:
   Insert Object ... to save a copy of a PDF inside the EndNote folder.
    Link to URL ... to link to an URL for an article.
    Link to PDF ... to link to a PDF of an article.

Search an EndNote library

From the References menu, select Search … to open a search box (or click on the binocular icon). Keyword search specific fields, or all fields, of your EndNote library.

Customize Display Fields

1. From the Edit menu, select Preferences. There are several options listed.
2. To customize the display fields, click on Display Fields.
3. Change the sort order of the EndNote bibliography by clicking on the column heading to sort by the field in ascending order. Clicking the same column heading a second time will reverse the sort order.

Find Duplicates

From the References menu, select Find Duplicates. This allows you to find and remove duplicate records.

Import Filters

If the import filter in your version of EndNote does not work well (or is missing!), look for the most recent import filters at http://www.endnote.com under Support & Services. New or updated Import Filters are added all the time.

To get Import Filters from EndNote:
    1. Go to http://www.endnote.com and choose Support & Services (screen top).
    2. Click Update to the Latest Filters link
    3. Select Sort by Name or Information Provider and click Re-Sort Files
    4. Click the FTP link for the database import filter
    5. Click Save and select C:\ --> Program Files --> EndNote --> Filters, then Save.
    6. To use your new Import Filter, you must close and re-open EndNote

Connection Files

To update the Connection File for Auburn University:
    1. Go to http://www.endnote.com and choose Support & Services (screen top).
    2. Under Download, look for Connection Files and click on the More... link
    3. Under Sort by, choose Information Provider and click Re-sort Files
    4. Scroll down to Auburn University and click on the FTP link
    5. Save the file Auburn U.enz to the Connection File folder in your EndNote program.
    6. To use your new Connection File, you must close and re-open EndNote.

Writing papers using EndNote and Microsoft Word

There are a couple of ways to insert references from Endnote into a Microsoft Word document. From within your Word document, you can use either the EndNote toolbar or the pull-down menu for EndNote listed under tools. Both methods are described below.

Step 1: Write paper and insert markers for citations

Open Microsoft Word and EndNote programs.

In EndNote, click on the citation(s) you wish to insert (use CNTL for multiple citations).

In Word, place the cursor where you want to insert citations. From the pull-down menu for Tools, select EndNote, and then Insert Selected Citation(s).

The citation(s) should now be inserted in your document where the cursor was last positioned and you should automatically be returned to Word. Don't worry if the citation style is not what you want to use because that can be easily changed (see Step 2 below).

Instead of using the pull-down menu to insert citations, you can use the Endnote toolbar.

Open Microsoft Word and EndNote Programs.

Place the cursor where you want to insert a citation.

Click on the far left icon (it looks like a magnifying glass). Search by keyword such as last name of an author, publication year, or keyword from the title or journal name. Select the citation(s) you wish to insert (use CNTL for multiple citations). Then click Insert.

For Output Styles that use footnotes instead of endnotes, from your Word document:

Follow steps 1 and 2 (see above) and place the cursor where you want to insert the citations. From the pull-down menu for Insert, select Reference, choose Footnote, and click Insert. Don't worry if citation style is not what you want to use because that can be easily changed (see Step 2 below).

Step 2: Format (or re-format) a bibliography in a document

To format your paper using a particular citation style or to generate a bibliography from those citations, in EndNote choose the desired Output Style format (e.g., MLA, APA, numbered) or an Output Style for a specific journal (e.g., Int. J. Cancer). You can quickly format, or re-format, the same Word document with thousands of different Output Styles.

Open your Word document that contains EndNote citations.

Open the EndNote library that you used to write the document in Step 1.

From Word under the Tools menu, select EndNote and then Format Bibliography.

In the With Output Style box, select the Output Style you want to use. If that style is not listed, then click on Browse ... to see other Output Styles. If the style you need is not there, go to Support & Services at http://www.endnote.com/support/ensupport.asp to download the desired Output Style or use the style finder.

Click OK to format (or re-format) your document with the selected Output Style.

Insert a note into a document

There are two ways to insert a note, depending on whether you are using an Output Style that uses endnotes or footnotes. This feature only applies to numbered Output Styles.

For Output Styles that use endnotes, from your Word document:
Tools --> EndNote --> Insert Note --> type in desired text.

For Output Styles that use footnotes, from your Word document:
Insert --> Reference --> Footnote --> Insert -->type in desired text.

Edit citations

There are two fundamentally different ways to edit citations. The first method applies to all types of Output Styles. The second method applies only to parenthetical Output Styles.

Method One

Although Word allows one to make changes in the citations within the “grayed text” of the cited references section, DO NOT DO THIS! If you ever reformat the "changed" Word document, any changes made within “grayed text” will be undone when Word looks back at the EndNote library for details about the citation. Instead, make the changes to the citation in the citation record in the EndNote library.

EndNote calls Method One “Edit Library Reference(s)”. You may edit a library reference in EndNote. You may also edit a library reference from within EndNote in two ways: (1) Use the seventh icon called “Edit Library Reference(s)” which is the pencil with a list of references; or (2) Use the Tools menu: Tools --> EndNote --> Edit Library Reference(s).

Method Two

The second method to edit citations only applies to Output Styles such as APA or MLA which use the author(s) name and/or year of publication within parentheses to indicate a citation (e.g., Buchanan, 2006).

EndNote calls Method Two “Edit Citation(s)”. You can edit a citation from within EndNote in two ways: (1) Use the fifth icon called “Edit Citation(s)” which is the pencil inside of a pair of brackets; or (2) Use the Tools menu: Tools --> EndNote --> Edit Citation(s). If you are familiar with this type of Output Style, then the options presented by “Edit Citation(s)” will make a lot of sense. The options allow you to control how the citation appears in your paper. For example, you may need to suppress the year when it is not necessary for a correct citation (e.g., Buchanan) or add text before the author’s name.

Test the “health” of EndNote formatting in a Word document

From within Word, click on the eighth icon called “Unformat Citation(s)” or from the tools menu choose Tools --> EndNote --> Unformat Citation(s). This will remove the bibliography and replace your citations with something like {Buchanan, 2006 #6}.

Click the third icon “Format Bibliography” or from the tools menu choose Tools --> EndNote --> Format Bibliography. If your document is “healthy” the document will be correctly formatted.

If your document is not “healthy”, EndNote will have stopped the formatting process at the first citation that it cannot connect to your EndNote library. What might cause this to happen? The most common reasons are:

The citation is no longer in your EndNote library or it is in a different EndNote Library than the one that you are currently using.

One of the two key fields in the citation has been changed. These fields are the last name of the first author or the publication year. EndNote uses these fields to match a Word document citation to the corresponding EndNote record for the citation.

To nurse your document back to health, you will need to help EndNote reestablish connection between the citation in Word and the record for the citation in EndNote. This is important to do because it won’t get better without your intervention.

Output Styles – The good, the bad, and the ugly

A correctly set up Output Style is the key to using EndNote effectively. It also can make the difference between loving and hating EndNote. You may be lucky. The EndNote Output Style may work exactly as you want out-of-the-box. It is more likely that you will need to modify an Output Style. This can be the most challenging aspect of EndNote. Covered below are just a few suggestions. Consult the manual or Help for further details.

Start with the best Output Style for your journal that you can. From within EndNote, choose Edit --> Output Styles --> Open Style Manager --> search and choose your desired Output Style. If it is not there, try the publisher’s website or EndNote at http://www.endnote.com/support/enstyles.asp (use the style finder to look for an Output Style which has similar characteristics as the one you need).

To modify an Output Style, choose Edit --> Output Styles --> Edit “your journal”. On the left frame, there is a guide to what you can edit. Spend some time looking over this guide to see what your options include. Moving down the left-hand column:

Pagination: 123-4 versus 123-24 versus 123-124

Journal names: full title or abbreviated title

Citation: The “template” controls much of how the citation appears in the body of your paper. You can also control how author names appears, how many authors are listed, numbering, and the sort order.

Bibliography: The “template” controls much of how the citation appears in the bibliography. The “layout” section controls tabs and indents. Other useful sections include title capitalization, name format, and sort order.

Footnotes: This controls how footnote-based Output Styles appear in the footnote area.

Create an independent bibliography using EndNote and Word

In EndNote click Edit and select Output Styles.

Select the Output Style you want to use by putting a check mark next to it. If the Output Style that you want is not listed, click on Browse ... to see other Output Styles.

Under the Edit menu, then Select All to highlight all the references in your library. If you only want certain references, use the CTRL key and clicking on the references desired.

Under the Edit menu, select Copy Formatted.

Open Word and Paste the bibliography into the document.

Note: If you just want a quick printout from EndNote, follow steps 1-4 above, then click File in EndNote and select Print.

Work with colleagues

To determine whether you and your colleague have compatible versions of EndNote and Word, it is strongly recommended that a practice Word document be sent between you and your colleague to test version compatibility. After you receive the practice document add a couple of references to the Word document. Then reformat the paper in another Output Style, save, and send it back to your colleague. Do this a couple of times to make sure that you are confident that the software versions are compatible.

Collaborator sends you a Word document that contains EndNote formatting.

Open the Word document.

Open one of your EndNote libraries and insert one of its citations into the Word document.

Reformat the Word document.

The Word document can now be sent back to your collaborator for further changes.

My Traveling Library

You can create an EndNote library that will contain every citation in the Word document that has been formatted with EndNote. That process is called creating, or exporting, the Traveling Library.

Tools --> EndNote --> Export Traveling Library --> A New EndNote Library --> Give the new library a name --> Save

Why might you want to create a Traveling Library? Because you cannot reformat a shared Word Document until you have either created a Traveling Library or have added a citation from one of your own EndNote library (aka file). Another reason is to create an EndNote library that only contains the citations that were used in a particular paper.

Remove formatting before submitting your paper for publication

From within Word: Tools --> EndNote --> Remove Field Codes.
Hint: It's a really good idea to save a formatted version of your document before doing this.