Introduction:

EndNote is a bibliographic and manuscript management software program used to

• develop, organize, annotate, and manipulate bibliographic citations and
• facilitate the production of manuscripts and the publication process.

Timesaving features allow you to:

• Transfer groups of references retrieved from online bibliographic databases into your EndNote database.
• Create bibliographies automatically in your word processor drawing from your EndNote library(s).
• "Cite as you write" in developing papers or manuscripts for publication.
• Share a paper and references cited by colleagues through the Traveling Library feature.
• Through EndNote 6, the latest version, you can now also organize generic images (e.g., JPEG, TIFF, BMP) or application file (e.g., Excel, Powerpoint) along with traditional text references.

EndNote 6.0  is available on workstations in open-access library computer labs including Main Library TEC, Room 228 (open in the evenings) and Science Library Interactive Learning Center (ILC) Room 164.  It is also available for purchase at the UCI Computer Store: approx. $109.95 for students (with ID); $199.95 for faculty and staff; $99 to upgrade if you have an earlier version.  In addition, you can download a FREE full-featured 30-day trial version from the ISI/EndNote website: http://www.endnote.com/endemo.asp

Tip: Take some time to familiarize yourself with the EndNote website especially the Support & Services section which provides updates, new journal citation styles, database filters, etc.  (See further information and links at the end of this guide.)

Getting Started with EndNote:

1. Creating a Library
2. Connecting,  Exporting and Importing
3. Working Within a Library
4. Creating a Bibliography
5. Online Assistance
6. Other Useful Links

1. Creating a Library

EndNote allows you to create "library" databases of various types of materials including books, journal articles, audiovisual materials, conference proceedings, electronic sources, artwork, personal communications, maps, computer programs, among others.

We will create a library with citations on the topic of feminist  history.

• Open EndNote
• Click on Create a New EndNote Library.
• Name the new file FemHist and click on Save.
• A new library will be created with 0 references ("showing 0 out of 0 references" noted at bottom).

From the Help menu:

• To browse through topics by category, select Contents.
• To see a list of index entries, click the Index tab, and then either type a word or scroll through the list.
• To search for words or phrases that may be contained in a Help topic, click the Find tab.
• From Help menu, select Search for Help on.... to find instructions on a specific topic or feature.

There are 3 ways to add citations to your library:

1. manual input
2. connection file feature (section # 2.1 below)
3.  importing from a database (section #s 2.2. and 2.3 below)

1.1.1. Adding Manually

This option is most often used to add citations to articles/books that you own or that you identify through a database or other source that does not (yet?) provide EndNote connection or import capabilitiy. Usually they are articles kept in a paper file or are references in another electronic format, such as a Word bibliography.  Unfortunately, there is not (yet? hope...hope...) a direct way to import a WORD file into EndNote.

To add a new reference:

1. From the References menu select New.
2. Select the appropriate Reference Type from the pull down menu.
3. Fill in the fields. Use the tab key to move to the next field; use the enter key to add second author, etc.
4. Author entry tip: Type the author's family name first, followed by a comma and initials or given name, eg Bruce, C.D. or Bruce, C D or Bruce, Christine.
5. When done, close the New Reference box to add the citation to the library.
6. Select New from References menu as above or right mouse click and select New.

Scott, Joan Wallach. Gender and the Politics of History. Rev. ed.  New York : Columbia University Press, c1999.

Sinha M. "Mapping the Imperial Social Formation: A Modest Proposal for Feminist History. " Signs. 25(4):1077-1082, 2000 Summer.
 

Note the many other possible fields in a record (e.g, translator, abstract, notes, URL, etc. ). You can use the Notes field to take notes on items; it will hold up to 32,000 characters which is equivalent to about 8 pages of single-spaced text.

2. Connecting, Exporting, and Importing:  Transferring Citations from Bibliographic Databases

EndNote offers three options for transferring groups of references retrieved from online bibliographic databases into your EndNote library:

• Connect;
• Direct Export; and
• Export/Import Using Database Filters

2.1. Connection Files

The Connect feature allows you to search a remote database from within the EndNote program (instead of connecting from your Web browser; see #2.2 below). Caveat: The search options within the connection files are limited; however, there are times when this feature may be sufficient and quite useful.

Note, however, that the Connect option is not available for all databases. In fact, the connection file for ANTPAC does not come with the EndNote software; you will need to create this new connection file on your own workstation.  Simply follow the straightforward instructions on Attachment #1.  See also newly created  EndNote Connection Files for UC Users

Example:

1. From the Tools menu, click on Connect.
2. Click on Find and Select Antpac.
3. Select Antpac file and click Connect.
4. From the pull down menu, select keywords and type feminist in top box and history  in second box.

Note: Notice how few features are available here.
Click on Insert Fields button to add more field options and type national* in third box.
5. Click on Perform Search button.
6. A status box will show the number of citations retrieved. Click OK.  The references will be copied into a temporary location.  This gives you the opportunity to review your result and delete those you do not want to import into your library.
7. To copy references to your library, click on the Copy All References To button at top and select the library. The newly copied references will be highlighted.
8. From the File menu, select Close Connection and discard the references from this temporary holding place. Close the search box.
9. From the File menu, Open your FemHist library.
10. From References menu:  select Find Duplicates and delete these if any.
11. Select one of the references from your library and view the full record.  (What fields (information) have been imported?  Where did the Keywords field come from? What fields might you find useful to add?)
12. Note: Under normal circumstances, you will, of course, want to carefully review the references that do not match your research interest.

Some databases like the MLA provide additional functionality with EndNote by offering the direct export option.

Current Contents  via OVID

1. Go to UCI Libraries website, Article Databases,  and select Current Contents (via Ovid).
2. Complete search on the keywords feminist history (Caution: how do you input  these terms? what happens if you input feminist and history? or feminist and history and california?)
3. Once your search is completed, scroll to bottom of results page. In the Citation Manager:
4. Select citations; fields: complete reference; citation format: direct export; action: save.
5. Choose Destination: EndNote 6 and click OK (note: this may happen automatically)
6. Select desired Reference Library: FemHist and click on Open
7. Citations will be added to your FemHist library: "showing # out of # references"
8. Display your full library. Note: EndNote will display only the references you currently imported. To display all the references in the open library, from the References menu select Show All.

2.3. Exporting/Importing Citations Using Filters

In this method, you first need to search a bibliographic database and save references to a file in a EndNote-friendly format. You will then use an import filter to add the references to an EndNote library.

This procedure varies depending on the source. See below for specific examples. The basic steps are always:

    1. Select the records from the bibliographic database
    2. Save these records as a text (.txt) files
    3. Import the file into your EndNote library using a filter appropriate to the file source

FAQs:
Why is a filter needed for importing?
In order for an import to work properly EndNote needs to know exactly what data to put into what field; for example, the article title into the Title field, the author's name into the Author field etc. Because there is no standard way of presenting records in bibliographic databases EndNote requires translation of the format used by the each particular database. The filter does this translation.  EndNote comes with a supply of filters for a large range of databases, but not all databases of interest have filters.  Check the EndNote website for filters updates.
When is a filter not required?
 1. When the database offers Direct Export as in 2.2.1. above e.g., Current Contents, MLA and Web of Science.
2. When you search a database or library catalog through the EndNote search interface. By using a 'remote connection' to an external database, retrieved records can be imported directly into your library (see 2.1. Connection Files above).

1. Minimize your EndNote window then click on Netscape Navigator or Internet Explorer on your desktop.
2. From UCI Libraries Web page (http://www.lib.uci.edu/), under Online Research click on Article Databases.
3. Select America: History and Life (databases listed alphabetically by title; scroll down into the A's to find it.)
4. Perform a keyword search on feminist history.  
   How many items do you get?  
   How can you narrow this search to feminst h istory per se?
5. At brief citation(s) display, tag/mark the citations you want to download (or leave alone if you want all of them) then click on the Output Options button.
6. Change the Citation format option to Full entry (to get abstract, etc.)
7. Request Entry: select All Entries or Tagged Entries
8. Output type: Select ASCII
9. Click Submit bar.
10. Text of entries will appear.  From File menu of your browser, select save as...

Save your search to your disk in the A drive and type a file name (for example, feministhistory.txt), using .txt as a file name extension. Select Text File (*.txt) from the Save as type option. Click Save.

1. Go to EndNote. You should be in FemHist.enl library.
2. From the File menu, select Import.        The Import window will open.
3. In the Import Data File: field select the file you downloaded from AHL by clicking on the Choose File... button then going to A drive, selecting feministhistory.txt, then click on Open.
4. In the Import Option field, you need to select the appropriate filter to correctly import your references.

Since you downloaded citations from abc-clio America: History and Life, you need to select the corresponding filter for the database.
5. Select Other Filters... from the pull-down menu then click on find button and select abc-clio.
6. Select America History and Life
7. Click on the Choose button.
8. Under Duplicates, make the desired choice, e.g., discard duplicates, and click on the Import button.

Sometimes it is helpful to add fields to imported citations. As your library grows it will be important to be able to sort and manage citations easily.  You may, for instance, want to flag citations that you import from a specific databased, e.g., America: History and Life as above.  In the example below, you can use one of the available Custom Fields to indicate the source database for citations.

1. From the References menu select Change Field...
2. The Change Field window will appear.
3. Select Custom 1 from the In pull down menu.
4. Select Replace Whole Field With: and type AHL into the box.

Note: EndNote will display only the references you currently imported. To display all the references in the open library, from the References menu select Show All.

2.3.3. Save your revised and expanded library to your disk in the A drive.

2.4. Which method should I use?

Connection files are recommended for known item searching or very simple, straightforward searches. For a complete and/or more complex search, it is best to search using the database's own interface, and then use Direct Export if available or Export/ Import the results into EndNote. Some databases will require a password to use the Connect function. In those cases, use the Import feature.

Depending on the database you wish to search, you may find neither a connection file nor import filter exists; or, if the file exists, it does not work properly. Check the EndNote support pages for additional options. You can also build your own filters (refer to EndNote manual) or send a message to the listserv below or ISI Researchsoft requesting desired filters (see section #6 below).

3. Working Within a Library

Searching:

     You can search for references within a library.

1. From the References menu in your library, select Search References.
2. Choose a field to search and the desired action, e.g., contains, etc.

Example: contains keywords nation OR keywords national OR keywords nationalism
For more information, see the EndNote tip sheet for searching .

EndNote allows you to create bibliographies automatically in your word processor. Using the Add-in you can insert citations and format bibliographies from within Word and WordPerfect. When you install the program, EndNote commands will appear under Word's or WordPerfect's Tools menu.  [We will cover more of these features in Workshop #2, Working with Manuscripts.]

EndNote allows you to choose from a variety of citation styles (i.e., MLA, Chicago, Turabian, APA) in which to format your bibliography. Because different publications require different styles (Chicago, MLA, etc.) EndNote can create output in a large number of predefined formats.

From the EndNote File menu, choose Output Styles and then select Open Style Manager to see available citation styles. Place a check in the box next to those styles you want to use.

4.1. Example of Setting Styles:

1. Before you create a bibliography, you must first define your publication style.
2. From the Edit menu, go to Output Styles... and Open Style Manager...
3. Click on the Find: button. The styles are arranged by discipline. Select Humanities.
4. Mark the box in front of Chicago 14th A. (Note 1: Chicago 14th A includes both footnotes and bibliography; Chicago 14th B does not include footnotes.)
5. Find MLA (Hint: listed under Language and Linguistics) and mark it, then close the Style Manager.
6. Click on the Output Styles (from the Edit menu) again to verify that your styles have been selected (indicated by a check mark).

After you have selected the desired style(s), you are ready to create the bibliography.

1. Select your desired style.
2. Select the items you wish to include in your printed bibliography.
3. We will select all citations previously flagged with AHL in the Custom 1 field.
4. From the References menu, select Search References.
5. Search the FemHist.enl library for the "AHL".
6. Select Custom 1 from the pull down menu and type AHL.
7. Click on Search.
8. From the File menu, select Export. Only the citations in this retrieved set will be included in the export.
9. Save the file as a .rtf file.

Note: RTF (Rich Text Format) is a format that can be read by either Word or WordPerfect
10. Go to Microsoft Office folder on your desktop, open Word and open the saved file.

Note: you may have to change the Files of Type pull down menu to All Files (*.*) to show the .rtf files.

In addition to the internal Help feature described in section #1 above, EndNote offers a variety of other useful assistance.

5.1. EndNote Tip Sheets:

Creating Bibliographies
Organizing Your References
Importing Data into EndNote
Searching for References within the EndNote Database
Searching Remote Databases
Customizing the Library Window

5.2. EndNote 4 Interactive Tutorial
 "An interactive tutorial designed to familiarize users with the primary features of EndNote 4. This tutorial is ideal for users, trainers, or librarians interested in learning how EndNote can ease the hassles of online searching, paper writing, and referencing. It's easy to use: simply click on the images below to get started. Shockwave Plug-in required."

5.3. EndNote Users Listserv

This email list, maintained and moderated by ISI ResearchSoft, provides you with a place to interact with other users of EndNote.  It's a great place to ask questions, make suggestions, and get advice on any EndNote related topic.   To join, click on link above and follow subscribing instructions.
In addition, an archive with search capability of EndNote list messages is available @ http://lists.adeptscience.co.uk/endnote/

5.4. Company Contacts and Technical Support

ISI ResearchSoft Contact Information
http://www.endnote.com/encontact.asp

EndNote Technical Support Information
http://www.endnote.com/support/ensupport.asp

EndNote Import Filters
www.endnote.com/support/enfilters.asp
Import filters are the files used by EndNote to decipher information that has been downloaded from an online or CD-ROM database. You can customize any of these import filters or create your own. Listed below are EndNote import filters available for downloading.
Note: By clicking on the new Filtering Options tab below you can select EndNote Filters for the data provider (e.g. abc-clio or Ovid) that most interests you.

EndNote Connection Files: Style Finder
www.endnote.com/support/enstylesfinder.asp
Note: By clicking on the new Filtering Options tab below you can select EndNote Styles for the discipline (e.g. Humanities) that most interests you.

EndNote Journal Styles
http://www.endnote.com/support/enstyles.asp