Using EndNote

Sample EndNote X1 Library 
(right click and choose Save Link; make sure to change from Text to All Files)

Preparation

  1. Download EndNote from OIT's software download site.
  2. Get filters for Williams databases from the library's EndNote filters page. Make sure the filters are saved into the EndNote Filters folder on your computer.

Getting References into EndNote

There are three ways to get references into EndNote:

  1. Exporting records directly from a database
  2. Importing records from a database that uses a filter
  3. Entering references manually

To determine how to export records from the database and whether the database uses a filter, see the EndNote Filters page.

Exporting records directly from a database

Databases such as JSTOR, WorldCat, Google Scholar, and databases produced by EBSCO and ProQuest allow you to export records directly from the database into EndNote. You must have EndNote loaded on the computer you are using in order to use the export option.

The EndNote Filters page provides specific details for each database, but in general these are the steps for databases that export directly to EndNote:

  1. Search the database as normal.
  2. Mark the records you want to export.
  3. Retrieve the marked list of records.
  4. Export the records making sure to identify EndNote or bibliographic manager software as the export option.
  5. EndNote will start automatically, or you will be directed to open the program.
  6. When prompted to Select a Reference Library, choose the EndNote library for your project.
  7. Records will be added to your EndNote library. Be sure to open a few records to make sure there is no missing information and that the elements imported into the correct fields.

Note: After importing references, only the most recently imported references will be displayed. To see all references, choose References | Show All.

Importing records from a database that uses a filter

Databases such as FRANCIS use a filter to translate the database structure into EndNote's database structure. To use a filter, follow these steps:

  1. Search the database and export your results.
    • See the README files on the library's EndNote Filters page for details on how to save and export results for the database you are using.
  2. Open EndNote.
    • Open an existing EndNote library or Create a new EndNote library.
  3. From the File menu, choose Import…
  4. Click on Choose File… and locate the file you saved in step 1.
  5. Choose the import filter for the database you searched.
    • The Williams filters you downloaded may be listed under Other Filters…
    • All filters written for Williams databases will begin with "Williams" e.g., Williams FRANCIS.
  6. Decide how you want to handle duplicate references.
    • Import All: imports all references in file.
    • Discard Duplicates: does not import references that already exist in your library. You can customize what is considered a duplicate.
    • Import into Duplicates Library: puts duplicate references in a separate library for you to review.
  7. Text Translation: in most cases no text translation is needed.
  8. Click Import button.
  9. Double-click on each reference to see the full information. Check to see that the correct reference type was selected and the information was imported into the correct fields.

Note: After importing references, only the most recently imported references will be displayed. To see all references, choose References | Show All.

Entering references manually

If you are not able to find a reference in a database, you can enter the information yourself.

  1. In EndNote go to References | New Reference
  2. Choose the Reference Type from the drop-down list corresponding to the type of item you have
  3. Enter the information you have. Be sure to put the last name of the author, followed by a comma.

Managing, Inserting, and Exporting References

  • To edit references, annotate your sources, or add keywords, double-click reference or highlight reference(s) and go to References | Edit.
  • To find references in your library, go to References | Search.
  • To insert references into a Word document
    1. Select the reference(s) you want in EndNote.
    2. Choose the citation style needed for the document by going to File | Output Styles.
      • If the style is not listed, select Open Style Manager and choose from the list.
    3. In Word 2003, go to Tools | EndNote | Insert Citation(s). In Word 2007, the EndNote tools may be in the Add-Ins tab or an EndNote tab.
    4. To indicate the cited page in automatically formatted citations, choose Edit Citation in the EndNote toolbar or tab. Choose citation from list and enter page numbers in field. For unformatted citations, enter @ and the page number within the brackets e.g., {Rabier, 1983 #35@15-21}.
    5. To format the citations and bibliography (if not automatically formatted), in Word go to the EndNote toolbar or tab and choose Format Bibliography.

    Caution: It is important to know whether your style uses in-text citations or footnotes/endnotes. If you insert the reference as an in-text citation and the citation style requires footnotes, the citation will disappear when you format the bibliography. To undo the formatting, go to the EndNote toolbar or tab and choose Unformat Citation(s). To create footnotes in Word 2003, go to Insert | Footnotes and then insert your citations in the footnote window.  For Word 2007, choose the References tab and click Insert Footnote.

  • To compile a print or Web bibliography
    1. Select the reference(s) you want in EndNote.
    2. Choose the citation style needed for the document by going to File | Output Styles.
    3. Export the citations by going to File | Export.
    4. Select the file type you want; choose HTML for a Web page or RTF for a Word document with the correct text formatting.

For additional information, consult the help menu in the EndNote program, EndNote Support Service's FAQ page, or Ask a Librarian.