Technology How To

Getting Started with EndNote Web

For EndNote Web, you can register for classes, view videos (including videos with subtitles in French, Portugues, Italian, German, and Spanish), or download videos, all from the EndNote Web training page. Below is an overview for using EndNote Web from the Web of Science database.

Creating a Folder for your References

Before beginning your bibliography, Click the Create New Folder link on the Main Menu. Give your folder a name in the pop-up box that appears and Click OK.

Creating a New Reference

• Click the New Reference Link on the Main EndNote Web menu.
• Select the type of reference you will be entering from the Reference Type Drop-Down list (Encyclopedia, Book, Journal Article, etc.).
• Fill out the fields that appear. Note the Abstract, Notes and Research Notes boxes on the left of the screen.
• Select the folder to save the reference to from the Save To… drop-down box at the top of the screen.
• Click the Save Button.

Setting your Output Style

• Click on Output Styles in the Main Menu on the EndNote Web Page
• Scroll through the list of available Output Styles to find the ones you want to be on your favorites list.
• Click on the style and click the Copy to Favorites button to add them.

Exporting Your Citations to MS Word

NOTE: If you are doing a complete bibliography of all the sources in your folder, you can skip this step and go straight to the Bibliography link steps below.

• Go to your Reference Folder for LIB100.
• Click the box next to the resource(s) you want to send to MS Word.
• Click the Copy to Export List Button at the top of the screen.

• Click on the Bibliography link on the Main Menu
• In the References Drop-Down list select Export List (or your folder name to send all of your references to your list).
• In the Bibiliography Output Style Drop-Down List select your style (i.e. MLA)
• In the File Format Drop-Down list select RTF. (this will include formatting)
• Click the Save To… button and you will be prompted to open the file.
• The file will open in MS Word.
• You will need to go to the File Menu > Save As to save the file to your hard drive.

IMPORTANT

EndNote Web does not export things perfectly. You will need to check (at the least) the following features of your citation list and make changes if necessary.

• Spacing: MLA Citations should be double-spaced.
• Capitalization: MLA Citations have all the major words in the title capitalized
• Position of Elements: In some cases the elements of the citations are not in the correct order. For example, if you enter an article in a multi-volume encyclopedia, the number of volumes should go after the Editor, not at the end of the citation.
• Punctuation: Especially true around URLs when citing web resources.

Customized Reference Types

There are 3 unused reference types you can use to define a new type of reference.

1. Select Edit/Preferences/Reference Types/Modify Reference Types
2. Use the drop down list to find one of the unused types
3. Rename the Generic field to your custom name
4. Fill in text next to the fields you wish to use
5. Click OK

This will make your custom reference type appear as an option when you create a new reference. You will be able to enter data into your chosen fields. It will NOT format a citation for the reference type, however.

Modifying Output Styles

Styles are configured in templates and there are templates for each reference type within the following areas: citations (within the body of the text), bibliographies, and footnotes.

Always copy an existing style and modify it:

1. Select Edit/Output Styles/Open Style Manager
2. Scroll to existing style and select Edit
3. Use File/Save As and create a new name.
4. Make your changes to this copy

What can you change?

1. • Delete unwanted field names or punctuation
   • Retype punctuation you want
   • Insert new fields with the Insert Field button
   • Format your custom reference type

Special Formatting Characters

Link Adjacent Text (Using the Non-breaking space): Makes the appearance of a word or abbreviation dependent on the presence of data in the specified field. It appears as a small diamond.

Forced Separation: If you don’t want text or punctuation to be dependent on the preceding or following field, use the vertical bar character (|).

Singular/Plural Term Separator (Caret ^): Use this to specify both singular and plural forms of labels for editors or pages: ed.^eds

Term Lists

Create up to 31 term lists for any library. They can be used to store keywords, author names, journal names, and/or subject terms.
Steps:

1. Select a field to use to store the list
   (There are seven custom fields)

• Edit/Preferences/Reference
  Types/Modify Reference Types
• Select a field and enter a heading
  to display an individual reference
• Click on Apply to All Ref Types
• Remember “real label” name

2. Create a text file with the terms you want to include (one term per line)
3. Go to Tools/Define List/Create List
4. Create list and name it
5. Import your term text file into the list you create
6. Link the list to the field you set up in Step 1
above.

To insure a controlled vocabulary, uncheck boxes in Edit/Preferences/Term Lists:
?Suggest Items While You Type
?Update lists when importing or pasting references
?Update lists during data entry

New terms can be added manually: Tools/Open List - Click on list and then on Term tab. Click on New Term.

Changing Text Globally
Select Edit/Change Text

• Correct misspellings
• Update authors’ names
• Replace one term with another

Changing and Moving Fields
Select References/Change and Move Fields…
To make changes in content of a field for references showing in the Library window:

• Add a keyword to a group of references
• Date or label a set of imported references
• Move fields of information in a set of imported records

Traveling Library

A traveling library can be handy if you are collaborating on a project and want to exchange the working document with a colleague - only including those references cited in the document. Exporting to a traveling library creates a smaller Endnote library with only this subset of references.

The traveling library doesn’t contain Notes, Abstracts, Images, or Captions.

To export references to a traveling library from a Word document:

1. Open the document in Word.
2. Select Tools/EndNote/Export Traveling Library
3. Select either: an existing EndNote Library or a new EndNote library (*preferred method)

To import references from a Word document into an EndNote library:

1. With your document open, from within EndNote:
2. Select Tools/Cite While You Write/Import Traveling Library

Removing Field Codes

When submitting an electronic copy of your paper to a publisher, you will probably be asked to remove the Cite While You Write field codes as they may be incompatible with the publishing software.

The end result is that all formatted citations and the bibliography are saved as text.

1. To be on the safe side, make a copy of your formatted Word document using File/Save As (select a new file name). Work from the copy, not the original!

1. Select Tools/EndNote/Remove Field Codes

1. A copy of the document, without field codes appears in a new document window. From File, select Save and select a new name.

Getting Page Number in Footnotes

1. Highlight the formatted citation in the Word document.
2. Select Edit Citation (Tools - EndNote - Edit Citation).
3. In the Pages field, enter the page number(s).
4. Click OK.

Getting Page Number into in-text Citations

1. Highlight the formatted citation in the Word document.
2. Select Edit Citation (Tools - EndNote - Edit Citation).
3. In the Suffix field, enter the page numbers.
4. Enter any additional information such as a , or p with the spacing between such additional characters, exactly as you want to see it on screen.
5. Click OK.