UMDNJ Robert Wood Johnson Library EndNote X Tutorial

EndNote X Tutorial

October 17, 2006

EndNote is one of the most popular bibliographic management software programs designed to organize references, create bibliographies, and search remote electronic databases. It also enables you to collect and download your references from online catalogs and databases for inclusion in papers and presentations.

Many new features are added in the latest version, EndNote X:

EndNote X introduces a new way to manage your PDF files. Now you can drag and drop a PDF file onto an EndNote record saving many steps and creating a link automatically. The PDF files are stored along with the EndNote references.
Four new reference types — Grant, Ancient Text, Dictionary, and Encyclopedia.
The "Electronic Source" references type is renamed to "Web Page."
New-compressed library option creates a single-file backup for moving EndNote libraries between computers.
Search fields and words using "begins with" and "ends with"—replaces "Use Full Text Index" of previous versions.

EndNote X is now available to our UMDNJ affiliated users through a site license. It can be downloaded in our University Libraries' Web page at http://www.umdnj.edu/librweb/access/EndNote.html.

This tutorial is designed for use by patrons of the UMDNJ community. Covered in this tutorial are the following topics:

Part One - EndNote X: Basics

Creating an EndNote Library

Adding References to Your EndNote Library by

Organizing, Sorting and Searching an EndNote Library

Exporting References from EndNote to a Word Document

Part Two - EndNote X: Intermediate

Working with Images, Figures and Files
- To store a graphic or a file in your library
- To insert a graphic or file stored in an EndNote reference into a Word document
Importing Journals Term List into Your Library
Working with PDF Files
Enabling OpenURL Linking in EndNote X
Backing Up Your Library

Part Two: EndNote X Intermediate

I. Working with Images, Figures and Files

You can store a graphic, figure or file such as xls or doc files in your EndNote library. You may insert only one image file in the Image field of a reference record. If you insert a second graphic or file, it will replace the first one. The previous image is deleted from the DATA folder. The supported image formats include BMP, GIF, JPEG, PNG, TIFF. You can also use EndNote's CWYW feature to insert the image and its caption stored in your EndNote library into your Word document.

A. To store a graphic or a file in your library:

When you insert an image, it appears as a thumbnail in the image field of the reference. The image itself is copied to the [library name]. Data folder found in the same folder as the library file. If it is an object (file), it will appear as an attachment with the program icon and filename (If the application used to create the document is not available on your system, the icon simply gives generic Windows file information).

Follow these steps to insert a graphic or file into the image field (see Figure 1):

Open the reference for editing
Go to the References menu
Choose Insert Picture if you are going to insert a graphic
Choose Insert Object if you are going to insert a file

After inserting a graphic, you should always type Caption text into the Caption field right under the image field, particularly if you intend to later insert the figure into a Word document. The Caption will label the file in the figure list at the end of the Word document. The Caption also helps you search for the file. Use this field for a short description of the image or file.

Figure 1

B. To insert a graphic or file stored in an EndNote reference into a Word document

Open the EndNote library that contains the figure you wish to insert.
In the Word document, position the cursor at the location where you would like the figure citation to appear.
From Word’s Tools menu, select the EndNote X submenu and Find Figure(s) to display the EndNote Insert Figures dialog. (see Figure 2)
In the Find text box, enter text to identify the reference that contains the image.
Click Search
Identify, highlight, and Insert the appropriate figure.
EndNote places an in-text figure citation at the cursor location and inserts and labels the figure itself.

Figure 2

II. Importing Journals Term List into Your Library

Term lists are stored with the library and therefore are specific to only that library. If you enter a lot of references manually, you may find it helpful to create new term lists for things like publisher and city names. Up to 31 term lists can be created for any library. The most common term lists are: Authors, Journals and Keywords. You can edit your term lists, but your library must be open before you can edit its term lists. By default, term lists are automatically updated from the terms entered in your references. New terms appear in red text in the Reference window.

Depending on the publishers' requirements, sometimes you may need to include the whole titles of journals; while some other times you may need to use journal abbreviations. EndNote program has three built-in journal terms lists (chemical, humanities and medical). You may import one of those into your library. Remember you need a separate term list for each library.

To import a new journal term list, here are the steps to follow:

Turn off automatic updating of term lists by following these steps:
- From the Edit menu, click on Preferences
- Click on Term Lists on the left
- Uncheck in the box next to "Update lists during data entry" (see Figure 3)

Figure 3

Delete all terms in your library's existing journal term list:
- With your library open, from the Tools menu, go to Open Term Lists
- Choose Journals Term List and click on it (see Figure 4)
- In the Terms tab, select/highlight all the journals and click Delete Term.
  (see Figure 5)

Figure 4

Figure 5

Import the term list you want to use:
- Click on the Lists tab and choose Journals.
- Then click on the Import List... button as shown in Figure 6.
- A dialog box will appear. If it is not the EndNote X program folder, then navigate to that folder which is usually in your Program Files folder.
- Open the Terms Lists folder under the EndNote X program folder.
- Select Medical and click Open as in Figure 7.
- The journals term list will be imported as illustrated in Figure 8.
- Now if you click on the Terms tab of the Term Lists window, you will see the journal titles and abbreviations that have been imported. The first column contains the complete journal titles, the second contains the abbreviations with periods, and the third contains the abbreviation without periods. The fourth column is left blank for you to put an additional abbreviation when needed.

Figure 6

Figure 7

Figure 8

III. Working with PDF Files

EndNote X introduces a new way to manage your PDF files. Now you can drag and drop a PDF file onto an EndNote record saving many steps and creating a link automatically. The PDF files are stored along with the EndNote references. You may also use the Link to PDF field to store the path to PDF files (or other file types) on your hard drive.

Two Ways to link a PDF file to a reference in your EndNote library:

Method 1 by using Link To PDF command:

Select a reference in your library or open the reference for editing.
From the References menu, choose PDF>Link To PDF.
On the file dialog, select a file to link to the selected (or open) reference.

Figure 9

Note the check box at the lower left corner called "Copy this file to the default PDF folder and create a relative link." This gives you the option to:

Select the check box to copy the original PDF file and place the copy in the DATA\PDF folder that is part of your library. (Relative Path)

Deselect the check box to always have EndNote look in the original folder for the inserted file. (Absolute Path)

What is a Relative Path versus an Absolute Path?

Relative Path (check box selected)
When the check box is selected, EndNote makes a copy of the original PDF file and places it in the DATA\PDF folder that is part of your EndNote library. This saves the file as a “portable link” that can move as part of the library. EndNote will always be able to access the file, even when you share your library with a colleague (always include the complete DATA folder along with the .ENL file). However, if you change the original file on your computer, those changes will not be reflected in EndNote. You would need to clear the PDF file from your EndNote reference and reinsert the PDF file.

Absolute Path (check box blank)
When the check box is blank, EndNote will use the complete path and filename to look in the original folder for the inserted file. This can be helpful if you plan to edit the original PDF file, and you want those changes reflected when you access the PDF file from within EndNote. However, if you ever move the file from the original folder, EndNote will not be able to access it unless you clear the PDF file from your EndNote reference and reinsert it from the new folder location. If you send your library to a colleague, the PDF file will not be available.

Click Open. EndNote will display an icon indicating the type of file inserted. You can insert additional files into the same Link to PDF field.

Method 2 by dragging and dropping:

Another way to link a PDF file to the Link to PDF field is to drag and drop the file onto the reference in either the Library window or the Reference window.

Whether the file is saved with the database or is linked with an absolute path is determined by the default PDF setting which is located at Edit>Preferences>OpenURL/PDF. (see Figure 10)

Figure 10

IV. Enabling OpenURL Linking in EndNote X

EndNote enables a link to be made from every record in your EndNote library to the UMDNJ’s University Libraries’ OpenURL link resolver (SFX), which may provide a link to the electronic full text of a journal article when available and will show access to the online catalog if the journal is available in print.

To enable this option in EndNote X, you need to do the following:

From the Edit menu choose Preferences and OpenURL/PDF
Make sure the box next to Enable OpenURL is checked
In the OpenURL Path box, replace the default path with: http://sfx.umdnj.edu:3210/sfxlcl3
In the Arguments box, make sure the statement matches this one: ?sid=ISI:endnote&aufirst=AUFIRST&aulast=AULAST&issn=ISSN&atitle=ATITLE&title=TITLE&volume=VOLUME
&issue=ISSUE&date=DATE&spage=SPAGE&epage=EPAGE (See Figure 11 below)

Figure 11

NOTE: To use the Findit service in EndNote, you must have the desired reference open and then go to the References menu to choose URL and then OpenURL Link to bring up the Findit menu. For some reason, the openurl linking function does not work properly occasionally. However, it is noticed that if you keep all the windows closed except your EndNote program and your library when you click OpenURL Link, it usually brings you to either the SFX findit menu or the fulltext article directly. Here is an example:

Figure 12

V. Backing Up Your Complete Library

EndNote automatically saves changes to your library as you work with it, so there is no Save or Save As command for the library. You can, however, use the Save a Copy command to create an exact copy of your library. You can also save your complete library including the filename.enl file as well as its associated .DATA folder and all of its contents to a single compressed filename.enlx file in order to back up your library or send a copy to a colleague. Later, you can restore (unzip) the compressed library with EndNote.

To Save/Creat a Copy of a Library:

With a library open, choose Save a Copy from the File menu. (see Figure below)
Name the new library and choose where to save it.
Click Save and EndNote creates a copy of the library. The new library does not open, it is simply saved to disk, where you can then open it with EndNote. EndNote leaves your original library open as it was before the command was chosen.
NOTE: The Save a Copy command also creates a [library name].Data folder for the new library and copies all necessary files and images to it.

To save to a compressed library file:

Open the library in EndNote.
From the File menu, select Send to and then Compressed Library... (see Figure 13).
Use the file dialog to save to an EndNote Compressed Library (filename.enlx).
To restore a compressed library file:
Use EndNote (version X or later) to open the filename.enlx file, which will extract the .ENL file and the .DATA folder to the same folder where the .enlx file is located.
Use EndNote to open the filename.enl file as you normally would to use the library.

Figure 13

- The End of Part Two -

Thank you for using this tutorial. If you have questions regarding EndNote X, please call the UMDNJ- RWJ Library at (732) 235-7604 or ask a librarian for help.

Return to the previous page