EndNote is a bibliographic management program that is designed to import, store and organize bibliographic references. The program can also automatically create bibliographies in many different style formats.

This tutorial is designed for the patrons of UMDNJ - Robert Wood Johnson Library of the Health Sciences. Covered in this tutorial are the following topics:

 Creating an EndNote library

• manually type references
• import citations from OvidWeb into EndNote

 Organizing, sorting and searching an EndNote library

 Exporting references from EndNote to a word processing program

• create a list of references
• insert citations from EndNote while using a word processing program

 Formating a paper to be printed

Open EndNote. Choose the Select a Reference Library window. From the File menu at the top of the screen, choose New. Name the library when the New Reference Library window opens up. Save it to an appropriate folder as shown in Figure1. You have created an empty EndNote library.
(Figure 1)

Manually type references

Choose New from the References menu. Before entering any information in the empty reference window, choose a reference type from the Reference Type list at the top of the window. The default type for new references is Journal Article. Enter bibliographic data into each of the fields in the Reference window. Here is what a part of an empty record looks like:

(Figure 2)

After finishing a record, simply close the New Reference window to save it and add it to the library. Now you have one reference in your library. Repeat this procedure to add additional references to your library.

Import selected citations from OvidWeb into EndNote

EndNote can also create a library by importing selected citations from an electronic database. The following example uses the MEDLINE database via the OvidWeb interface.

Follow these steps to import your citations directly from Ovid to your EndNote Library: 

• Complete a search in MEDLINE on OvidWeb.
• Review your search and select desired citations by clicking in the box to the left of the reference.
• Arrow down to the bottom of the page to the Citation Manager box. See Figure 3:

                                                                         (Figure 3)

• Under Citations, choose Selected Citations. You may also enter a range of citations in the box.
• Under Fields, choose Complete Reference.
• Under Citation Format, choose Direct Export. Note: please do not include your search history.
• Under Action, click on the Save button.
• When a Warning dialog box pops up, choose Open it. EndNote program will be automatically launched. Open the EndNote library in which you would like to keep the Ovid citations. Once the desired library is open, your citations will be automatically exported from Ovid into that library.
• Now you have the references in your library. Figure 4 below illustrates a typical EndNote library.

(Figure 4)

  Organizing, Sorting and Searching an EndNote Library

One can also store and organize the references in an EndNote library. Click on Author, Year or Title on the top of the library to sort and order the references by the designated field. To directly search an EndNote library, choose Search from the References menu on the top of the screen. The search box will appear as Figure 5:
(Figure 5)

Search a library by using key words to search in all fields or by selecting a specific field to search such as Author, Year, Title, etc. EndNote searches the library and displays all the relevant citations that match your search term(s). You may also view selected references by highlighting the desired references and choosing Show Selected under References. Go back to the entire library by choosing Show All from the References menu.

EndNote offers several style options for bibliographic output. One must set the style first before exporting the references to a research paper. 

To create a list of references in a word processor:

• From the File menu, go to Output Styles and click on Open Style Managers... A window like the one below will appear to show the complete list of styles:

(Figure 6)

• Mark the style of your choice as shown above. If you wish to learn more about a style, simply double click on that style. It will be explained in the next window. 
• Go back to Output Styles and make sure that the style you chose is on the list and checked. With the style set, you are ready to export your bibliography.
• Open your EndNote library and choose the references that you wish to export. You may also export all the references in the library. If you only want a certain number of references, press Ctrl and click on the desired citations at the same time to highlight them. Then go to the References menu on the top and choose Show Selected.
• From the File menu, click on Export. The Export File name box pops up as shown in Figure 7 below:

(Figure 7)

• The default directory will be the folder in which the working library is located. Either use this directory or choose your own. You may also either choose a new file name or keep the existing file name. Make sure the extension or tag the file is .rtf (rich text format). Then click on the Save button.
• Depending on which word processor you use, you may export your references from EndNote to either Word or Word Perfect. However, you cannot export to both programs at the same time.
• To export your references into a word processor, launch the program and the .rtf file that you just saved. You are now ready to merge the bibliography into your paper. Figure 8 is an example of the exported bibliography in Word:

• In both Word and Word Perfect, you have the option to go back to EndNote by choosing EndNote 5 in Word and EndNote in Word Perfect from the Tools menu.

To insert citations from EndNote while using a word processing program:

EndNote also allows you to automatically insert citations in a paper while using either Word or Word Perfect. In this tutorial, Word is used as the example. To insert citations, run EndNote and keep the desired EndNote library open. Open your word processor and begin typing your paper. In order to insert a citation, position the cursor at the appropriate spot. Select EndNote and Go To EndNote from the Tools menu in Word. While using EndNote, highlight the reference(s) you want in the EndNote library. Return to the Word document. Select EndNote 5 and Insert Citation(s) from the Tools menu. Figure 9 illustrates the EndNote feature in Word's Tools menu:

                                                                  (Figure 9)

EndNote enables you to format your paper in Word or Word Perfect for printing. Again we will use Word as the example. 

• When you have finished your paper, select EndNote 5 and  then Format Bibliography from the Tools menu (see Figure 10 above). 
• Select the desired output style, for example, APA Submitted as shown in Figure 10.

(Figure 10)

• Click the Format button at the bottom of the box. The citations will be formatted using the selected style. References will printed as end notes. It is very important to carefully  proofread all references as there may be errors in the original bibliographic records or problems with the formatted rules used by EndNote. 
• Print your formatted paper. 

Note: You may wish to save the formatted version in a separate file. Select Save As from the File menu. Do not replace your original file with the formatted version. If you wish to add or change citations, you will need the original version as well as the same EndNote library. The formatted version of your paper cannot be easily modified to change citations. It can only be modified to make minor formatting changes.

Thank you for using this tutorial. If you have questions regarding EndNote 5, please call the UMDNJ- RWJ Library at (732) 235-7604 or email Yingting Zhang.

Last updated: August 5, 2003