University of New South Wales - Library Home

Using image files - new with EndNote6
Merging EndNote libraries
Searching EndNote libraries
Sorting
Reference types
Term lists
Editing bibliographic styles
Submitting work for publication
Backup your EndNote library

To insert pictures [pictures include GIF, BMP, PNG,TIFF] and objects [objects include MS Office files, PDF, WAV, MP3 etc.] into the image field of EndNote references :

Place cursor in the image field and choose Reference / Insert Picture or Reference / Insert Object. Locate the picture or object and insert it.
Name the picture or object in the caption field that follows the image field.
Only one picture or object may be placed in the Image Field of a reference.
[If there is no image field and caption field for the reference type [i.e. book, journal article, map etc.] in which you wish to store images you will have to create one. See section 5. Reference Types below.]
NOTE: EndNote makes a copy of the picture or object and places it in a folder with the same name as your EndNote Library and gives the folder a .DATA extension. E.g. paleo.DATA. If you move your library to a different computer or you want to share your library with someone, you must copy the DATA folder together with the library.
To view or edit the image or object in the application that created it, double-click the image in the image field. Changes will be saved.

To insert the image into a Word document :

Place your cursor in the Word document at the point where you wish to locate the figure citation mark (i.e. ''Figure 1', 'Figure 2' etc.)
From the Tools menu in MSWord go to EndNote6/Find Figure(s) [or the equivalent CWYW button]. Search for the image you wish to insert and when you have found it choose the Insert button. The figure citation mark will appear in the text and a List of Figures containing the image and the caption will appear after the bibliography at the end of your document.
TIP: insert a page break between figures if you wish them to display on separate pages of your document.
If you move or delete a figure citation mark you must reformat the list of figures: Tools/EndNote6/Generate Figure List [or the equivalent CWYW button].

You may locate images in your text adjacent to the figure citation marks only when your manuscript is complete. Simply cut and past the images to the appropriate positions in your manuscript. [NB: do not insert additional images or generate the figure list again!

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Merging EndNote libraries

One EndNote library only should be used for referencing/formatting a particular piece of work.

However, there will be times when you need to incorporate into your working library references from other EndNote libraries.

These other libraries may be files that you yourself have built up in the past, or perhaps libraries supplied by other people, your associates perhaps or EndNote libraries available free over the internet.

Method 1

Open both libraries on your computer monitor [use Window/Tile or Window/Cascade]
Highlight the reference(s) you wish to transfer [or CTL+A for all references], click on the selection and drag it into the target library. [Edit/Copy - Edit/Paste also works]

Method 2 - importing an entire library

Open the library into which you want to import.
Choose File/Import.
Choose EndNote Library from the dropdown menu as the import option.
Click Choose File to select the file you wish to import.
Click Import.

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Searching EndNote libraries

You know from the elementary EndNote class that you can use EndNote's search engine [References / Search References or CTL+F] to search your EndNote library for record(s) on particular topics. By default there is a search dialog boxes containing two 'fields'.

You may add fields into your search strategy, insert fields and delete fields. (See Fig.1)

Search strategies that you wish to run frequently may be saved by selecting the Save Search button. Saved searches are saved to the 'Searches' folder of the EndNote directory and may be re-run using the Load Search button. (See Fig.1)

FIG.1

QuickFind indexes can be constructed to make searching faster.

A QuickFind Author index is automatically maintained.

A QuickFind keyword index is a good idea for a large library for which you have provided your own keywords.

Go to: Tools / QuickFind Index / Keywords Fields. [Note that when you go to the search screen (CTL+F) and choose to search in the author or keywords fields the Use indexes box will be ticked. See Fig.1]

If you have a very large library it is not recommended that you create QuickFind indexes for all fields, which is the other option.

TIP 1: Use the keyword field of each record to assign your own keywords. As long as you are consistent with your keywords you will be able to retrieve records in your library using these keywords.

TIP 2: You can also create a field for a numerical value such as molecular weight [See section 5. Reference Types below]. You can then search (CTL+F) in this field for references containing that exact molecular weight. You can search for a range of exact values using the boolian or option e.g. 25 or 26. Range searching using < or > does not work for numerical data.

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Sorting

EndNote allows you to control how references are sorted in your bibliography and your in-text citations.

Sorting is a function of style and so must be customized by editing the output style you are using to format your work.

Go to: Edit / Output Styles / Edit "your style"

Sorting your bibliography

Go to: Bibliography / Sort Order and select from the options how you wish your references to appear in your bibliography. You may also customize the sort order by selecting the Other option. (See Fig 2)

FIG.2

Sorting your in-text citations

Go to: Citations / Sort Order and define how you wish your references to appear in your in-text citations

If you wish to give priority to the first reference (in that it is most important for supporting your point) then you would select Don't Sort.

Sorting your EndNote library

References displayed in your EndNote library can be sorted to display your preferred fields. Go to: References / Sort References.

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Reference types

EndNote comes with a number of reference types [Journal Article, Book, Conference, Map etc.] already set up. You will need to add other reference types.

Each of these reference types have been set up with a range of fields [Author, Title,Year, Publisher etc.]. You can select and add new fields.

Procedure:

Edit / Preferences / Reference Types / Modify Reference Types

EndNote comes with a number of Unused Reference Types. For example, if you wish to have geological cores in your library, simply rename the Unused1 reference types 'Geological Core'. See Fig.3.

You will now need to select which fields are appropriate for your new reference type. For instance, you may want a date field and a map reference field. In this case EndNote has a field for date and you can simply write the word 'date' in the appropriate space [follow the example of other reference types]. See Fig.3.

But there is no field for map reference, so you will need to use the Custom fields. Simply type the word 'Map Reference' in the Custom 1 row under the column headed 'Geological Core'. See Fig.3.

FIG.3

Now when you go to enter a reference for a Geological Core there will be a Reference Type called Geological Core on the drop down menu and it will have the fields you added into which you can enter information.

Note: you will need to supply a Style template for the new Reference Type so that references are displayed as you wish. See 7. Editing bibliographic styles below.

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Term lists

Term lists assist with data entry by suggesting words and phrases (such as authors' names and journal titles) as you type. The aim is to improve the consistency and accuracy of your EndNote library.

EndNote automatically creates term lists to store terms from the author names, journal names and keywords fields of your library and has the capacity to create up to 31 term lists.

Term lists are specific to each EndNote Library, so you will need to create new lists for each Library.

To set your term list preferences, go to: Edit Menu / Preferences / Term Lists / select desired preferences.

Journal term lists

A major use for term lists is to provide lists of journal abbreviations. The thesis or paper you are working on may require the use of a particular set of journal abbreviations. For instance, you may be required to present your journal titles according to the abbreviations in Index Medicus or in Chemical Abstracts.

EndNote journal term lists allow for the full journal title and, in addition, three different abbreviations fields for each title.

EndNote provides ready-made journal abbreviation term lists for the Humanities, Medicine and Chemistry. To import any of these lists or other lists that you may find on the internet go to: Tools Menu / Define Term Lists / Keywords /Import List / Term Lists then double click on the .txt file you wish to import.

Useful internet sites for abbreviations

Useful internet sites for abbreviations Index Medicus/Medline/PubMed term lists and abbreviations Core Journals Covered in CAplus ISI Journal Abbreviations Index All that Jazz. Journal Abbreviation Sources

*Note: To specify in your output style which set of abbreviations you wish to use to format your bibliography, go to: Edit Menu / Output Styles / Edit "your style"/ Journal Names and then select your preference.

New term lists

To create a new term list go to: Tools Menu / Define Term Lists / Create List [enter the name of the field for which you wish to create a term list]. Fig.4 shows you how to create a term list for 'publisher'. Instead of citing the publisher in full, you can use an abbreviation e.g. O.U.P. instead of Oxford University Press.

You must now link the list you created to the appropriate reference field: Link Lists. (See Fig.4) Scroll to the 'Publications' field / select 'Publisher' from the Linked Term List dropdown menu.

FIG.4

Adding terms manually

To add terms manually to a list go to: Tools Menu / Define Term Lists [highlight the appropriate list] / Terms tab / New Term / [enter term] / OK.

Term lists can also be copied and pasted between EndNote libraries. Simply open a Term List: Tools / Open Term Lists / select Term List. Select terms and then use the copy command. Go to your destination library, open the appropriate Term List and paste what you have copied.

Updating a term list

To update a term list (for which you have turned off automatic updating in your EndNote preferences) or to update a list after you have received a library without a termlist from a colleague go to: Tools Menu / Define Term Lists / highlight list / Update List.

Searching using term lists

To search using term lists : open the EndNote search engine [References / Search References] and then open the term list you wish to use [Tools Menu / Open Term Lists / select appropriate list and double click the term you wish to search on.]. See Fig. 5. This brings the term into the EndNote search dialogue box for you to search on.

TIP: If you enter a lot of references manually it is useful to create term lists for publisher and city names.

FIG.5

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Editing bibliographic styles

If you can't find a style template that presents your bibliography, your in-text citations and your footnote citations exactly as you wish, you will have to edit an existing style template or create a new one.

In the examples below we will be editing an existing output style. The steps are as follows:

1. Locate the style template that is closest to your ideal style: Edit / Output Styles / Open Style Manager. Select Style Preview from the dropdown menu.

Now, as you highlight the styles in the upper window, examples of the bibliographic styles will appear in the lower window.

2. When you have located the style you wish to edit, highlight that style and choose Edit.

Editing the bibliographic template

The bibliography style template in Fig.6 is for the Harvard Style.

Before changing the template, save it under a different name using the File / Save As command. This will leave the original intact.

FIG.6

Once you have saved the output style under a different name, highlight Template on the Bibliography tab. (see Fig.6)

Notice that templates for 4 specific reference types are provided: Book, Journal Article, Edited Book, Book Section, and also a Generic.

References that do not fall into the first 4 reference types will be formatted according to the Generic template.

If you wish, you may add templates for all the reference types you use, e.g. Conference Paper, Map etc.

The template consists of three elements:

i) field names, as they appear in your Endnote References [Author, Title, Publisher etc]

These may be added to the template by choosing from the Insert Field dropdown menu. (see Fig 6)

ii) punctuation.

Add and delete using keyboard characters. Note that bold, italic, underline etc are available on the toolbar.

iii) special formatting characters.

The first of these characters is the non-breaking space. (Fig.7) [Looks like a grey diamond and is inserted using Insert Field/Link Adjacent Text]. The purpose of this character is to make text on either side dependent - it acts like glue [e.g. Edition

Ed. ensures that the independent text 'Ed.' only prints when there is information in the Edition field - they are glued together.]

The second of the formatting characters is the vertical bar. (Fig.7) It is inserted using Insert Field/Forced Separation. The purpose of this character is to force a separation between a field and independent text or spaces. It is normally used in conjunction with the non-breaking space [e.g. 'Publisher:City (Year)' would print out as 'Publisher:(Year)' if the City field was empty. But we do not want the colon and we do want a space between Publisher and Year. To achieve this the template should be edited as follows: 'Publisher|:

City| (Year)'. Notice that the colon is now dependant on the City field and a space has been inserted between the separator after City and the (Year) field.

FIG.7

The third special formatting character is the singular/plural term separator (Caret ^). It is inserted using Insert Field/Singular/Plural. This feature is useful if you wish to distinguish one editor (Ed.) from multiple editors (Eds.). The other use is for distinguishing a single page (p.) from a page range (pp.). The formulas are as follows: 'Ed.^Eds.

Editor ; p.^pp.

Pages'. [Note the non-breaking space which must be used to link the singular/plural forms to the field]. See Fig.7.

Editing the citation template

The format of in-text citations may also be modified by editing the output style: Edit / Output Styles / Edit "Harvard"/ Select Citations/Templates.

Notice that the multiple citation separator may also be set to select 2-digit years.

Editing the footnote template

The format of footnote citations may also be modified by editing the output style: Edit / Output Styles / Edit "Harvard"/ Select Footnotes/Templates.

There are three choices available: (i) Same as Bibliography ; (ii) Same as In-text citations ; (iii) With Footnote Format.

If you choose the third alternative and create a separate template for the footnote format then the same rules apply as for the Bibliography Template, discussed earlier.

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Submitting work for publication

When a document is formatted, MSWord adds non-visible reference information (field codes) to the document. This feature is known as the Travelling Library and facilitates sharing your work with others who do not have your EndNote Library.

Publishers usually require that these field codes be removed from documents submitted electronically

The command to remove field codes is Tools/EndNote/Remove Field Codes. A copy without field codes is made, which you then save. It is preferable to save in RTF (Rich Text Format) which most word processing software can open.

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Backup your EndNote library

Be sure to keep at least one copy of your EndNote library and any associated image [.DATA] files.

Go to: File / Save a Copy.

If you have customized your output style or have written filters or connection files or term lists of journals, save these also. Files such as these will only need to be saved when they have been modified. The simplest way to backup these files, which reside in the EndNote program directory, is to use Windows Explorer.