EndNote comes with a number of reference types [Journal Article, Book, Conference, Map etc.] already set up. It is possible that you will need to add other reference types not included in the EndNote program.

Each reference type is set up with a range of fields [Author, Title,Year, Publisher etc.]. You can select and add/delete 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 select the Unused1 reference type and write 'Geological Core'in the field next to the heading 'Generic'. See Fig.1

You will now need to select the fields that 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.1

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.1

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 add the new Reference Type to your Style template, so that references are displayed as you wish. See Editing bibliographic styles below.

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)

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.

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. Click on More Info and 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.3 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.

  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.4.

 

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

 

If you wish to edit in-text citations by including page numbers you will need to edit the citations template for the style you are using. You must include the text 'Cited Pages' in the template. See Fig 5, which  illustrates a good template for the Harvard style.

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 / Journals /Import List / Term Lists then double click on the .txt file you wish to import.


Useful internet sites for abbreviations

*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.6 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.6) Scroll to the 'Publications' field / select 'Publisher' from the Linked Term List dropdown menu.

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 an EndNote 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. 7. 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.

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.8)

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.8)

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 1. Reference Types above]. 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.

If you have chosen to place your images at the end of your document you will 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!]

If you have chosen to locate images in-text, you may move them about and have them stay where you relocate them when you Generate Figure List again by modifying your Cite While You Write preferences in MSWord: Tools/EndNote8/Cite while You Write/Figures and Tables/Choose second option.

Note: If you import references from .enlA into .enlB you should not use .enlB to format any work previously formatted with .enlA. This is because references imported into .enlB will be assigned different record numbers. 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. When merging references be sure to discard duplicates (the latest record numbers will be discarded) and you will not run the risk of using more than one identical reference to format different citations.

Method 1

Note: When you open for the first time a library created in an earlier version of EndNote, you will be asked to convert it to EndNote8 format, saved under a different name. This does not affect the original version. The references in the converted library will have the same record numbers as in the original library.

Libraries created in EndNote8 cannot be used with earlier versions of EndNote. EndNote8 libraries can therefore only be shared with colleagues who also use EndNote8.

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.

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.