EndNote software is free to staff and students of UNSW, including the COFA Campus. It is not available to staff and students of ADFA.
Instructions for obtaining EndNote are available from the UNSW EndNote site.

When you upgrade your wordprocessing software you must reload the EndNote program in order for the two programs to interact successfully.

When you open the EndNote program you will be asked if you wish to open a new or existing EndNote library. Select the 'create a new EndNote library' option and click 'OK'. You will now be prompted to name and save the new library file, which has an extension '*.enl'.

Note: It is recommended that only one EndNote library be used for formatting a document. You may, of course, import records from other EndNote libraries into the library you are using for a particular piece of work. See Merging EndNote libraries.

You are now ready to add records to your EndNote library. There are four methods for doing this:

1. Manual Data Entry
From the 'References' menu select 'New Reference'.
From the dropdown menu choose the 'Reference Type'that best describes the record you are entering, e.g. 'Journal Article', 'Book'.
Place your cursor into the fields for which you have data and enter it by typing or pasting.
NOTE the following:
- don't place a fullstop/period as last character in a field (except the author field)
- enter second/third etc authors on separate lines
- complex authors like Charles de Gaulle or George Bush Jr. are entered 'de Gaulle, Charles'; 'Bush, George, Jr.'
- place a comma at the end of corporate authors e.g. 'Apple Computer Inc.,'



To see how the highlighted reference appears in the style you have chosen, click on 'show preview' at the bottom right of the screen. [Note that the current style is displayed on the dropdown menu at the top cenre of the screen. There are more than 1,300 styles to choose from].
Tip: If you have a bibliography in digital form on MSWord, WordPerfect etc or in html form, simply copy and paste each reference from the bibliography into one EndNote field and then move the data around by highlighting and draging it to the appropriate fields.

When you close the reference window, the new reference is saved automatically to your Library.

2. Filter-assisted export
Most bibliographic databases allow you to save a set of references to your local computer which may then be imported into your EndNote library. A 'filter' specific to the database you are accessing may be required to transfer the data for each of the references you have saved into the correct data fields in your EndNote Library. Check on the UNSW Library's Filters Page to see if the database you wish to access uses a filter to export saved references or else allows direct export without the need for a filter.
When you have saved the file (usually a *.txt file) to your local drive, import the file in the following way:

- From EndNote's 'File' menu choose 'Import' to open a dialogue box.
- Choose the saved file from your local drive by clicking on the 'Choose File' button.
- In the 'Import Option' box select the appropriate filter from the dropdown menu.[You will probably have to select 'Other Filters' to locate the appropriate filter from the 'Filter Manager'. Remember that the name of the required filter will be on the UNSW Filters Page.
- Accept the defaults for the other two sections of the import dialogue box and click on 'Import'.
NOTE: if the appropriate filter is not in the Filter Manager, you will need to download it from the UNSW Filters page. Simply right-click on the filter link and 'save target as' into C: / Program Files / EndNote / Filters

3. Direct Export
Many bibliographic databases do not require the use of a filter and will export your saved search set directly into your EndNote library. Simply follow the database's instructions for saving and exporting a search result in 'EndNote format'. You may be asked to select the library into which you wish to import the set.
The most recent import will appear in you EndNote library window. In order to access your entire library choose References / Show All References.

4. Connection Files
The public access catalogues of most major academic and national/state libraries can be accessed and searched from inside the EndNote program and the result set saved to an EndNote library. This is how you do it.
- From the Tools menu choose Connect / Connect. When the 'Connection Manager' opens select the library you wish to access and click 'Connect.
- Formulate your search statement and click 'Search'.
- The 'Confirm Remote Search' dialog box opens. Confirm the number of references you wish to retrieve (you can modify the number range) and press 'OK'.
- Search through the list of references you have retrieved and mark the ones you wish to export to your library. [Hold down the Ctrl key to mark more than one reference.] When you have finished marking references click on the 'Copy References to' button at the top right of the screen. You will be asked to nominate the library you wish to export to.

In this section we look at getting around and manipulating your EndNote library window.
Notice that there are five columns/fields represented by default in the library window. The first one is the paperclip. If there is a paperclip against a reference this means that it contains an image or file associated with that reference. The other fields [Author, Year, Title and URL] are self-explanatory.
NOTICE:
- that by placing your cursor on the division between the field headings you can adjust the size assigned a field.
- by clicking on the field headings you can sort that field in ascending/descending order.
- to check your library for duplicate references click on References / Find Duplicates. The duplicate references will be highlighted in your EndNote library. Click on References / Delete References and you will be prompted to delete the duplicates.
- to delete unique references from your library, highlight the references you wish to delete and click either References / Delete References or Edit / Clear
- to search your EndNote library click on References / Search References. The search dialog box opens allowing you to search by word on particular fields or on any field. [You will need to click on References / Show All References to display your complete library.]
- The button at the bottom right of the library window enables you to 'Show Preview'/ 'Hide Preview'

A. Preliminaries

You are now ready to use your EndNote library in association with your wordprocessed document (thesis, article, book etc.)
The first thing to determine is whether the EndNote program and the MSWord program are interacting properly. In MSWord click View / Toolbars / EndNote 9. If the EndNote toolbar does not appear you will need to enable it. The instructions for doing so are on the EndNote site: Frequently Asked Questions. In EndNote bring up the toolbar by clicking on Tools / Show Toolbar / CWYW Add-in.

Decide on the style for your document. If you are writing a thesis, your School will specify the style according to which you must set out your citations and bibliography. If you are using footnotes rather than intext citation, choose a style such as Chicago 15thA. Common styles including Author-Date and Numbered styles may be selected on the dropdown menu at the top centre of the EndNote library window.

Students are advised to consult the UNSW Learning Centre's links on Referencing & Plagiarism.


B. Choosing a style

There are in fact more than 1,300 styles available from the Style Manager. Click on Edit / Output Styles / Open Style Manager. You can use the 'Find' button to locate styles by category (e.g. Biosciences) or by name (e.g. Harvard).
Highlight a style and click on 'Style Preview' from the dropdown menu at the bottom right of the Style manager window. If you can't find a style template that presents your bibliography, your in-text citations or your footnote citations exactly as you wish, you will have to edit an existing style template or create a new one. If this is the case, see the later section of these instructions on Editing bibliographic styles.


C. Inserting references

Place your cursor in your document at the place you wish to insert a reference.
You now have to find the reference(s) you wish to insert. There are two ways of doing this. You can click on the 'Find Citation(s) icon on the EndNote toolbar of MSWord or you can return to the EndNote program by clicking the 'Go to EndNote' icon on the same toolbar and use the 'Search References-Ctrl+F' function.
When you have located the reference(s) you wish to insert, highlight it/them [use Ctrl key to highlight more than one] and click the 'Insert Citation' icon on the EndNote toolbar.

Note: As you add references to your document, a bibliography will automatically appear at the end of your document.


D. Editing intext citations

Citations may be edited to add a prefix, suffix or page number(s). When you wish to edit a citation, click the cursor inside the citation to highlight it. From the EndNote toolbar click the 'Edit Citation(s)' icon. The 'EndNote Edit Citation' dialog box opens. Make sure that the citation you wish to edit is highlighted in the upper left pane. Add text in the boxes of the right hand frame (spaces are significant), and click 'OK'. See Fig.1.

Note: if you wish to add page numbers using 'Edit Citations' you must edit your style template by adding the 'Cited Pages' script ['p.^pp.Cited Pages']. See the section Editing the citation template for the procedure.

E. Inserting footnote references

Choose a footnote style such as Chicago15A or create your own footnote style.
Insert your footnote into the text using the MSWord command.
In the footnote window place your cursor at the point you wish to insert references. Follow the procedure outlined above for inserting references.


F. Editing footnote references

Click your cursor into the footnote citation to highlight it. From the EndNote toolbar click the 'Edit Citation(s)' icon. The 'EndNote Edit Citation' dialog box opens. Make sure that the citation you wish to edit is highlighted in the upper left pane.
Provided that the 'Cited Pages' script is present in the footnotes template, you will be able to add specific page numbers to your citation.
Note: The other edit functions viz. 'Prefix', 'Suffix', 'Exclude Author', 'Exclude Year', will only work if you complete 'Citations / Templates' with your footnote style and then in 'Footnotes / Templates' choose the option 'Same as citations' from the dropdown menu.

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.

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

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)

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.

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.

EndNote comes with a number of reference types [Journal Article, Book, Conference, Map etc.] already set up. You may 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 choose Unused1 from the Reference Type drowdown menu. Then type Geological Core in the space opposite Generic field. 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.

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.

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.

The table below has links to web sites that provide journal abbreviations. Some of these offer a .txt file that may be imported into the EndNote journal term list and others only provide abbreviations that you can add manually.

**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.

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

 

  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.

 

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 'p.^pp.Cited Pages' in the template. See Fig 8, which  illustrates a good template for the Harvard style.

 

 

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

 

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.

If, however, you wish to use the 'Edit Citation(s)' function for editing footnotes and adding page numbers, you must copy into the 'Citations Templates' the format you want for footnotes, including Cited Pages script - See Fig 8. Then go to the' Footnotes Templates' and select the option : 'Same as Citations'.

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.