Top tip number 1
To install the Harvard (Warwick WMS) style go to Edit > Preferences > Folder Locations and note the location of the styles folder. Then save this file and upload to the styles folder.
Top tip number 2
When manually entering a corporate or institutional author into a new reference, always type a comma after the name to ensure correct formatting. For example "University of Warwick," or "Department of Education.
Top tip number 3
Most of the customisation options are under the Preferences section where you can review the options available. It is Edit > Preferences on Windows.
Top tip number 4
Endnote creates two files – an .enl and a data file. You need both of these files to open a Library. If you are sending an Endnote library to a colleague, save the Library as a Compressed Library and this will combine the two files together. It is File > Compressed Library.
Top tip number 5
If you are working in Word and want to add a page number to your citation. Click “Edit citation” from the toolbar and remember to use the “Suffix” box, not the Pages box.
EndNote is software which helps you to organise your references and to automatically format citations, reference lists and bibliographies in Word.
There are two versions of EndNote.
"EndNote Online" (formerly EndNote Web) is the free online version of this software. Whilst you are a member of the University of Warwick, you will get an enhanced online account with more referencing styles and storage space. This version will meet the research needs of most undergraduate and postgraduate taught students.
Endnote Desktop is the full version of the software that offers more functionality and the ability to customise settings. All staff and students can install the desktop version to their own machines.
For further comparisons between the two versions please .
Both versions of EndNote are compatible with Windows and Mac. View compatibility and system requirements.
EndNote Desktop: 02/12/20 new workshop video added
- Download the EndNote Desktop version.
- If you have any issues downloading the EndNote software, contact IT Services on 024 7657 3737 or Ext. 73737, or email: helpdesk at warwick dot ac dot uk
- Download the EndNote Desktop Training Guide for Windows
- Download the EndNote Desktop Training Guide for Mac OS
- There are various videos and guides that can offer additional support
Watch a recording of one of the Library’s training sessions
Endnote Desktop workshop - recording transcript
Welcome and introduction to Endnote
Here we go! Okay so this is a Library home page and all our information is under this tab here for students and under the EndNote option there. Okay, so this top page gives you a little bit of information about what EndNote is and what it does and contact and help links just there. Now, as I scroll down the page you'll see there's two options here: EndNote desktop and EndNote online. So, it's the desktop version that we're going to have a look at this afternoon. This offers more functionality and you can customise it because you download it to your own device. So, you can send it to a Windows or a Mac device. And EndNote online is the web-based version so you can link the two together. Okay, but what we're going to do we're going to have a look at the desktop version today. So, we're going to look at the desktop. If you've already got an EndNote online account and you've been using it then actually you shouldn't have any issues moving up onto the desktop version and whatever you've got in your EndNote account you can move into your desktop account so that's not a... that's not an issue either. The slight issue we do have with the EndNote desktop version is that Clarivate, the company that own it, launched EndNote 20 on Monday so we are waiting for our license to arrive at the university and I will be talking with IT services to see when they install that version. It does look quite different and works in quite a different way as I understand it. I've only seen a very quick demo of it but at the moment we're in EndNote 19.3 so that's a version we're going to have a look at today.
An overview of the software
Installing Endnote Desktop
So, I'm going to click on that option for desktop and just show you where you download it from. So, you can click on this link here and that will take you to our IT services page and then you can download the full desktop version from there. Okay, just a quick tip when you download it it's a .zip file and we have some people then get prompted for the product license key. So if you get prompted for the product license key there's been an issue with the installation one tip is if you can go and find the .zip file and open it you'll see there's two files in there: there's the installation file and there's also you'll see the product license key file, as well. If you just click on the product license key file, open it, close it down and then try installing - that seems, for a lot of people, to work. Okay, so just a quick tip if you have issues in installing it, okay, and then on this page here, I'll just go back into here, we've got a training guide. So we've got a version for Windows and a version for Mac and then links back to the support from the...from the EndNote people. Okay so when we move to version 20 we will update those guides.
Warwick referencing styles set-up tips and tricks
Okay and then following down on just following down this page there are other things there that once you get used to EndNote that you can... a couple of tips and tricks that you can use to customize your version of EndNote. Now the first option here okay is talking about installing a particular version of Harvard. Now you've all said that you use Harvard - the issue with Harvard is that there are lots of different versions of Harvard which is slightly irritating in a referencing style, because people like me tell you to be consistent whatever you do with referencing be consistent and then you discover there are lots of different referencing styles. So when I go in and look at my EndNote library you'll see the difference between the styles. Warwick doesn't have a specified referencing style that it expects everybody to use, okay? So each department or school can determine what their preferred referencing style is. So we don't have a preferred version of Harvard but this style here is called we've called it Harvard Warwick WMS because that's the style that the Medical School use and I work closely with the Medical School. So we, we've got this style up and running so if you like that's kind of become sort of a default Harvard style. Lots of people in the Business School and WMG use it, so I'll show you it later on, but what you will need to do if you want to use this version of Harvard then you need to follow these instructions and install the this actual style file into your version of EndNote if you're using the desktop version.
Creating Endnote libraries
So this is my EndNote library that I've already opened on my laptop. If you lookdown here this, is where EndNote is. So I've installed EndNote and it just appeared in my list of programmes there and then I can click on there and it will open EndNote and it will ask me what I want to do. I think it's because I've already opened it doesn't want to. So if you if you open and you've got a blank screen then you've got the option there to create a new library or you can find the library that you want to open, if you've got more than one library, or you can open recent libraries. So there... if I click on that you can see the recent libraries that I've... that I've opened on this... on this machine, okay? So file and new and then tell it where you want to save it to, there we go! So it opens up. So, decide where you want to save it to. What I would recommend is at the moment you save your desktop, your libraries to the desktop okay, but make sure that you have a backup, okay, that you save a backup of the of the library because it's not on any network drive. The advice from EndNote is has always been not to save libraries to a network drive. I always have - I haven't had any problems until I've been working from home and now I'm having issues picking stuff up from the from the network drive so my advice now is really saying: save it to the the desktop but do make sure you make a backup copy because there is no... there's no way in which we can, we can get a, you know you're not saving a copy on the on the university server. So we can't help you if it crashes for any reason. The other thing to note when you create a new library is that... here's my library that I'm using this afternoon. Okay, so I've got an EndNote library file there but if I scroll down can you see here I've also got a data file as well. So when, and when you create an EndNote library you get these two files. So you get the library file but you also get a data file as well and you need both of those. If you save your library you need to save both, both files okay? There's a way you can compress them and I'll show you that later on but just to bear in mind that if you only save the top file the library file and then you go somewhere else and try and open it it won't open the library, for you need the data file to be saved in the same place as well. Okay, so that's creating a library.
Different reference format
So, this is the library that I've already got open. So, you can see in the middle here these are the references that I have added to my account. Now most of these will be journal articles but you can add anything that you want. So it may be that you need to add books it might be a book chapter it might be a web page it might be a report. So, it could be a financial company report, it could be a report from a society, or a charity, or something written by the university. It could be as an option for unpublished work. So if you're using material maybe from your workplace it's helping you with an assignment and you can add that in as well. Okay, so there's lots of different types of format and the idea is that you save all your references into your EndNote account and then they're all saved in one in one place. Okay, so in a minute I'll go through how you add references to the account, but this is at the moment, these are the references that are in my account already. On the left-hand side here can you see I've got a file structure there? So...I... very top there, I've got all references.
Organising references into groups
So, I've got 38 references in my account at the moment. Okay and if I come down here what you can see here that I've created various groups so I can subdivide the references in my account. So I've got four groups here, okay and you can see the different references that are in each group and if you look up here I've got an unfiled folder but that's empty because all my references are in one of my groups. Okay now you don't have to create groups, that's entirely up to you okay, if you don't put references into a group then they will appear here in the unfiled folder. Okay, so groups is a is an extra option if you want to do that okay.
Reference records and fields
So, if I just go back to all references and the non this right-hand pane over here. Okay, if I click on one of the references can you see in this right-hand pane, and I can make that a bit bigger it'll slide across. Okay I've got various tabs along the top here so the reference tab is just showing you just breaking down that reference into its constituent parts. So you can see there we've got a vole there, we've got pages, if I scroll all the way down here we go, we've got things like keywords and we've also got the abstract. So, these are references that I've taken from various databases, some have come from Google scholar and I've transferred those across from there into my EndNote library and you can see here for this reference is brought across the abstract. So that's a breakdown there of the reference.
Then I've got a preview box. If I click on the preview box okay it shows me the reference in a particular style and if I just backtrack and come back over here can you see sort of in that top left hand corner I've got an option that says Harvard and it says Warwick WMS so that's how this style generates the reference. If I click on the drop down menu you can see here this is a style that I've previously been using and there's one there just called Harvard so that's the default version that comes with the software and that's the version that you'll have by by default and if I click on Harvard there it reformats the reference over here. So it's still Harvard but it looks very different okay? So the difference is that we've got the author in capitals, we've got no bracket around the year and the reference is indented.
Introduction to Cite While You Write
Okay so that's sort of a bit of a an overview of what the software looks like now. The big benefit of the EndNote software is it works with Word and when you're using the desktop version of the software there's a plugin called 'cite while you write' and that plugin will be automatically installed into your version of word. I know we've got one or two people who've used the... using the online version. So, in the online version of EndNote you do actually do have to manually install the cite while you write plug-in but with the desktop version you don't it just appears by magic. So, what I want to do is before I move on to show you how you put the references into your account. I just want to show you how it works with Word so you've got a full understanding of quite why you'd want to use this software. So you can see I've added lots of references into my account if I, now I've got a Word document that's already open. Okay and can you see there I've done some writing and I've pulled some references through into Word.
Okay and they are appearing here at the bottom of my document so I could write a little bit more, if I want to add a reference here, we're all using Harvard, so you just need to leave a space because you're going to have a bracket and then can you see along the top of Word here... Okay once you've installed the EndNote desktop you'll get this EndNote x9 and EndNote19 toolbar that will be there.
Inserting references into Word
Okay lots of things you can do with this but we're just going to show you the overview today but what you want to do at this point is that you want to insert a citation. So, you've done the research, you've planned your assignment now you're writing it and you've got to this point here and you want to cite a reference. Okay in your document, so you go to insert citation and insert citation there. Now this does confuse people because I've used this previously, the very very first time that you open this box it will be completely blank and empty and again people think they've done something wrong and that something's not working okay. That's absolutely normal because at this point here EndNote is saying to you okay which reference do you want from your EndNote library okay? It's asking that, you know, which reference it is that you want to to pull in because you've done the research you've mapped out your assignment and now you're writing it up. Okay so it asks that you want to you know an author, that you want to search for just bear with me because I just feel I need to... Let's try Edward's. Okay I'm just going back. So if I want that paper by Edwards so Edward's there, it's found the reference for me that's the one that I want. Okay so if I'm happy with that what I can do I can just double click on there and can you see it's pulled that reference into my document and it's also added Edwards into my reference list just there. Okay so it's the middle one the middle one there's added references in there. Now because I'm using the Harvard style it knows that my references need to be in alphabetical order so you can see there this list here is the... pop it down a bit... that's the reference list. As you add the references into your word document it will create this reference list and that will be at the end of your document. What I would probably do is put a page break in there so that you push the references down onto a separate page and then they're kind of out of the way and you can go and check them to make sure everything's looking okay as you go along. So I've added this reference to the document.
Okay so that's added that one there and I can add another and this time it might be that I suddenly think: 'oh you know what I can't remember?'. So if I go back to insert a citation.
it may now be that I'm thinking, 'oh now I can't remember what the who the author is'... Or it might just be a name that I just can't manage to spell so I can't find it so I can search by by topic here. So I've got some references to do with higher education so I can, okay, search for higher education and then I can look at these references here. Now these references are a bit problematic because I've got no year information. Okay something's gone wrong there, but this one here okay is okay, so I could put that one in okay, and now it's added that reference in. Now this reference was already in my list because I've cited it up here okay but it's in the list there and can you see now if you look at the reference we've got multiple authors so we've got St George Budak and Tress. So because we've got multiple authors it's put the 'etal' in for you automatically and it's formatted that how this reference style wants it to be formatted.
Adding references to your Endnote Account
Importing references from databases
Okay so there are different ways in which you can add references to your account. The most efficient way is that when you are searching for articles you should be able to send the reference that you found online and send it through into your, directly to your EndNote account. So it does depend on where you search now after the library subscribes to a wide range of different databases. So, if you're searching one of our databases then you can connect between that database and EndNote a lot of people use Google scholar so again if you're finding references in Google scholar then you can send references from Google scholar what I'm going to do is demonstrate two different excuse me two different databases so we wanted a database called web of science which is despite its name is a multi-disciplinary database okay and I'll also show you how to do it from Google scholar and then the final way of adding adding references is that you can add references manually so it's great if you're finding journal articles you can whizz those across from wherever you found them into your EndNote account but if for example you wanted to reference a specific chapter in a book or if you've got a a report that you want to reference or actually someone ironically even if it's a web page the connection there isn't so good so you're often better off just manually adding those references but I would guess you know the vast majority of the material that you will use will tend to be journal articles for most people that's not for everyone but for most people their main source of information is from journal articles so what I'm going to do then is I'm going to go back online and go back to the library home page so you can find if you've not had a look already all our databases are listed here okay and that would just be that's an a to z list or you can come in by broad subject area that's just a way of organizing the databases you can go into any category you're not restricted in any way the other way that you can go and this is just to plug my colleagues if you come under subject support here okay you've got the same categories again okay but if you click on there you will find out who your academic support librarian is okay so I'm responsible for medicine and dentistry so I'll show you my page we've got a set of awful photographs but never mind we never seem to get them any better despite retaking them so you'll see find out who your academic support librarian is then there'll be a link to the key electronic resources or databases that you can have a look at and then depending on the different databases there'll be various online tutorials that you can have a look at and work through so if you haven't had a chance to look at those pages already I would really recommend that you that you do I'm just going to go back to the library home page and the databases and I'm going to search for this database called web of science there we go so this is the the search page here so if I want to do a search I'm going to do a and then I'm going to add a row and then I'm going to think about I can do global or international or I could maybe do worldwide something like that so what I've done there is I'm building up a search so I've got higher education actually after that I could have or university so I could say but I'm looking for the the globalization worldwide spread of higher education and universities so in that top box there I'm saying okay I'm looking for higher education all universities means the same thing different people will describe it in different ways I've put higher education into quotation marks and then that means that will look for that exact phrase so if you've got a well known tried and true tested phrase then you can put it into quotation marks and it will look for that exact phrase okay the star after the end of university there will look for the singular or the plural so look for university or universities okay I've got to star after global there so look for global globally globalization spelled both ways with an s or z okay so the star that little star there is quite a powerful powerful tool and that's fairly a very default setting across all places that you said Google scholar will let you do this as well so I've got a higher education or something to do with universities and then I want to combine that with this and I'm looking for something to do with global or international or worldwide okay so I'm just going to run very quick search there and it comes back okay and it's given me my search results okay so you would go through those looking to see which ones you think were relevant to you this afternoon I'm just going to mark the first three references there and then can you see at the top there I've got this export button so when you are in databases or maybe you've gone directly to an e-journal what you're looking for is the export button or it might say download to citation manager okay and that is what will link the references to your EndNote account so if I click on that option there to export you can see there I've got different options we're using I'm using EndNote desktop this afternoon so that's the option that I want okay so I click on that option there it checks what it is that I want to send across okay so it's going to take those three results that I've selected I can take all records on the page I can take up to 500 references at a time if I really need to do that okay and then down here it say well okay what level of information do you want to add to your account now there's usually various options here I would I always stick with if I say abstract that's normally the one that I go with the full record is not the full text okay it's the abstract plus all the coding and the classification that librarians and indexers like to put on all this material okay so it doesn't really bring that much extra to the party so what I would do is just choose that one there for abstract click on export okay and what it will do can you see there it's dropped a file at the bottom here okay it's not gonna know so if I just run I'm just right clicking to open that file and can you see there it's importing those references into my EndNote account for me automatically so these are the three references that I've just selected they've come over here okay and let's say okay so in my in this imported references folder I've got three three references and you can see that all references moved from 38 to 41. so they're the three references that I've just added across into my account now this one here this bottom one there's interesting because that's saying it was published in 2021 so that's slightly ahead of the head of the game this is the time of year when we start to see to see that happening so we have an issue number but we don't have a vole number for that one okay these ones here were published in 2020 and again here we've got a vole and a and an issue number but we don't have any page numbers so that again that might be because it's purely an electronic article and there are no page numbers or it might be that it's been published electronically ahead of the print version and the page numbers haven't yet been assigned so do watch out for that if you're picking up really current research because obviously that impacts on your referencing because you're you haven't got any page number then you might need to go back at some point and and fetch those and just double check so can you see they're the three that I've pulled across into my account I'm just gonna do control and a and that selects all of them and again if I right click I can then come here and I can say okay well I want to move those references into a folder so I could either move them into a folder that I've already created or I might decide no I need it I need a new group so I can come over here so he's created a new group here it's moved them across and then I just call that one HE rather than higher education okay so now I've got another group and it's moved it across there into that group so that's one way of creating a group your other options you've got groups up here and you can just go there to create group and then give it a name and it will appear in this left hand left hand frame okay yeah so that's a an easy way of getting references across because the two systems are talking to each other what you will find is that if you're using the desktop version you've got a a better chance of that being the way that the reference is imported so even if it saves a file to your downloads folder if you right click and open that file then the chances are it will just push those references through into your EndNote account just before I show you Google scholar if I just go back to our EndNote page so on the EndNote page can you see here on that top there you've got this option here for importing references and what we've got there you've got a table okay and it tells you gives you instructions for how to send references across from the different databases into EndNote now at the moment I realize that where it says database that's actually the name of the provider which actually isn't at all helpful to you so what I am going to do next week is I'm going to put the name of the database in this column and you'll be able to spot the name of your database and then you'll find the instructions so the instructions are all very similar and what you'll hopefully find is that if you start using EndNote and you start importing things in you'll kind of get the feel for what you need to do and you'll get to the point where you can probably just have a really good guess of what you need to do and it will probably work okay so but there the instructions are under this importing references tab.
Importing references from Google Scholar
I'm just going to crack on and show you Google scholar while I'm here so if I go into Google scholar okay if I have if I do a similar similar searching I know let's do leadership so I could run a search in in Google scholar okay a couple of things just to watch out for with Google scholar can you see this top reference here is a book and and it's not very good at transferring book records across into EndNote it will do it but they'll probably you'll probably need to edit the record so as long as you've found journal articles so this one they'll be fine okay if you've got a Google account which I'm assuming most of you will have okay what you can do you can just click on the star there and then it moves that reference into your library space so again I'm just going to mark those those three okay and if I do that I've got my library over here and if I click on there you can see there the three references that I've just I've just selected okay and now what you need to do if you you have to reselect them again and then the arrow there is the export option you can click on there and again what you're doing is you are sending those references to EndNote. one thing just to bear in mind that once you've exported them to EndNote these references stay in my library okay so if you come back in you know a week's time time and do another search and add those references into my library they get added to the ones that are already here so it can get very untidy very quickly so it's probably a good idea I know that I've sent those across now or I'm stuck I'm on my way of sending them across to EndNote so I could now delete those delete them and then my library now is empty so the next time I put some references from Google scholar into my library I know that I will only be seeing the references that I've just sent across okay so just that’s something to bear in mind and again what it's done is dropped a file down to my downloads folder so I can open that and again it will run them into EndNote so they're my three references there so again they've been added into the all references can you see there the imported references say three and that's these references here so the imported references folder gets overwritten every time you add you import some new references so these are the ones I've just imported it's telling me that I've recently added within this session I've recently added six references which is correct and these three references that I've just imported I haven't added to a group so they are still in my own file folder okay so that's what that's telling you up there what I'm going to do we're going to quickly go back if to Google scholar if you don't have a Google scholar account don't panic okay some people don't so what you do if you've done your search here you think well actually I quite like the look of that paper there okay what you can do is you can send references across toy our EndNote library in a slightly different way now the problem with Google scholar is it it has to be done one reference at a time which can be a bit tedious so but if you're not using them the my library if you click on the little quotation mark there okay it shows you the different referencing styles and then what you can do you can put it down there into EndNote okay and it will drop that file down there okay and then you can do it in the same way so you don't have to have a library account if you download references in this manner and when you try to right click on this file if it doesn't work okay don't panic because there is another way of getting the references into your account so I could right click on this file from Google scholar and it would go into my EndNote account I just want to show you a slightly different way of getting references in so if I go back to my EndNote account I've got that one reference that I've selected from Google scholar but it's not in my account at the moment so just to backfire so what I've done here is I've downloaded one paper from Google scholar and for I've not been able to automatically import it across into my into my EndNote account so if that happens what you can do and again the instructions are on our are in the workbook and on our web page so you come up here to file and you go to file and you can import and you import that file and so you go away and you look for the file that you've just downloaded which will be in your downloads document okay so I'm going to take that one that one there okay and then in this import option drop down you need to tell EndNote where you've done your searching okay now what happens here is a little bit like the referencing style that we saw earlier you get a default list of very generic things which generally isn't that useful and then but then you can go away you can find other filters so these are the other filters these are the databases that I use on a regular basis so because I've used them once its pulled them across into my default list now at this point here there are what I'm trying to put in Google scholar if I go into other filters you can see there's a whole long list of them okay all the different databases but if I get to Google scholar okay I can get there and oh hang on a moment there's nothing there for Google scholar equally I might have gone to a journal so I may have gone to the Harvard business review or the British medical journal and I've managed to export a reference from there to EndNote and now when I've come to upload it into and upload it into EndNote I've got no option okay so you what you don't see here you don't see individual journal names either there are two generic filters okay which are in the workbook that will get around this problem the first one oh lost my alphabet is called EndNote import there it is okay so your first one there is is is called EndNote import and that's the generic style okay and the other one is one called Refman RIS so they're two generic import filters that work with most files okay so then the two really key ones if one doesn't work try the other I've never had both fail on me so if one doesn't work try try the other so if I just go back now I know because this has come from EndNote I sorry from Google scholar I need the EndNote import option so I'm going to choose that option there and now I'm going to import that reference okay and that single reference has gone across and it's telling me that that's now imported into my account yep so that's a slightly different way of importing the references okay it's not as quick and as easy as the first two ways and it's kind of like a midway point it does download the reference but then you have to push it into your EndNote account.
Manually adding references
I'm just going to show you how to add a reference manually so it may be that you've read a chapter in a book or you've got a web page or a report that you want to reference okay and you can't see any way of being able to send it automatically across into your EndNote account so if you come up here you've got a references tab so if you click on there and then new reference you get this rather terrifying form template to to fill in but don't don't panic most of it you that you can ignore okay there's a couple of things to to mention one is that you need to tell and know what kind of material you are adding so the default here is journal article but if I come down you can see click click on that drop down you can see there we've got books we've got a book section or a chapter okay you've got lots of different they've got an edited book there lots of different options there government document British government documents are always so difficult to to reference certainly ones from the UK are so my heart sinks when people come with an example of a government document because they're always always tricky if I scroll down to the bottom you see you've got things like a web page it might be a published work it might be a report so you choose the format that you a readding so if I choose to add in a a report and then what it does is it changes the fields that it gives you what you need to think about is okay when I have my this reference displayed in my reference list in my assignment what bits of information do I need to report okay what bits of information need to be there so you'll need an author a year a title for a report because it's a report you'll need a place of publication and also the publisher okay it may well be that it's online so if you scroll down there is a URL box there so you can put the web address in there and remember if you are citing electronic bits of information and you give a web address as a general rule most styles then also want you to give an access date so that's the date on which you look to that website okay and basically you're just covering yourself because you're saying well when I looked today on the 5th of November 2020 that website was there if in six months time som ebody reads your work and tries to click on that link and it doesn't work and the page is moved but that's not your problem okay it's not your responsibility but you're saying when I logged in you know on this day it was there so it's covering you as well and the only other thing to mention when you're adding references if if I start adding in authors here so if I start putting in can you see there it's picked up Johnson and is giving me suggestions so these are authors that are already in my library so it's creating an index so I might say no actually carry on so this is me I can you see there now I that name has turned red because that's a new author name in the database so it's creating an index that goes along if I want to add a second author okay I just need to put them on another line okay and can you see what I've done there is after the the last name there I've got a comma so I've got Johnson comma initials I've got Perkins comma and an initial that comma is really important because that is telling EndNote that that's the information that needs to go into the in-text citation in my document okay so that's fine for an individual author you put the comma after the the person's family name however it may be that this particular report that I perhaps written with a colleague we're not the authors the university says to us no actually the university is the author so the uni…the author becomes University of Warwick library okay so that's already in my account that's fine what I need to do is just make sure I'm going to put a comma after the organization's name and then it treats the organization name in the same way as it treats the family name or the last name okay so when I put this into my document the in-text citation will say University of Warwick library2020 whatever year I I've dated it for okay if you don't put the comma in it tries to work out which bit it thinks might be the last name and normally it puts it it abbreviates it so you'll end up with u dot o dot w dot l dot okay and it just doesn't look right okay so it's just a tip if you are going to be using a lot of corporate authors just to remember to putt he comma at the end of the organization name it's one of our frequently asked questions because you don't realize when you're entering the item then you generate your reference list and then when you look at your reference list you think oh agree something's gone wrong there what's happened there the good news is actually if you're using the desktop version it's much easier to fix than in the online version because you can come back into here put your comma in and then you just refresh in word and that will make the changes for you okay not quite straightforward in the online version but the desktop version should do that quite easily and then when I want to save this I can just click on there EndNote isn't like word it's not it doesn't ask you all the time everytime you do something whether you want to save it but it will ask you that when you create a new reference and it will save this reference and add that into my library there we go so it's appeared there at the top of the list there so different ways of getting the references into your account.
Adding a PDF full text of articles to Endnote
So that's adding the references to your account, so we're nearly ready to go back to Word and see how it works with Word. One thing I just wanted to point out is can you seei n the in the main window here on this left hand side some of my references there have got a paper clip next to them okay, and if I click on one of the references with a paper clip and then come back over to this right hand window, we looked at the reference and at the preview of the referencing style earlier on. There's another window there and that's the pdf. So the paper clip indicates that the pdf, the full text, has also been saved to my EndNote account okay and again this pdf handling is better in the desktop version than it is in the online version so you can come down here and there's your your paper there. Pop it out and then you've got all the annotation tools there so you can highlight the you can highlight the reference and annotate it and stuff okay, so your full text is there. Now in terms of getting of pulling the full text in, if you've already got some pdf files that you've already found and you've saved okay, you can have a go at uploading the pdf file directly into your EndNote account. It's a bit hit and miss because it depends on how the pdf document has been created and if it's a newer pdf you've probably got more chance of success if it's quite an old pdf then you know it's using kind of different kind of technology it won't do it but if you've got some pdfs already on your on your documents file, maybe you can come into file and you can import again. You could put all your pdfs into a folder and import the whole folder. If I go into file okay and then you choose the file that you want to, that you want to import okay so you can look to see if you've got a pdf, so I've got a pdf one there, let's just try that one. So if I try that one and then my import option this time instead of it going to be being that EndNote import it will be the pdf so I'm going to import this file which is a pdf click on import and we just have to wait and see what happens. So this is trying to import that into my account, there we go it's thinking about it, okay so there we go. So can you see there okay yeah no that's imported that reference in okay and if I look at that reference there and if I look at the preview tab there, if I look at the reference, I can see there I've got vole number and pages so that's fine so that's gone across absolutely fine so it's pulled that reference across it's in my library now but I've also got the pdf associated with it as well okay. So that's great if you've got some pdfs already you can pull them or push them into your EndNote account. If you add references from say our Google Scholar search okay, they won't or Web of Science, they won't go in with the with the pdf attached, so what you can do if you've got references in your account if I just select references, so I've selected those references there, so none of those have got a pdf attachmen tto them. There's an icon up here that looks like a... I always think it's a cross between a magnifying glass and a steering wheel but you can see that it tells you that's going to find full text so if I click on that icon there, down here on this left hand side it will start looking to see if it can find the full text for those papers. Now again it's very hit and miss if you get anywhere near to 50% you're doing quite well. Okay so we've found one here it's indexing that for me, okay so it's found the Viagal paper theres o you can see there's it's added the paper clip and it's just going away and it's starting to have a look at the others, so we'll see if it finds any more. So that's the second one there. Okay. There's one more to go. So you can see at the moment though so it's not... it's found two, not found four, and it's found a URL for one of one of the papers that was missing. So, it's pulled those across into your account okay. So that's another toolt hat you might want to use. Now something else in terms of customising the library when you yeah, nothing is happening. Okay, it might be to do with this type of pdf file. So have you... on the import option did you have you select... if I go back to import file, have you selected pdf as the import option? That's first drop down, okay you get from there but then it it's matching the file types and it still may or may not do it just depends on the on what quality of the pdf file you've got. Okay, so now yeah it has done it, sorry yes. Okay yeah...that's it yeah, it's just a little tip. So will depend on pdfs as to how you know... older pdfs it tends not to be able to deal with, so in actual fact if you look here the two that it found in my search were from 2014 and 2020 the rest were all older and it hasn't haven't found them so it might be you just can't import them in. But what happened when you import or when you go and look for the full text, is that obviously a lot of the journal content is behind the paywall, so that's the content that the University pays for via a subscription. So,
journals that are now published as open access that's fine, EndNote can interrogate those and it can pull them back into the account. When you go to pull the references across to find the full text, content that is behind the paywall it won't be able to get access to okay. Now what you can do is in EndNote, I think someone's already been there, but you've got this option at the top there to edit and if you come down here and go into preferences there's all sorts of different things that you can do. You can change the view of your of your library. If you go into edit and preferences, the one I'm going to show you there is this option here to find full text. So again what you'll find as a default is that these boxes are ticked but what you need to do, is you need to add in this web address and again, it's on our home page on the EndNote page from customizing your library section. If you copy and paste that web address into the open URL path, that will improve your chances of finding the pdf okay. It's not a complete solution okay, it won't find all of them but it will improve the chances. So what happened is that when you push out from EndNote and say can you find these full texts, when you knock on the door of certain publishers, the publisher will recognise that address and go 'okay you're coming from Warwick, you've got a subscription' and it kind of lets you through okay, and then we'll give you the the full text. It just depends where the publishers are working with that system okay. Now one of the big publishers is Elsevier, they do the Science Direct and they're not always very accommodating. So they never used to be, I don't know whether they've changed their mind, I very much doubt it. So a lot, that's why sometimes you can miss a lot of content because if you're going to the ScienceDirect or Elsevier you're knocking on the door but they're not opening it okay. So, that's just a sort of a technical issue that EndNote and Elsevier need to negotiate between themselves. But that's under edit preferences, find full text and then just pop the web address in there. That's EndNote, what I want to do in the last 10 minutes is really go back into Word and show yous ome of the tips and tricks. So really when people use EndNote it's the bit with Word that gets people really excited because it generates a reference list but actually the really important bit is getting the references correct in EndNote. Okay because if the end, if the references are wrong in EndNote then they will generate and format incorrectly in your reference list okay. So it is really important that you crack EndNote because if you crack EndNote and you get the references in there correctly, then it makes the connection with Word a lot easier okay, but a lot of people kind of put the emphasis on the Word side of things and not the EndNote bit and that's really the wrong way around.
Cite While You Write: Endnote and Word
Setting or changing referencing styles in Word documents
But if I go back into my in my Word document here: so I pulled some references across earlier on, so here's my document that I've come back to so I've added some references in there and start... I'm starting to create a reference list down here okay and I'm in the Harvard style so it's in an alphabetical listing. If I decided or if I submit some work to an organization or a company and they don't want you to use a Harvard style okay, then what you can do in that drop-down box at the top you can come back and you can select another style okay, and then you just find the name of the journal. I'm going to go with the Vancouver style which is another general style, but it's a numbered style. So if I now switch my references to the Vancouver style they all reformat, there they go, just be being a bit slow. So the in-text citation will change to a number and the order of the reference list will be in that numbered order okay. Here we go, drumroll please, it's thinking about it there we go okay. So you can see now rather than having the author date, I've now got references, I've got a number and the references are in that numerical order okay. So this probably won't affect any of you at the moment because you're using the Harvard style but if at the latest day you need to use a different style then it can be really helpful.
Moving the order of references in Word documents
Now the other thing that you can do: I might decide actually that sentence there I don't want that there anymore so I'm going to cut that from there, and I'm going to post it in. The problem with that is that now my references are out of order okay but what it would do will just automatically update and you go, okay you've moved that reference there, so it was reference number two but you've moved it so it's now reference number five. So it always keeps thec onnection between whatever number you've got here and the order that it needs to appear in the reference list. So if at any point you do end up using a numbered style of referencing EndNote is a really powerful tool for making sure that you never lose that that connection okay. I'm going to go back into Harvard because I just find it easier and that's what we're all using. In Harvard it doesn't matter, you can move your references, your in-text citations around in the text because your reference list is always sorted alphabetically by author. So you could move references around and it doesn't affect the order of the reference list okay. So as you add references to your account here we go it's just changing back. So I've moved A and Pingali to the bottom okay but it's still at the top of my reference list here because I'm in the Harvard style and that's what Harvard does okay. So, Harvard makes a little bit easier okay. On the document you see what we are saying now that is your actual Word document? Absolutely yeah, so you ,just you...just save this as a normal Word document so you can save it and then come back to it and that's yeah that's just your normal Word document. There is something you need to do right at the very end of the process but while you're working on the document yeah this is your document yeah.
Removing references from Word documents
So what you might want to do, I've moved that reference and that's fine, but I might decide I might read back what I've written and decide I want to delete something or I might realise I've gone over my word count and I need to edit that means taking something out. So I might decide that I want to you know get get rid of the this reference here okay for J. Now can you see when I click on a reference it block highlight sand the reason for that is that that if that's the information that's being pulled in from my EndNot eaccount okay. So if I, well let's just take this one here, no let's try one if we go back to Janette and I decide now that I don't want that reference in my document anymore I'm going to remove it you can just highlight it and delete it and it will update. That's not what I would recommend that you do because what happened is that when you pull a reference in from EndNote, you see this version here but behind the document, embedded in the document is something called a field code and it's a bit like the html that sits behind a web page, it's all the coding. So if I just delete this reference now from my account it will go not from my account, from my Word doc it will go out the Word document you'll see it disappears from the reference list. The danger can be is that sometimes it leaves the field code in the document and then what can happen is you can quite happily open and close the document a couple of times and then suddenly you'll open the document for some reason it will find the field code and it pops that reference back into your document and what we end up with we end up with it either as an in-text citation but not in the reference list or the other way around and it's really difficult to work out where it is and to get rid of it. So if you do decide that you've either added in a reference that you no longer need, this is a few extra steps but it keeps your document cleaner, and less likely to corrupt. So what you need to do; we'd be looking at the insight but you've got that option there to edit and to manage citations. Now this does look a bit clunky and a bit old-fashioned I'll mention at the end there is a new version of EndNote coming out, well it's out actually, I'm not too sure when we will get it and so I haven't had a good look at it yet but I'm hoping this might be a bit more, look a bit more modern and be a bit more a bit more slick than this version. But I've clicked on that edit and manage citations, it highlights in blue the reference that I'm dealing with and I can click on that drop down and I can just remove that citation. It removes it from this Word document, it doesn't take it out of your EndNote account okay, it stays in your EndNote account, just takes it out of this document. So if I click on remove citation and okay it will take that reference out, here it goes, it will take it out of the as an in-text citation and it will also take it out of the reference list okay, because it knows that's the only time that I've cited that document so now it's come out of my reference list and it's gone from this document. If I decide that I want to delete this in-text citation okay, I've cited it here but I've also cited the same reference there okay but if I decide I want to get rid of this one because I'm getting rid of this sentence or this paragraph, I just do exactly the same again and I just remove that citation and click on okay. There we go so that reference is gone but this left, this is the same paper it's still I've cited that elsewhere in my document so that reference stays in my reference list yeah. If I delete this in-text citation it will disappear from here okay, so when you delete the last instance of a reference that's when it will come out of your document altogether okay. So you know you do get those papers where you know they're really important and you kind of cite them throughout your document or assignment because they're a key paper okay so you might cite them you know five or six times but there might just be one instance that you want to get rid of because, that's how you do it but it keeps the other instances of that reference in your document okay.
Inserting multiple citations in Word documents
Yeah if you want to add multiple citations okay, you can add here, now there's different ways in which you can do that. So I could come into insert citation, but can you see here you've got this option here to insert selected citations? So what you can do: if I went back into EndNote if I don't insert all of those. So, if I wanted to insert those four references all in one go okay, I've selected them there ifI go back into Word and insert citation I can then insert the selected citations. If I click on there it will pull them across and it should put them all in the same bracket. There we go, just slow enough to make you think that it's not going to do anything and then it kicks into action. So that will pop those in and they should go in okay. So that's pulled them all across and can you see there it has actually put them in alphabetical order, so the the four references have gone across in alphabetical order and that's a setting within the reference style okay. So when you become a slightly more advanced EndNote user you can go in and you can tweak and edit the reference styles of the reference style if you want, if you would prefer that the these multiple references went across but they were displayed in date order you could do that okay but bear in mind that you know you've got to make sure that you're sticking to the rules of that style but sometimes people want or need to do that so, but at the moment that's the that's the rule there. So it's taking them acros sinto alphabetical order and it's just put the semicolon between each reference and that' show it knows that they're different references and they've all been dropped into the document there.
In text citation etiquette
The other thing that you might do and this might happen with Harvard style and it kind of does depend on your writing style as well is a... and I do this a lot, it might be that you want to, rather than putting your authors at the end of the sentence you want to put it at the beginning of the sentence okay. So I could go into insert citation, there we go, so, oh very slow, so if I put that one in anything I want in my account notes if I add that one in and I just insert it it will just do the... I'm going to assume that it didn't respond to my last click, so if I just double click on this additive it will add it as Martinez comma1992 and it will put all of that into the brackets. Now if I'm starting my sentence with the author I don't want it to look like that, so rather than just clicking and hitting the insert button in the desktop version if you come down and click on that insert at the bottom can you see you've got different formatting options there as to how you want the in-text citation to be treated. So I could choose this one here display, insert and display as author, and then just a year in brackets so if I choose that option, there we go, it often knew what I wanted to do and waited for me to catch up so I can set that one and then I can put, you know argue that and then that put it in there, and then that works that works that way yeah.
Inserting page numbers into in-text citations
The other thing that you might need to do is that you... if you have made a direct quotation if I just put quotation marks online that's a direct quotation, it's not your words, you've got to give credit back to the authors okay, else you're going to find yourself falling foul of plagiarism and nobody wants to go there okay. So, if you've made a direct quotation not only do you need to make that clear by putting it into quotation marks when you reference it, you need to give the page number as to where that particular quotation came from. So think about that when you are making notes, however you make your notes, okay then make sure you're at any quotation that you highlight and that, you pull out make sure that you take the page number as well because if you don't do it when you're making your notes you're gonna have to go back and do it at this point here and that's you know that's a real pain if you have to do that. So I've made a direct quote there if I click on Edwards again and go back into that option to edit, so that's the reference, can you see down here I've got some different boxes so I've got prefix, suffix and pages. Now this is just another quirk of EndNote if you are using the Warwick WMS style okay, you can put your page number information into the pages box which would be the obvious place to put it okay. What I would probably recommend that you do is that you actually put the pages into the suffix box and the reason for that is if at some future point you change these references into a different referencing style you need it to pick up the page number information and for some reason a lot of the styles read the information that's in the suffix box but they don't read the information that's in the pages box so if you've put your page number information in the pages box which you know it's kind of leading you to do that, you might switch style and then suddenly your page numbers don't display. So to absolutely make sure that your page number will always display regardless of what referencing style you've chosen if you put them into the suffix box then that will work but if you are using the WMS style and you just forget that and you see pages and go that's what I want that's fine, they will display okay. So the pages, well either page or suffix, will display for the Warwick WMS style. So I'm just going to do it into something now. You need to know how your department wants you to specify the page numbers, so sometimes they literally just want you to do a colon and the page number so if I click on ok there, it will add those page numbers. I'm just conscious of time probably need about another five minutes, but if you need to dash off then that's fine. So can you see there so now it's saying Edward, 1995 and that's telling your reader that that quotation came from page 76. So that's one way of doing it. Another way that you will see, if I just try this on a a different reference is that sometimes people do, might want to put the p for the page number in and you have to put in all the punctuation as well so if I could do comma space p dot 34 and if I click on ok now, okay now you can see there he's put it in there so people have different preferences for what format they want. Check to see what the guidance is from your your department but whatever way you decide to do it stick with that format throughout that document okay. Don't do what I've just done and do p.34 there and colon 76 there you need to be consistent in the in in the formatting that you choose. If you choose to do it a different way in the next document that's fine okay but be consistent within this document okay.
Checking for reference errors and finalising your Word document
The final thing that I'm going to mention is I'm going back to the gentleman who asked about whether this is actually your kind of working Word document, yes it is okay what you might find there's a couple of things, what you might find is that when you look at your references you might spot that there are some issues. So actually this very last reference here can you see haven't got any page numbers okay, so I need to go and investigate that because so I've got two options I could go find the page numbers come into my EndNote account, find that reference and then click on it and edit it okay and add the page numbers in that's fine and then I can come back into Word and I can update citations and bibliography up there okay and that will make the changes for me okay. The other thing that sometimes happens is that people don't often find the page numbers and then they go: 'oh I know I know the page numbers there, so they were 30 to 35', so they add that in there and they think: 'oh that's great I've added my page numbers in there that that's fine'. The problem with that is that you haven't told EndNote about the page numbers. So it will let you put them into Word but when you close your document and when youre open the document in Word those page numbers will be missing because you didn't tell EndNote about them okay, so it can't hold those changes. So we do get people who spend a lot of time at the end just formatting doing a little bit of extra tweaking and formatting only to discover that it hasn't kept those changes. Okay, so one way of doing it is to go back into EndNote, change the reference in EndNote and then update citations and bibliography there okay. The other way of doing it is to convert, create a second version of this document. So I said earlier this document here is linking back to EndNote okay, but what I can do here I've got a button there and a drop down and I can convert this text to a plain text version and if I do that it tells me here it's going to create a copy of my document but I'll still have the original one as well. The copied document won't have any linking back to EndNote, so if I click on ok it creates a second copy of my document, this one now called document one and when I click on my references nothing happens okay, so that's a if you like, I always think of your first document has been a live document that's linking directly back to EndNote, this one you've cut the link between Word and EndNote so if you did then want to do any last minute editing or you know proofing and changing of stuff, then you can do that and it will hold those changes. You can see there's how that page number changes there okay, because that's just something to be aware of and also if you are asking that you are submitting your assignments online through tabular or whatever system your department is using once you've got your document as you want it to be.
It's a good idea to convert it to a plain text before you upload it anywhere and because sometimes the document can corrupt slightly okay.
Conclusion and further help
So that's that there so I hope that's given you an overview of the software. It is a really useful bit of software. It does divide opinion some people think it's marvellous and they sort you know couldn't live without it, other people just think it's absolutely terrible and can't get on with it at all okay, but I would try and give it a go. We've looked at EndNote there are other products out there there's one something called Mendeley and something called Zotero, so they do exactly the same thing anything that you've put into EndNote if you move to Mendeley you can take all your content with you. Okay, so they're compatible at that level and if you start with one product and you don't get on with it you could move to Mendeley. Okay so there are freely available versions that you can install. The other thing is we've looked at EndNote we're on 19.3, EndNote 20 has been released and I can stop sharing my screen, and EndNote 20 has been been released. I don't know when that will be available to us, you'll be able to continue using EndNote 19.EndNote 20 doesn't look that different to what it looks like now, it's a bit different not massively different, but I think some of the workflows are quite different but I haven't had a chance to have a play with them yet so just bear that in mind. What you need to do in EndNote is if you if you come into edit and then preferences, which I think is where you went, you need to just come into folder locations okay, so you've got a style folder here so you just need to make a note have a look and see where your style folder is pointing. Now mine is pointing to a network drive which is a bit unusual but yours will be pointing to the c drive I think. Let me just see where this one goes. Yeah because I'm on the network, so yours will be it'll probably go to the c drive into the programme file so just double check where your styles folder is is pointing to. So if you, if I now go back here so this is the EndNote page okay. So I've got under students and EndNote and then if you come down and choose the option there for EndNote desktop and then there's a section here for customising your EndNote. So this is the file here okay, so we need to save the file okay. So if you open so there's the file, I've saved that file here and then what you need to do you need to drag it into that spouse folder. So probably what you'll need to do and say all machines are set up slightly differently but if I come here under my file box there okay, what I need to do is if I come down here onto my c drive can you see there I've got programme, programme files, x 86, I know that that's where EndNote is on my machine so I come under there and then there's EndNote and then can you see here there's the styles folder, so what I then need to do is the downloads that I took there's my Harvard WMS style in the downloads folder, what I need then to do is to dragt hat style into the styles folder. So I hope you found that useful if you've got any questions at all then please do email us the end you can either email me direct or you can email endnoteweb at warwick dot ac dot uk.
Customising your EndNote
The following information is for customising your EndNote on Windows software. For Mac OS download the training guide.
- Install the Harvard (Warwick WMS) referencing style
- You need to copy this file to the Endnote Styles folder on your machine. For example, if you have installed Endnote to your C drive, go to C:\Program files (x86)\EndnoteX9\Styles
- Finding full text articles in EndNote Desktop
- Go to Edit > Preferences > Find Full Text. Make sure that all the boxes are ticked. In the Open URL path box enter: http://pugwash.lib.warwick.ac.uk:4550/resserv
- Go back to your EndNote Library, select the references you want to check for full text availability and click the'Find Full Text' icon
- If the full text is found, it will be added to the reference
- Sending records from Library Search to EndNote
- You can send the details of books found in Library Search to your EndNote account. (You cannot send articles found via Library Search to EndNote). To do this, go to Edit > Preferences > Folder Locations and note the location of the Connections folder. Then save this file and upload to the Connections folder.
- Note for EndNote desktop users (April 2016) – If you have already downloaded the connection filter it will need updating due to a system upgrade.
- Either re-install the filter using the above link or Go to Edit > Edit Connection Files > Choose the Warwick connection file (normally called EndNote_u_warwick) > Click Connection Settings > In Server address field remove 126.96.36.199 and enter webcat.warwick.ac.uk.
- Removing duplicate references from EndNote
- The default settings in EndNote will check for duplicates by comparing title, author, year and reference type. This will only find a proportion of duplicate references. It is advisable to check for duplicates using different settings
- This table provides a guide to selecting the different settings
- To change the duplication preferences, go to Edit > Preferences > Duplicates. Select the criteria to search on as directed by the table, click Apply > OK
- Select the references you want to check for duplicates and click References > Find Duplicates. If any duplicates are found, they will be displayed next to each other on the screen. To view all duplicate references together, click Cancel and right click. Duplicate references will be highlighted in blue and can be moved to the Trash folder
- Repeat this process for each line in the table, although you may want to ignore the very last line. It is advisable to check duplicate references carefully
Need help with importing references from the various databases to your EndNote account? Find your database and follow the instructions.
Access EndNote Online
The videos below will show you how to use EndNote Online to collect and manage your references, and to automatically format citations, reference lists and bibliographies in Word. Use the video thumbnails on the right to scroll through the series of short videos.
Help for EndNote Online
- Download our guide to getting started and using the main features of EndNote Online
- Need help with importing references from the various databases to your EndNote account? Find your database and follow the instructions
- Any other questions? Have a look at our FAQs covering access, reference management and formatting documents
- Contact the Library at endnoteweb at warwick dot ac dot uk
- For technical help with installing the desktop version of Endnote, please contact IT Services on 024 7657 3737 or Ext. 73737, or helpdesk at warwick dot ac dot uk
- Additional help for both EndNote Online and EndNote Desktop can be found in the EndNote Knowledge Base article search or LibGuide.