Top tip number 1
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)\Endnote20\Styles (Windows) or Applications > Endnote > Styles (Macs).
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.
See further comparisons between the two versions.
Both versions of EndNote are compatible with Windows and Mac. View compatibility and system requirements.
- 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
- There are various videos and guides that can offer additional support
Watch a recording of one of the Library’s training sessions
Video contents list
- 1:24 Referencing styles and additional resources
- 6:59 How to create and organise an EndNote library
- 24:34 How to add references to a library
- 27:39 Importing references from Web of Science
- 32:47 How to create groups and add references to a group
- 36:39 Importing references from Google Scholar
- 42:18 How to add a reference manually
- 49:07 How to handle PDF files
- 54:30 Find full text
- 59:33 Install the Harvard (Warwick WMS) referencing style
- 1:00:22 Working with Cite-While-You-Write
How to create and organize and EndNote library (EndNote 20) - recording transcript
Hello. Welcome to this session that will show you how to use the EndNote 20 software. My name's Sam Johnson and I'm one of the Academic Support Librarians at the Library. So the EndNote software is a really useful bit of software and what it allows you to do is whilst you're doing your research and finding lots of different references EndNote is just a way of managing all those references.
So essentially it just allows you to create your own database of all the references that you found whilst you've been searching so that could be journal articles, it could be books, it could be chapters in a book, it could be a report, it could be a podcast or a blog post, something like that.
So the aim of EndNote is that you put all of that content into EndNote and then it's all stored and saved in one place so it's really easy for you to refine those references when you start to write your various documents.
The really clever bit with EndNote is that it links with Word so once you've got all those references into your account you can then go to Word you can start writing your various documents and assignments and then what you can do is you can then insert a reference at the point where you need to do that and then you can also tell the software what referencing style you want to use.
Referencing styles and additional resources
So if you don't know what referencing style you need to use then check that with your supervisor or with the department and they will be able to give you advice on that. In the session today I'm going to stick with using just a Harvard style of referencing but I will show you how you can switch between different referencing styles.
So this is our EndNote homepage. It sits on the Library home page under the heading there for students and then EndNote there. So you've got welcome information at the top there.
If you need any help then that's the web address endnoteweb at warwick dot ac dot uk. They've also got a link there to the IT help desk as well. So I'm going to show you in a minute where you download the software from. If you have problems installing the software then you'll need to go back to IT Services for help and advice.
If once you start using the software you have problems using the software and something's not working correctly or you're not too sure what to do that's when you need to contact the library okay.
So you can email us on endnoteweb at warwick dot ac dot uk or you can just email us at library at warwick dot ac dot uk and that will get through to those of us who deal with the EndNote enquiries. So that's all about help.
If you come down here okay there's a little bit of information there about what EndNote does and then we have got two versions of the software. So the one we're going to have a look at in this session is the desktop version that gives you much more functionality.
The online version is a cloud-based version of the software and you can register that - it's free. You don't need to pay for that for that one - it's free. The desktop version is associated with the license that the University pays for.
So if I just click on that option there for desktop you can see there it will tell you where you can download the desktop version from. Okay so we're using EndNote 20 today. You will see a link to EndNote X9 which was a previous version but I would recommend that you download EndNote 20. And then you've got a recording there.
This recording you can link to that from there and then down here we've got various additional things that you may want to come back and have a look at and I'll have a look at some of these in the session but installing the Harvard style of referencing - I'm going to concentrate on Harvard today.
If you are using the Harvard style of referencing then just check with your supervisor just get an example of what the Harvard referencing style looks like.
So the golden rule of referencing and what people like myself will tell you is to be consistent - that's the golden rule of referencing. However with Harvard there are lots of different versions of Harvard and universities and organizations like to tweak the formatting of the style.
So the university does not have a single referencing style that it wants everybody to use. Each department and school is free to promote their own referencing style okay. That also means that there's no Harvard recognized style at Warwick either.
However this style here which we'll have a look at later on is called Harvard (Warwick WMS). That's style that the Medical School uses. That's the school that I work most closely with so if you like this has become sort of a de facto Warwick style but it's not an official Warwick style. I know the Business School are using it and usually in Life Sciences as well and I think WMG so it is used. It's not an official style. Having said that, I've never had anybody come back to me saying "I used that style and I got into trouble because it was wrong - it was a wrong Harvard style" okay. But we'll have a look at how the Harvard style changes but because this is a locally designed style you will need to download this file to your own machines okay.
So we'll come back to that later on. Another thing we'll have a look at is that there is a way within EndNote where you can find full text of papers so I'll come back and do that later on as well, and just while I'm on this page right at the very top here okay you can see the little tab here about importing references.
So one of the things we'll have a look at in the session is how you send references from a database search that you've done how you send those into your EndNote account.
So this page here is just a page of instructions for some of the key databases so if you're doing this subsequently and you just need a bit of a reminder, a bit of help, then you can come down here find the database that you're using and it will give you the instructions okay. Need any help with that at any point and you're more than welcome to email us and we will get back to you. So that's the EndNote home page okay.
So what I want to do then is start showing how the EndNote system works.
How to create and organise an EndNote library
Once you've downloaded it onto your machine you need to open it. So mine is sitting just here okay and that opens. And the very first time you open the account it will ask you whether you want to create a new account or a new library, so not an account, a library, or open an existing one. Now I've already got an account here so mine was already open.
So you have two options and then you need to create a new library. You need to think about where you're going to save that library to. So if I just come up here and go into File and then Create a new library okay, it will ask you where you want to save the library to.
Now EndNote doesn't like being saved to a network drive, so if you are using a university machine it can be quite a little bit problematic. Because I'm on a university laptop now so the desktop is effectively a network drive I've got a network drive here with a h drive and an m drive so they're all network drives and EndNote doesn't especially like being saved onto a network drive.
So if you are using a university machine then the advice is to save it into the Documents folder okay. What you need to be aware of there of course that won't be backed up so you need to make sure that you're keeping a backup of your EndNote library. If it's your own machine then obviously you can keep it wherever you want.
So you could put it onto the desktop okay or if you've got various drives you could you could do that as well okay but it doesn't like being on network drive. It also doesn't like being saved in the cloud either.
So it does mean that you will need to make a backup copy of your library and I can show you a way of doing that but again if you're on your own machine you could perhaps use an external drive and make sure you've got a backup copy okay.
The other thing that you need to be aware of when you create an account is okay I can say here I'm going to put into my documents folder and it will ask you to give it a name so I'm just gonna do the library test for now. You can see here these are libraries I've already created but when you create an EndNote library it actually creates two files.
So this is the sort of the library file but if I scroll down here can you see, not that easy to see okay, keep coming down okay, oh some of these yellow folders here we go. Can you see where it's saying testing.data bob.data galway sync.data? Anything with that data extension that's the other half of the EndNote library.
So when you create an EndNote account you've got a library file and you've got a data file and if you move these files you have to move both files okay otherwise the library won't open. So bear that in mind when you are taking a backup of the library.
There is a way where you can compress the two files together and I'll show you how to do that later on but be aware that it creates these two files and quite often people see this top file because that's the obvious one and it's kind of a slightly prettier looking one as well okay and they see that and they think "oh yeah there's my EndNote library" and that's what they send to a colleague or that's what they move on to another drive or another computer and then the library won't open okay.
So you've got these two files that you need to be aware of. So that's creating a new library. I'm just going to close that because I already have a library open here already okay.
So this is my EndNote library so just to show you around the main screen here. In the middle you can see the references that I've already got in my account. So you can see here you've got various headings across the top. These are all fully customizable so you can have whatever headings you want in whatever order but you can see there I've got details to do with author year title the reference. Mine are all journal articles but you might have books or conference papers or podcasts. And then it also tells me here where which journal it's from. If I just scroll across a little bit you can see here I've added in some extra columns here so this isn't the default setting.
So if I just right click on one of those headings these are all the different headings that you can select from and that's what will display in this middle part of the screen so you can have it set up however you want it set up. I've got volume number and pages. I get involved in very big searches and we want to get rid of duplicate references and actually being able to look at the numerical data is actually a quicker way of being able to identify duplicates more often than not so that's why I have volume number and issue page numbers.
So that's setting up the front screen there. If I click on one of the papers okay you can see here okay you get sort of a preview of that on the screen. So you've got various views here.
So this is a summary view and you can see for this particular reference I've actually got the pdf, the full text pdf, attached as well okay. So again I'll come back to that in a minute. So this is the reference there.
So I can scroll down there so I've got the title okay the authors come down here okay and I just get the summary the abstract of the abstract of the of the paper. If I click on the Edit option okay you can see here this now breaks it down into the different component parts okay and I can go and I can edit this.
So if I suddenly discover that I'm missing page numbers or a volume number I want to add something in then this is all editable. So you can click on there and you can and edit any of that content and because I've got the pdf saved with this record if I click on the pdf here's the pdf document there okay. You can see it there. You can open that in another window there okay and you've got various all the annotation tools that you can use are just here so you can markup and annotate that pdf within endnote or within a new window okay.
If I come back over here to the main window and move along can you see some of the references I've got a paper clip next to them and that indicates that the full text of the paper is within the EndNote library.
Now as a general rule when you send content and references across to EndNote it won't automatically take the pdf okay. So adding the pdf is a separate stage that I'll show you later on.
You might be sat there thinking "Actually I've got a whole heap of pdfs already saved on my computer - is there any way that I can import those into EndNote?" and the good news is that yes you can. So again we'll come back and have a look at that later on. So you can pull in the full text of the papers so just come back over here and look at the summary. If I scroll down there the bottom page here if you... I'm trying to pull that up, there we go, that tells you the referencing style that you are using, there we go. So this gives you a preview.
So you can see here I'm using this Harvard (Warwick WMS) style. If I click on that drop down you can see there's lots of other different styles there that you can um that you can choose from okay but this just gives you a preview of how the reference will look in your selected referencing style okay and we'll have a look at that more when we go into Word as well.
Over here on the left hand side this is kind of the management bit of your library. So it's telling me here that I have got 50 references in my account. Okay I have a Word document open at the moment and I've got two references embedded into my Word document. It's telling me here that I've recently added these 50 references because I've just done that before this before this session okay. I've got no references in the Unfiled folder and I've got no references in the Trash folder either okay. But what you can see here is I've created some groups okay.
So I've got one group that I've called Asthma and I've got one that I've called Climate change okay. So as you add content to your account, you don't have to create groups you could just put everything into All references and you just have one big library or you can subdivide them up and put them into different groups okay. And one new thing with software with EndNote 20 can you see here I can now open different tabs?
So if I click on there, there we go that's moved it across, and now I can see those 25 references that were in my Asthma group. This is all references there so I've been very responsive okay and then what I can do here is I can add another tab in there that's come back so I'll go back to all references. But if I go into Climate change and then right click open in new tab so now you can see it on the top there I've got Climate change tab, I've got All references and I've got Asthma as well, so it just builds a bit more flexibility into the search So that's an overview of what EndNote looks like.
EndNote and Cite-While-You-Write
I mentioned earlier on that the really clever thing with EndNote is that it links with Word so what I wanted to do is just very quickly show you how it works with Word and then we'll come back and look at how you can add references into the account. So I have Word open already here okay so there's my Word document. When you install the desktop version what should happen is that you should see this EndNote 20 toolbar should appear as if by magic in your version of Word okay. Sometimes it doesn't. If it doesn't then that's a problem with the add-ins okay so let us know and we can help you through that.
It's usually just a bit of jiggery pokey in the technical side of things that we can get the EndNote toolbar displaying for you there. Okay lots going on the toolbar we're not gonna go through all of it now just the main bits. What I would say is here where this option here make sure the instant formatting is on. Sometimes it's the default appears to be off which I don't really understand because it's not that helpful. But make sure your instant formatting is set to on and then just here this is where you can select the style so if I click on the drop down there okay these are the styles that I sort of played around with.
So I've got sort of my default sort of own sort of favorites list there but if I click on Select another style there are hundreds and hundreds to choose from. I didn't do that, why did I not do that? There we go, just being a bit slow. So you can see there there's lots of different styles okay.
Now if I come down to Harvard okay you can see there we've got two versions. So at the moment you will see this version of Harvard which is the default version of Harvard that comes with the software. I've installed the Harvard (Warwick WMS) style so I see that one as well okay. I'll go back and show you how to install that later on. So at the moment if I just click on the Warwick style so I've added these references into my Word document and and this is how the Harvard style looks okay. Yeah, so you can see here I've added some references in and I've got the in-text citation here and then I've got the reference list started here.
If I want to add another reference type away okay. I get to the point where I want to insert a reference and up here okay I've got an Insert reference box. So I click on there and I've got the option here to insert a reference and then this takes me to a dialogue box that will pop up, there we go just being a bit slow. So what happens here the very first time that you do it you get this blank box okay. People think that something's gone wrong but at this point EndNote wants to know what information what reference you want to add into your account so because I've added a reference in previously, it's been a bit slow this afternoon, it's now inputted all those references. But the very first time that you do this you'll get a blank screen and you know you might think that you that something's not quite worked. So you have to put some information in there to find a reference. So you can see here I've just done a search for climate because I've got some climate change references in my account so it pulls back all the references with the climate somewhere in the reference okay. Equally if I know I'm looking for the reference by Higham or by Fu then I can search by an author name. So you can set up any criteria that you that you want. So if I decide I want this paper here, I can just double click on that paper okay and you can see there it's starting to add that into the document. Okay so there's the reference - it's added, has been added in. So I've got three references here.
I'm just going to drop that down a bit but you can see because I'm in a Harvard style of referencing it's generated the reference list and it's automatically put it in towards alphabetical order for me okay. All of these references you can see I've got the et al so that just means I've got more than three authors and it will automatically put the et al in for me. And this version of Harvard likes et al in italics and the full stop and then a comma. So it does all that formatting for you so hopefully you can see that it will save you time. Okay what I would say about EndNote is that you know you do have to commit a bit of time to it.
It can be very frustrating at times and it can seem that you're like you're wasting a lot of time and you know you might start thinking wouldn't it just be quicker to do this by hand okay. It's just one of those bits of software that you have to persevere with okay and if you can get to grips with it then it will save you time. But it's a bit like climbing a mountain - a very steep mountain. You can be halfway up and you just think "is it really worth it?" but when you get to the top the view is lovely okay and you think I'm glad I did that. So hopefully that's kind of the mentality that I would have with them, I would have with EndNote okay. So you know come back and ask us any questions as you're going along. It's often better to sort of do a bit, have a question, come back, ask and then do a bit more okay. So do persevere with it. So you can see that I've added that reference into my document. If I were then to change here I've got Harvard here already. If I were to change that to Harvard if you just watch the references at the bottom you will see that they will reformat. So this is still Harvard but you can see there the references look very different. So if you are using Harvard it's worth just going and asking and just checking what referencing style you need to to use okay. Some academics aren't too bothered which style it is, as long as it looks like Harvard. Other academics are quite pedantic in what style they in what style they want. To be honest I think most academics don't realize that there's different versions of Harvard out there. They've got they use the version of Harvard that they're familiar with and they just assume that's the, that is Harvard okay. But you can see there's quite a difference between the referencing style so decide which one you perhaps you prefer or check what is recommended from your department okay. So I'm just going to switch back to the other version of Harvard and then I'm set for next time when I come back into Word.
How to add references to a library
So I want to leave Word there and what I'm going to do is I'm going to go back into EndNote and just have a look at how we add references to the account. So there's different ways in which you can do this. Sort of the traditional way, the the obvious way to me, is if you are searching different databases, even things like Google Scholar okay, when you've got to the point of finding references that are relevant then at that point you can export the references to your EndNote account okay. So that's one way of doing it. Not everything that you find online you'll be able to you'll have the option to export, so if you find say a report from a charity okay, it might be available as a pdf but there's no way of exporting that data into your account. So there is an option to add a reference manually. Hopefully you won't need to do that very often okay. Some of you may never need to do that but that is another way of getting references into your account. The other way that I mentioned earlier on is if you have got some pdfs sat on your, on a drive somewhere, then you can import the pdfs into your account. Sometimes that works, sometimes it doesn't. It depends on the, it depends on the pdf okay. So what I'm going to do is go back onto the library homepage and just show you two different ways of getting the references across. So I'm going back to the library homepage. I'm going to use two databases: Google Scholar that I've already mentioned okay and another database called Web of science.
Now Web of science is a broad multi-disciplinary database so it covers most subject areas. What I would recommend that you do is find out who your Academic Support Librarian is. So that's what I am and the team of us. If you come under this option here for Subject support okay and down here you'll see we've got a list here of the different departments. So I'll just click on mine for now. I click on there. What it will do will show you my picture and my contact details okay. We also provide links to different databases and online tutorials. Now these pages will be changing at some point during the next few weeks and months but the content will be very much the same but you will the main thing you'll be able to do is find out who your Academic Support Librarian is. So if you don't know who that is and you need any help with searching or referencing then they're a brilliant person to contact okay. You can contact them and they'll be able to give you help and advice in your particular subject area okay. I'm going to come back from there.
Importing references from Web of Science
I want to search for a particular database so I could come under here for databases but I know that I want to search for Web of science today. So I'm just going to search for this database okay and then click on there to sign in there we go okay. So this is Web of science. If you've searched this before it's had a bit of a revamp okay so it's looking very purpley now as opposed to as opposed to blue. So what I want to do is just run a very quick search. I want to look for something to do with globalization within higher education so i'm going to put some search terms in. So I'm going to search for higher education or it could be something to do with university or universities. So I've put higher education into quotation marks. That means it will search for that as a phrase okay and I've got universit with a star an asterix at the end so that will look for university or universities. So they're both search tips that will work in really in any database. Okay what I want to do now is to add a row okay and now I'm going to say well I'm interested in sort of globalization so I could just put a star there and then global would pick up global or globally or globalization or globalisation spelt both ways okay. Or I could be talking because you could think well it could be worldwide. Of course a problem with something like worldwide it might have a hyphen in it or it might be something we could saynational internationally internationalization okay. So you can you see how you can build that search up.
You can also decide where you want to search okay. So I can do all fields. I might just do topic. I'm just going to switch that one to topic and that one as well so build my search up okay and then I can just click on search. So this is a very broad search today - 91 000 references. You need to do a bit of work on getting that down a little bit but what I want to do now is to show you how to get those references into EndNote. And can you see at the top there you've got this export button. So at this point in your search if that's what you're looking for, you're looking for the option to export references or to download to a citation manager okay. So I am just going to mark there. So I've marked all off and that's what 50 references are on this page. I'm going to take those 50 references and then I click on the drop down box. You can see that it's giving me different options now for in this example I want EndNote desktop okay. It's making a distinction between the desktop and the online version. In other databases when you click on the export option you'll get different options here but there will always be one that indicates using with EndNote okay, so it will be there. Sometimes it's, there's a generic one for RIS and an app with it will say RIS bracket and it will include EndNote within the bracket. So it's EndNote is the one that you're looking for and then this one I particularly want - EndNote desktop okay. So it comes down here and it just double checks what you have selected. So I've selected 50 okay. I could take all records on the page or I can take a particular number of references. Now actually what I'm going to do I'm going to see, I'm just going to change, I'm not going to take a thousand and take 10 because it will just speed things up a little bit okay. And then in this drop down here what I would do is I would take that one there for the abstract.
The full record is not the full text, it's not the pdf okay, it's the abstract plus all the coding and the cataloging and the classification that librarians and cataloguers pop on the record so it's quite interesting, it's quite useful, but you don't need it in your EndNote account okay. So I would just take that one if you say you see the option for abstract I would take that one. so let's do that and then click on the export button okay and can you see there it's dropped that file down into my downloads folder. And if I just click on there it will automatically import those references into my EndNote account. So here they come. That's why I only did 10 - to speed things up a bit. So now I've got a tab here that's saying Imported references 10 and Unfiled references 10 because I haven't put them into a group okay.
How to create groups and add references to a group
So what I could do now I could have a look at those okay these are the references here. Now if I want to move those into a group what I do is I select one of the references, there we go okay and then if you do control and A at this point it will select all of the references okay. And then if you right-click okay you've got the option here and you can add references to - so I can either add to an existing group okay if I want to do that, or I can create a custom group. So I'm going to create a new group. Okay so you can see there now okay here's my new group with the 10 references in. If I click on there I can rename the group. No sorry that's gone to the wrong bit, I want to go there.
I should just be able to there we go just double click. So I'm going to call this one Higher education.
Okay that's renamed that group. My ten references are now in there okay. You can see now they've come out of the Unfiled folder because I've put them into this folder but they're still in the imported references so they will stay there and the next search that I do that imports the next set of references that group will be overwritten okay. So that's not a static group - that's constantly overwritten each time you add new references into the account okay. So that's adding in references from Web of science okay so that that's fine.
Now just before we move on to Google Scholar I just want to digress again okay. And can you see when you're in Web of Science you've got this WebBridge button. So what the WebBridge button will do, the WebBridge button will tell you whether we have full text access to the paper or not okay. So I'm going to come down and see if I can get one. Well let's try that one there. I'm going to click on the WebBridge button okay. This one's come back and it said that the paper isn't available online okay. What I would actually do at this point is that I would copy and paste the title and put that into Google Scholar and see if it's available freely online okay. Now at the moment if you're doing this, if we didn't have the paper you could also request a copy through this service called Article Reach. Now I'm recording this just before term starts and we are launching a new service called Get it to you for the start of term okay. So at this point if we don't have the full text available you will be sign posted to this new service Get it for you. You'll just need to fill in a request form, send that off and then we will aim to get that article for you okay. So I'm a bit ahead of the game today but that's that is what will happen. Let me see if I can find, I'm just gonna try that one there. If I click WebBridge for this one so this one has come back and it we should have electronic access to this paper. So I'm not going to click on the link now, but if you were to click on that link there that should let you through into the full text of this paper. You may have to sign in so that it knows that you're a Warwick person but that will let you through and you'll get the full text of the paper okay. So that's just a bit of a digression it's often something that people aren't aware of.
Importing references from Google Scholar
So the other service I wanted to show you was Google Scholar. I don't have a particular issue with Google Scholar as long as you're searching it with something else. So if you tell me that the only thing that you've searched for or you've searched in is Google Scholar for your literature search I would be very worried about that okay. If you tell me you've searched different databases and you've also had a quick look in Google Scholar -
absolutely fine, I don't have a problem with that. And actually Google Scholar is really good when you're starting out on a search okay because you can just throw some keywords at it and it will perhaps just give you some ideas and some direction about where you want to go. It's also very good at the end of the process when you've done your search and maybe you are looking for the full text of some papers then again it's a really good way of finding full text but it's not somewhere that I would recommend that you go for the bulk of your literature searching okay. Go back to our subject pages, have a look at our list of databases and try and find a database that's relevant to your subject area.
So what I can do here if I do the same search again okay so it goes away and it finds some references so these are the references that it's found here. Now can you see down here this one here is telling me i've got pdf access through Springer Open. So that's freely available. I could just click on that and get access. This one here I've got a pdf from this website but I've also got something here called Warwick access. This one just here okay I've only got a Warwick access option here. Now the Warwick access is just, if I click on it, it's just the WebBridge button okay. So we've embedded the WebBridge button into Google Scholar. So I'm seeing that today because I've changed the settings in Google Scholar okay. So what you will need to do to see that Warwick access link, what you have to do is come over here to the three horizontal lines, go to settings and then go to library links and can you see here I've got University of Warwick library set up here. So if you literally just type in Warwick and search it comes back. It finds us, it also finds the library at Warwick Hospital but you click the ones that you've got access to. So you just need to choose one for Warwick library there. Open WorldCat is a collection of international library catalogues, actually not that useful in the grand scheme of things. I have to, I never find it especially useful so I've got it selected I'm not entirely sure why, but you just really need this one for the University of Warwick library. Click on Save and then the next time you run a search in Google Scholar you'll see those Warwick access links there okay.
And that's a quick way through into the full text. However we want to send these across into our EndNote account. If you have a Google account okay what you can do is you can click on that star and it will add the reference to your library. Good news, it looks like I'm signed in so that's good. I didn't think I was signed in, but obviously I am.
So I can, what I can do here, I can come down here and I can select various references okay and they will add that to my library. Sometimes here you'll notice these these are all journal articles but occasionally you do find some that are that it will tell you it's a book okay and Google Scholar is not actually very good at sending books across. So just make sure it's not a book that you've selected. So I've selected those three. If I now come over here to the right into my library okay those three references that I added I obviously have some in here previously as well so I've got six items in my library. I can come here, I can either select all of them or I can select the three that I've just added across okay, if you scroll across the icons this one here is telling that you can that's where you export the references so click on there. Now you can see again a much shorter list here than the ones that we had in Web of Science but there's a really obvious one for EndNote so click on the option for EndNote and you can see it's an exactly the same again drop that down into the downloads, so again if I click on that it will just import those references into the EndNote library okay.
So there are the three three references there so that's fine, so I'm going to select one reference there we go control a again, right click I'm going to add these references to and this time I'm going to send them to the higher education folder okay. So again they're now I've now got three imported references my unfiled folder is empty again and I've now got 13 references in my higher education folder okay, so I'm starting to build up my EndNote library so that's kind of the traditional way the more obvious way of getting references into your account but there are other ways I've mentioned.
How to add a reference manually
So it might be that you found something online so it could be a blog post or a newspaper article or a report and there's no obvious way of exporting it to EndNote so the databases are very good at that and they're set up to do that but if you go outside the database you tend to find that it's quite difficult to do. So what you can do is you can manually add a reference so I'll pull on the menu bar on the top there's an option at the table there for references and then I can add a new reference and you get this quite long form to fill in. The good news is that you most of it you won't have to fill in but you can see there it's quite extensive so the very very first thing to do is to tell EndNote what it is that you are adding so it's defaulted to the reference type to journal article but if I click on that drop down you can see there there's lots of different things that you can choose from. Okay so you come down here there's all sorts of things that you that you can choose from so at the bottom there you've got a web page you're just disappearing off the list there we've got unpublished work okay you've got things like a report, you've got podcast okay, so have a look and see what best fits your you know the item that you want to add. I actually put quite a lot under this report heading because if you think about it what you need to be thinking about is okay I need to add this to EndNote and I need it to generate in my reference list at the end of my writing okay and with a report the report format is quite flexible so as long as you know you you think well I need an author in, a year and a title and maybe a report number or I'll put a web address, I can do all of that under the report heading so even if it's something like a you know a a podcast or maybe it's a you know could be a company financial report or a report from a charity they all fit quite well under the report heading. I work quite a lot with the Medical School and they have a lot of protocols, a lot of guidelines that you get from the NHS and from places like nice so again that type of thing I would tend to put under the report heading okay.
I'm not going to fill the whole template I think that takes too long. What I did want to do is just show you the author field okay so when you enter authors into the library it does want you to do it in a particular way so if I have enter myself as an author you can see there is I've put in Johnson and he's gone oh actually we've got a Johnson already in the account are you Jen Johnson no I'm not okay so I carry on typing so I can do that okay and that's and that's my name entered okay.
If I've got a second author okay I can put them in. So this is one of my colleagues okay so we can put the second colleague and just to be fair to my colleague I'll put the second one in there we go there my two colleagues who help with EndNote so we've written this marvellous paper for the Library and we've had it published and we're adding it into EndNote so the reason these names are all in red is because they are new entries into the database and EndNote is creating an index on the author on the author field okay.
I've just used initials today as I said I work mainly with the sciences and that's their convention if you are in one of the Arts or Humanities faculty is what you might find is that you would put the full name in and that's fine so whatever your convention is that's what is what you would that is what you would do okay.
So it may be that myself and my colleagues here have written something for the Library for the University but after the University said no actually you're not the authors Warwick is the author of the document okay so again this may affect some of you but not all of you, so it may be that you don't have individual personal authors what you have is a corporate author okay. Now what you can see here when I write it in the individual name I've got surname, family name, Johnson comma, and then the initials okay. That comma is really important because the comma tells EndNote that that's the information Johnson is the information that needs to go into the in-text citation okay and then if I were to fill in the year et cetera it wouldn't it would know what to do with that if I'm entering this is a corporate author so we're not the authors we get deleted, that's a bit slow can we go a bit quicker than that, there we go okay if the author is the University of Warwick what I have to do here is put a comma at the end of the organisation name okay, and then it know that it's University of Warwick that needs to be in my in-text citation and it knows that University of Warwick is the author that needs to be in my reference list okay.
If you miss the comma off then it it tries to work out what the surname might be and what you'll probably end up with is something along the formatting of u dot o dot w dot okay. It's one of those things that you don't spot straight away necessarily you spot it later on when you're nearly finished and you just want to hand in and then you spot something wrong with your reference list. It is fairly easy, is easier to resolve in the desktop version than it is in the online version but it does mean that you've got to go back into your document, you've got to edit that reference and then update the changes okay. So it's just can be a bit of a pain so if you can remember just put the comma after the organisation name. One of our frequently asked questions very easy for us to answer we know you're only halfway through the sentence and we know what's we know what's happened so if you if you think you're gonna be using corporate or if you can try to remember to put the comma there then you're doing yourself a favour. Okay so that's entering references manually.
I'm just gonna leave that there so I'm just gonna close that EndNote isn't big on asking you whether you want to save stuff it just assumes that you know what you're doing but on this occasion it is going to ask me so no I don't want to save those changes okay that's it so that's sending references across exporting references and then there's also the manually references okay.
How to handle PDF files
So to add existing pdf files to your library okay. So you've maybe got pdfs already saved onto your hard drive somewhere and you want to add those into your EndNote account. What you need to do if you come up to the top again under file and then you've got this option here to import okay. So click on there and then go to files that's for an individual single pdf. You could try putting all your pdfs into one folder and updating it as a updating as a folder. So you click on the option there for file okay and then you need to go away and choose the file that you want to add so I've got various things here so I'm going to select that pdf there and then you've got this option here for Import option okay. Now because I used pdf earlier on that's what it's defaulted to but it will be - the default is something different. I can’t remember what it is at the moment but what you need to do is come into this import option here and choose this option for choose option for pdf okay so that was already selected for me that's all you need to do click on the option then to import and it will add that reference to your library.
Okay so there we go so that has been added. Can you see there you've got a paperclip icon yeah so that shows you the pdf has been added.
If I click on that title there we go and you can see it's displaying there on the right hand on the right hand side so that's great that's the pdf you already got and you can add it straight into the into the account. If I go back and do another one it doesn't always work and it does depend on the the metadata in the in the pdf. So if I go back into import file okay and I'm going to choose another one so I'm going to choose this one here okay. It's still a pdf that's fine, click on the option there to import and can you see this time what's happened is that the pdf has gone across we've got the paperclip icon there but I haven't got any other information. It's not stripped out the metadata so I've got the the full text but I don't have anything else in the summary here okay.
So what you can do at that point is if you go back to say something like Google Scholar, find the reference and export the reference into EndNote like we did earlier on what it should do is it should match that reference with the full text that's already there and put them together. Okay I tested that a little bit and it seemed to work but I would do it one by one and just test and make sure that it's doing it it's doing it correctly or you'd have to come back into this edit option here and you can have to manually add in all the all the data so it might be worth just trying to see if you can find the article in Google Scholar, send that across and hopefully EndNote will work its magic and put the put the two put the two together okay. So that's that's adding them in via by pdf okay.
Before I go back into Word I just wanted to show you how you compress the library. So I said at the beginning you've got those two files you've got the enl the library file you've got the data file as well so if you come back here under file can you see down here you've got the option there to compress library and you've got this slightly different file extension here okay. So if I click on there it will ask you what you want to do okay so I'll just do this and then you see it brings you back to here your file extension is slightly different and then you give it a name but that will have pulled the two files together for you okay. I'm not gonna do that now in case it does something weird and wonderful, so I'm gonna cancel that but that that is how you do it okay and that's a really good way of keeping a backup copy of your of your library because if you're on your own computer or you're on a University computer but you're not even on the network drive then you know if something goes wrong with your library then there's no there's no backup so you need to make sure you're keeping your keeping the backup. So I'm just going to cancel cancel that okay so that's adding in the compressed library okay.
Right these are the references that we that I'd already got into my account climate change and these are the references that I've put in during this session for for higher education so you can see where we've pulled across the pdf of the papers where we've already got the um pdfs stored locally but what you might be thinking well that's great but I've got these 13 references from higher education and I haven't got any full text. I'd like to know whether I can get the full text okay.
Find full text
So there is a feature within EndNote where you can ask EndNote to go away and look for the full text of the papers okay so what you need to do is select the paper. So again I'm just going to do control a again okay so they're the papers that I would like EndNote to go and have a look to see whether we've got full text access or not and then can you see the icon here okay it's a search the web full text documents for the selected references so I click on there and what it will do it will go away and it will look to see whether we have full text access. So you can see there that second one there it just indexed it and it's put the little paperclip icon next to it so we just need to let that run through.
What's happening here you've got this option here there to find full text so it's found another one somewhere there if I scroll down there so you can see there that's what it's doing so it's now searching for the pdf okay now I run this earlier on I think what it's done is it's accumulated the defined full text so I think that well it's saying it's found 13, I think that's a combination of this group and the asthma group if I just scroll down here there we go.
So you can see here it's only found two papers it's found Rose and it's found Cadar there as full text paper. You can see if I click on that one for Cadar the the full text of the paper is is there okay so that hasn't worked terribly well. Earlier on I did I played with this group the asthma group and you can add exactly the same thing if you look there can you see all the paper clips that are listed there so it did much better with that search. I always think when you use this find text feature if you get anywhere near 50% of the references pulled back as full text pdf then you're doing pretty well.
So you can see there it worked really well in my asthma group but the one that we've just looked at for higher education it hasn't it hasn't done quite so well. Now part of that actually is because you can see this one is a book section, I've got some conference papers here so it wouldn't it would struggle to find those so we've got slightly different set of references in this in this folder but that's how you can go away and find the full text of the see if we can get the full text of the paper.
Now when you do that there's a preference that you can change in EndNote to improve the chances of finding the full text so again what you've got to do you want to come back up here to edit and then come under here for preferences and this is where you can customise EndNote to your heart's content. There's lots of different things that you can do. I'm not going to run, I'm not going to run through them. We looked at display fields earlier on okay so that's a different way of setting up those headers across the top of the the middle column okay. I want to come here to find full text now what you will find is that as a default when you come to here those four boxes will be ticked what you need to do is that you need to add this web address into the open url path okay and what that does is when EndNote it recognises, it identifies you as a Warwick person so when Warwick goes so when EndNote goes out looking for the full text it goes to the publisher page and it knocks on the door and it says I'm coming from Warwick can I have full text access to this paper please okay, and if the publisher is happy to do that and recognises you as a Warwick person it'll go yeah that's fine and it will allow EndNote to take the full text paper and add it into the EndNote account okay.
Obviously sometimes we don't have a subscription to the journal so we're not going to get the full text, other times it will go to the publisher website we do have full text access but the publisher won't talk to EndNote okay so although the full text is available EndNote can't grab it for you and pull it back into your EndNote account so that's why some searches are better at putting back the full text than others. It just depends where the content is and and where it's available from okay.
So you need to add that web address into your EndNote edits and preferences and find full text. Now if I just cancel that if I go back to the library home page and go back to our EndNote page this is where we started off, if I come down and go to EndNote desktop okay that information is is just here okay and you can see there that's the web address that you need to you need to add in okay.
Install the Harvard (Warwick WMS) referencing style
We looked at the different version of the Harvard style okay. So the top here the very first bullet this is the file that you need to download okay so you download that file if you're on a Windows machine then you need to go to the c drive and find the x86 program files okay and then drop it into the styles folder. If you're on a Mac then you need to go to the application EndNote and then the styles folder, so you copy and drag that file into the styles folder on your programme files and then the next time you go into Word or EndNote, the Harvard, Warwick Harvard style will be will be there okay.
Working with Cite-While-You-Write
So I'm going to finish off with going back into word. So at the beginning of the session we looked at how to add a reference in. So just to remind you okay you come over to insert citation and this time I could decide I'm going gonna have a look for my references to do with higher education okay and I'm going to take, let's take that one, I can double click that one and that will add that into the into the paper. Now okay something's gone wrong here because I've got conference proceeding there that shouldn't that shouldn't be there so I will need to go back and just see what's see what's happened there let me just try another one. The danger of live demos.
Let's try that one and see what happens there. There we go that one's okay that's come across and you can see there you've got the volume the issue and the page number so and that's not 100% perfect watch out everything like that that rarely happens actually I have to say this long while since I've seen it do that but you know it's not 100% foolproof. Even when you've generated the reference list you will need to proofread it okay, and make sure that it makes sense and it may be that you have to do a little bit of tweaking, a little bit of editing okay but nothing like to the level as if you were doing this all by by hand and doing it manually okay. But you can see there it's added the references in okay and they are in alphabetical author because I'm using this Harvard style of referencing.
Delete a reference
So a couple of things that you might need to do once you've got to this stage and you are you're writing your writing up. You may have added some references in here okay and you might decide that you want to delete a reference, so you read back you do a bit of rewriting and you think all right you know I don't need that reference there anymore. You can just highlight the reference, delete it and then use this update citation and bibliography and it will shuffle everything around and everything will disappear as you want it to.
That's not the way I would recommend that you do it and what I would recommend that you do is if I decide I wanted to get rid of this reference here, highlight it, you come back over here to edit and manage citations now this is a terrible screen and I was really hoping they were going to update it but they haven't so we're stuck with it but it's a terrible screen. What I want to do here this is the reference click on that drop down and what I want to do is I want to remove the citation so I'm just going to take this citation out of the word document, not taking it out of EndNote okay, I'm going to remove that citation click on ok. It disappears here and it disappears from there as well okay and that reference is completely gone.
The reason I recommend you go through that process and not just highlighting and deleting is that when you pull a reference from EndNote into word it brings with it something called a field code which is a little bit like the html on a web page embedded in the back of the document. You can't see it but it's a coding that EndNote and Word use. If you just delete and then update the document there is a danger that it doesn't delete the field code so the field code is still embedded in the document and what can happen is that at some point it might suddenly just find the field code and think oh i'm not gonna there's a reference here and it might put the reference back into your document okay. And generally what happens is it puts it into the reference list and not the in-text citation and now we can't find out whereabouts in the document it actually is okay. So it can cause all sorts of problems and it can corrupt the document. So going through edit and manage citation takes a bit longer, it's a few extra clicks, but it will remove that field code so once that reference has gone it's gone, it's no chance of it coming back okay, less chance of your document getting corrupted so that's why that's why I would recommend that you that you do it. So that's deleting a reference there.
If you know while you're writing you may have you know some key references that you're going to add throughout the document are going to be threaded throughout so if that happens okay and I come back here and I want to use that Taylor reference again, I've got Taylor here and I've got Taylor there so I've got it in twice okay but it's only appeared once in my reference list because EndNote knows that it's the same reference okay. Equally if I decide I need to delete one of these references, do that, if I want to delete this one here, Taylor, if I remove that citation okay Taylor's still here so my reference is still here okay. If I get rid of that one then it will disappear from my reference list okay so that's how that works so it's keeping everything everything in sync yeah.
Direct quotes and page numbers
Some of you may you know along the way you are probably going to make a direct quote. So if this is a direct quote in terms of referencing what you need to do is you need to provide the page number of where that quotation came from because the person reading your work might want to go back look at the original and read that quote in context to make sure that it you know that you've interpreted it correctly okay so you do need to put page numbers in if you are making direct quotes. If you're making direct quotes then you start thinking about your note-taking technique, EndNote doesn't know what page number this quote came from okay. All it knows is the details about the actual reference so you're going to have to tell EndNote what page number you want citing so when you are taking your note whether you do that by hand or whether you do it online, to make a direct quote, make sure you make a note of the of the page number as well okay. Nothing worse than I'm to go back and check through something that you've already read just to find a just find a page number. So if I want to add a page number here I highlight the in-text citation, back into edit and manage and then can you see here we've got these these boxes, now you might be quite reasonable in thinking alright okay I'm gonna add a page number I'm going to add it to the pages box okay. You can do that, what I would actually recommend is that you add it to the suffix box. The reason being is that for some reason not all of the referencing styles recognise the information that's in the pages box. So if you use a Harvard style, the Warwick Harvard style, put your page numbers into the pages box fine it will it will read it, but if you then subsequently decide to switch from that style to a different style which you can do, if the new style doesn't have doesn't recognise the main pages box your page numbers have disappeared okay.
So if you choose a reference style and you check this out and the page numbers display and you're never going to move from that referencing style and that's fine use the pages. You can use the pages box if you think you might be switching between different referencing styles, I would play safe and use the suffix box.
Then you need to think about how you want your page numbers to display so it could be something as simple as a colon and then the number and that would look like that okay or we could use this one and I could come back into suffix and I could decide I'm going to do a comma space p dot and then do the page so whatever I put in that suffix box or the pages box I have to put in all the punctuation okay. Whatever I put in there will appear after the reference and again check with your department as to what their convention is what their preference is for how you display, how you display the page number okay so that's displaying the page number.
Some of you may want to cite the reference at the beginning of the sentence rather than at the end okay so this depends entirely on your writing style okay. I do this a lot, so I might insert a citation let's choose that one and hope it formats properly. So I've got De Wit there we go argues that okay so that doesn't work because I've got De Wit in the bracket and that's the start of the sentence so that grammatically that doesn't that doesn't work okay, so I actually need to do is come down here, go back and repeat that, choose De Wit again and rather than just double clicking on the reference there to insert it if you come down here to the bottom you've got this insert option and hopefully you can see that you've got different ways in which you can insert the reference. So I want to insert and display as author and then the year in brackets so I'm going to do that. That that works okay, so just little things like like that so hopefully that's giving you an overview with using it with Word.
Convert to a plain text version for submitting
Final thing to say is that this document here is linking with your EndNote account so it's kind of like a live document. If you need to submit if you're going to submit this document online anyway say through tabular then what I would really recommend that you do is that you create a plain version of this text and what that does is that breaks the link between word and EndNote. So every time I click on one of these references okay you can see there the highlight and that's because it's getting that information from my EndNote account. You might also find that here I've got this problem here where I've got conference proceedings so I could say I'm just going to get rid of that. Now with the desktop version sometimes that will stick okay and that's fine, other times any of those changes will get overwritten okay and I've not really worked out what it does and when it doesn't to be honest. So I've got rid of that conference proceeding with a bit there but because I've already done that in word and I haven't done it in EndNote, when I close this document and reopen it it might revert that change back okay because it's pulling this information from my EndNote account.
So what I would actually recommend that you do is put your document together, pull in all your references, your EndNote references when you're happy with it and you've got it all out how you want it to be and all you've got left is maybe some edits to make to your reference list, what I would probably do at that point is then convert this document to a plain text and it will tell you that it's going to create a second copy but it will strip out all the EndNote markers okay. So if I do that it creates a second copy of my document okay and now when I click on those in-text citations nothing happens, so this document is no longer connected to EndNote okay, and then if I do need to make any changes here into my reference list I can do that and I know that they will they will stick okay and then this is a version that you need to update online or update to upload to tabular okay so just be a bit careful if you do lots of editing.
So you can see here it has helped that change under conference papers but if I, if if you do lots of editing here you might find that when you then save the document and reopen it when you convert it, it might not hold those changes so I would always err on the side of caution, note where you want to make any edits, convert to a plain text and then edit there.
If you convert to a plain text and then you decide oh actually I need to add another reference in or I'm going to take something out then you've got to go back to your original document which you'll still have, make the changes in there because that's the live document that's communicating, we then know and then convert it to a plain text again. So make sure when you convert to plain text that literally the only thing left to do is to edit some of the potentially edit some of the some of the information in the reference list and then that should be, that should be okay.
So I hope that's been useful, I'm just going to go back to our EndNote page to finish to finish off. We've been through a lot, it can seem quite confusing so what I would say is have a go, see how you get on, any questions at all then do get back to us okay and you can email us on that web address there and we can either you know sometimes we can solve by email at the time you know we're quite happy to set up a Teams meeting with you or if we're on campus you can come in and meet us and we can go through it go through it with you but please don't struggle with it. If you've got any questions or you think something's not working then come back to us okay, there's no point sitting and struggling and getting really frustrated with it, come back and ask and ask for help - that is what we are here for okay. Thank you very much.
Video contents list
- 01:24 Changing display headings
- 03:55 Labelling references
- 09:26 Creating back-up copies
- 12:37 Finding duplicates
EndNote 20 advanced features - recording transcript
Hello welcome to this session on the some of the more advanced search features of EndNote. My name's Sam Johnson I'm the Academic Support Librarian for the Medical School and also do tech leading training on EndNote. So this session is really for those people who are doing very sort of big complicated sophisticated searches like systematic reviews, so the examples I have got, the references I've added are on sort of medical examples but it doesn't matter if you're not doing a clinical question, the same principles do apply but really this session is about looking at how you once you've got your references into your EndNote account how you can manage and structure the references to make it easier to work with them.
So we have got another a webinar that takes you through the process of creating an account and adding references and linking to the full text, so if you haven't watched that already you may want to go and do that or if you need a refresher then that's the place to go to so with this session it's looking more sort of one or two key features that you can tweak and edit within EndNote to hopefully make the whole process of using EndNote a little bit more streamline.
Changing display headings
So these are the references that I have in my account at the moment and the first thing I want to have a look at is how you can change the view of the references that you that you see. Now you can see here in the middle of the screen that's where most of the, that's where the references are, you've got quite a small screen area there and you can't push this bar back, you used to be able to you can bring it out but you can't take it back the reason for that is because people kept closing it and losing it and then the EndNote help desk got fed up of the questions about how to get the, how to get the frame back so they've stopped us from being able to close it completely, but what you can do if you click on that cross there that closes that frame and then you can see all the references there. If you want that frame back then just double click on a reference and it will come back okay.
So I'm going to close that again there okay, so these are the references that I have in my account at the moment. Now what you might notice is that the headings that I've got set along the top there will be different to the default headings that you get in a standard EndNote library so all of these headings are customisable and you can have the display set however you want that setting, so these are the settings that I have that I'm going to suggest you might want to think about.
Equally you may have other settings as you start to use EndNote, you want to arrange your library in a certain way okay, so what I've done with my library here is on this right hand side I've added in the columns for volume number and page information and the reason I've done that is because later on in the session we're going to have a look at getting rid of duplicate references and when you're needing to sort of scan down as page and check for duplicates for most people that's easier to do with numerical data than it is with letters okay. So we'll come back to that later on and the other column I've added here on the left hand side is this one here and I'll just pull that out a little bit and that's name of database okay.
Now you can see at the moment that's blank in my file so I'm going to show you how you add the information into that field but basically that's one way of thinking about how you want to arrange your references. So if I come over here to groups I've got three sort of topic groups, climate change, covid and higher education, then I've also added in a group for MBA's and a group for Medline so if you are doing a systematic review and you're going to use the prisma flow diagram, the certain the new prisma flow diagram when you tell the when you input the numbers into the into the flow diagram it wants a number of references that you found from your search with the new prisma diagram, they do want that broken down ideally by the different databases.
So whilst when you're doing your search in your different databases if you add them across into your EndNote library, so I've done a search in the Medline database and added 30 references, I've done a search in the Embase database and I've added 20 references, so if I code or group my references under databases at this point with the raw number of references that I got from my search that actually, that's the first lot of information that I need to put into the prisma flow diagram okay. So you're capturing that information at this early stage in the in the process so what I want to be able to do as well as being able to put them into groups here, what I'd also like to be able to do is to see that information here because although I'm now sat if I sit here on all references I've got no idea where these references came from whether they're from MBAs or from Medline so what I can do is if I click on the group for Embase select a reference and click on control A that selects all the references in that group and then if I come up to the top here to the library tab at the top I've got this option here to change, move and copy fields, so I click on there and I've selected name of database as my field, so I just need to find that here. You can see you can do this in any field, so if I come down here, name of database, I always untick that box there and then do Embase and it just warns me that it's going to make this change in these 20 references and there we are it's done that and can you see now I've now got Embase listed here so I can see from this view in the centre of the screen that these references have come from the Embase database.
I can do exactly the same with the Medline references so control A to select them all and then back down to change, move, copy fields, select name of database, one thing just to be aware of is that with some databases when you add the references into EndNote they will automatically input information into the name of database field so that's what you don't need to do it. So Cinahl the nursing database is one of the databases that does that so if you are going to do this just check that out if you set name of database as one of your headings then it'll be pretty obvious but I'm just going to search Medline there, have that in and again another warning about what it's going to do so they're my references there so I now know that they're all Medline references but if I go back and click on all references here okay, 127 you can see those top ones there are saying they come from Medline, if I scroll down there the Embase references and then I've got a bit of a gap there that, they're the references that were in my topic groups and I haven't indicated which database they've come from okay, but you can see there that sort of adding information into this central area of the screen.
Now all of these headings here very easy to change, you just need to come along to the top bar there and right click and then you can see all the different options that you've got. So you can have that top level, the heading bar can be exactly how you want it to be, you select which ones that you want, you can move the position of the references around and the headings around. So I've got name of database on the left hand side and I've got my volume page numbers on the right-hand side but you can whatever order that you want to, whatever works for you okay so that's just thinking about how you want your screen to look and the level of information that you want to have kind of relatively easy access to. Okay so at this point here you're sort of ready to start looking for duplicate references because if you've done multiple searches on the same sort of topic area across different databases and you've added all those references into your EndNote library then guaranteed you will have duplicate references and again if you're thinking about the prisma diagram after it wants the number of raw number of references that you found the next number it was is located how many of those references were duplicates, okay so this is something that EndNote's pretty good helping you with.
Creating back-up copies
Now at this point what I would do is I would take a copy of your library okay. So you've added the references, you've tagged them by database, you've changed your headings along the top there, before you start getting rid of any duplicate references save this as a copy because if something goes wrong during the duplication process, so if the library corrupts or crashes or something awful happens to it then yes you've waited some time and it's a little bit upsetting but you can then come back to this version of the library and you can start again from there if you don't save a copy at this point and something goes wrong later on then there's a chance that you just lose everything that you've done and then you've got to go right back to the start because you've got to go back and rerun the searches, add them into EndNote and then start and deduplicating again. So it's a really good idea at this point to save a copy of the library. If there's any consolation I try to do this and more often than I do and that's absolutely fine, on the odd occasion when I forget at this point to create a copy that's when something goes wrong with the processing of the library and I get to a point where I think you know what I've got to start again or I've got to go back and do some extra work to get it back to the stage where I need it to be, so you know take that copy, hopefully you'll never need to use it but it's a real life saver on the occasions that you do.
So what I would do is come here okay, click on file and you've got the option there to save a copy, so you click on there to save a copy, so this is my file name here. Now it's put copy on the end there okay, what I'm going to do is I'm just going to put something like the dupe there okay so click on there and save that okay so that will have saved a copy of my my library. So I'm still in the demo version here okay so what you probably want to do at this point is to close that library and try opening an existing library. So this is taking me straight back in and it's this library that I want here the demo, the demo dedupe one. I remember with EndNote it creates two files so this is my actual sort of library file but then I've got a data file up here. So you've got to remember to keep those two in the same place for the library to open. There is a way of compressing the files and i'll show you that later on. So what I do is I'm going to open that one okay, so here's my dedupe version here telling me there that's what I'm in and now what I can do is I can go through and I can start deduplicating the references but I've got my original library sat in the background should anything go terribly wrong, I can go back to that and just start again from that point.
So if you come back in the library there's another option here for find duplicates and what that will do that will run the default duplicate search is automatically set up in EndNote okay and what it does it checks against author, title and year and also reference type so that's great and that will get rid of a lot of references, duplicate references but it won't get rid of all of them okay. So there is an option where you can go in and you can change the criteria again to which you check for duplicate references so if I go, come over to edit and then into preferences there are lots of things here that you can use, an option where you can further refine your your library, I'm just going to have a look at duplicates today. So the default settings are author, year, title and then reference type, so I'm just going to reset that to the default so when you first go into find duplicates in your EndNote library that is what it will check against okay that's the default setting, so that's okay. So we click on apply and we can click on ok and then we've got the option then to go through and look for the different duplicates but it won't otherwise it won't find all of them so what we have is from, I'll just show you this before we go looking for duplicates from the library EndNote page, if you come into here and go down to the desktop option that's the recording of the first webinar, if you want a refresher, if you come down to this customise your EndNote section okay, there's a section here all about removing duplicate references okay. So it tells you the process to go through.
The really important bit is this table here, if I just open that up there, so this is something that a colleague in Holland has devised, so this is the EndNote default for looking for duplicate references but then what they suggest that you do is you go back into the settings and you change the different criteria that you search for in order to match for duplicate references. So you use the EndNote default and then it says okay, then go back and take off the reference type so you're just looking by author, year and title and then go back and do it again and do it by author, year, title and secondary title. You can see here the options change and effectively what you're doing is you're just putting the references through like a different sieve each time and it will capture different references depending on the sensitivity of the sieve that you've set up through these criteria. So it may look a bit daunting, it doesn't take as long as you might as you might think.
The one that I tend not to use is this one at the bottom here because that's just looking for page, issue and volume numbers and because it's all numerical data that it can just give you a lot of false hits so I tend not to use that one, if I do use it you have to check really carefully that you are genuinely finding duplicate records. So if I go back into EndNote okay, I mean all references there and I'm going to go back into library and find duplicates. So it's come back and it's telling me over here on the left hand side that I've got 20 duplicate references okay so that's the duplicate reference, that's probably about 10 references that it thinks are duplicates just here. It tells you it's comparing one and two of two duplicates okay so these are the two references here. Sometimes it might say comparing one and two of three duplicates depending on how many databases you've searched okay so that's just telling you how many duplicates per article. If you like you can then look down these references here, so I can scroll down or scroll up there okay and it will compare the references okay and then from there you can decide, oh I’m going to keep this reference or I’m going to keep that reference but if you've got a lot of references that's actually a really time consuming way of doing it.
So what I would recommend that you do is at this point here you found 20 duplicate references just click on the cancel button and then what it does here it displays what it thinks are the duplicate, the duplicate references okay so they're the ones that are highlighted. Now this is where the number, the volume issue number and page information can come into its own because what you can do at this point is that actually you can scroll down this list and you can just look and you can check and it's much easier with your brain for most people to go down and think okay yeah, no they won't like you because the numbers are all the same, it can get a bit mind-boggling after a while but you can go down and you can think yeah okay that looks fine, they all look like they're the same and they've got you know the paid numbers are on magic so what you could do at that point you could tell I'm happy with all of that and you can right click and then you can move those highlighted references to trash and they'll go into the trash and they'll come out the main part of the of the library.
Okay it might be that when you're looking down this list here just giving it another double check to make sure they are duplicates you may spot things that you think are not duplicates, so EndNote might put them up and highlight them and you might think oh actually I'm not entirely sure they are correct, so if there's anything that you're not very sure about that you want to sort of keep hold of, what you can do if you press control and then click you can deselect, so I could defend that one and I'll deselect that one and what I'm saying at this point is I don't think they're duplicates, so I'm going to take about the duplicates pot and keep them in the main EndNote library okay.
What sometimes happens is you can get papers that are presented at conferences so the same paper might get presented at different conferences, so the authors and the year and the title may look exactly the same but then the journal can be different or the page numbers can be different okay, and it probably is the same item but it's just gone to different conferences so you then need to decide whether you're treating that as a genuine duplicate or whether you're going to say well no it's the same thing repeated three times and this is the particular that I'm going to stick with okay. So that's where that becomes really helpful on the right hand side of the screen, can you see here now it's telling me whether the reference has come from Medline or from Embase. Now what I'm going to do is I'm just going to go back and I'm just going to rerun that again and then just cancel okay, there we go so they've now all been put back and you can see there it's telling you there but actually what it's done in this case is that all the Medline records have been highlighted to be deleted, so it's going to keep the Embase record and it's going to delete the Medline record.
Now the way it does that is that it works on at this point, it's working on the order in which the references were added to your EndNote library, so in this particular instance I did my Embase search first and I added those references into the account and then I did a similar search in Medline and I added those references into the account so when i've now come to deduplicate the references it's checked on author, date, year and reference type and then the final criteria is the order in which I added the references to the database, so this will get rid of the Medline references and keep the Embase references.
So if it's important to you which database references are kept then think about the order in which you're adding the references into the EndNote library and equally there might, may be occasions where it keeps the Embase record but you might actually want to keep the Medline record instead. So I can't see an example here but sometimes you'll see that the title of the paper is in square brackets and that usually means it's a translation, so if you've got a reference where you've got something in square brackets and something not in square brackets you might prefer to keep the references not in square brackets because if you do end up using that in your final document you won't have the problem getting rid of the square brackets okay or sometimes the volume and issue page number is better in one than the other and you'd prefer to keep that item okay. So again it's just the case then of saying well okay control A, I’m going to deselect Medline and then I'm going to select MBA, so you've just switched, you've just switched those round okay so that's when the name of database can become useful if you have a preference for which database references are kept. But the other thing with that is to think about the order in which you add the references to EndNote as well okay so what I'm going to do there is I'm just going to right click and then I'm going to move those references to trash okay, and they almost seem to go on themselves there okay.
So those references have now moved across into the trash folder, so what I need to do now is go back into all references because I'm certain there'll probably still be some duplicates in my account. So I'll go back into edit preferences and this time I've got author, year, title and I'm going to come down, I'm going to get rid of that option there for reference type, apply that and click on ok and then you just go back and you do find duplicates okay. So it has found under the duplicate okay so this time I can just I'm just going to cancel again okay, so you look at those and go yeah that looks like a duplicate. So I can just right click and I can move that to trash, go back to all references it's really easy to stay in this duplicate references section and then look for more duplicates and of course it's not going to find anything, make sure you've gone back into all references, edit preferences and then the next option on that table that we had a look at earlier was to choose author, year, title and secondary title so you should you do that and you click on okay and back into library and find duplicates. So this time it's telling you that no duplicates were found okay.
So basically what you do is you just work through this table okay so say it looks a bit daunting it's not as bad as it looks, you'll soon get used to it, don't even try it well I I've never memorised this table so every time I do duplicate in a library I have to come back to here and follow the guidance so that's then adding that into getting gradually getting rid of all the duplicates. When you've been through that table okay it is still worth having a manual skim down your library okay, because you may still spot stuff that is a duplicate. Okay the EndNote has missed so it's not a hundred percent foolproof, so it's always worth having a look down and seeing again it kind of depends on numbers.
If you've still got quite a lot of numbers left then a lot of references left have a quick scan you might spot one or two but equally you could think well okay that's the number I'm at now. Going to sit these references for my against my inclusion, exclusion criteria and you can just deal with the duplicates at that point okay and deal with them but just remember that you've got to change the numbers in your prisma flow diagram okay. Alternatively if you know if you've not got that many references you might know exactly, let's just manually go through get rid of the duplicates of this myth and then you know that you're starting with a really clean set of references that you can then use with your inclusion, exclusion criteria okay. So there are the references there now.
At this point okay you can then save your library again if it's you want to be sort of sending it to somebody okay to have a look at. Then actually what your best bet to do is here under file, rather than saving another copy is that you've got this option here to compress the library. It gives it a slightly different file extension enlx but what that does it that pushes those two files together okay so you've then only got one file, so if you are wanting to email it to yourself or to somebody else there's just the one file that you need to be worried about, you're not going to make sure you you've added in that data file okay. So what I can do now is I can then do that and it will say just ask me some questions so I don't have an, I don't wiggle without the file attachments, so you do next there and then again it will ask you where you want to send this reference to. So okay so I'm going to save my account here so mine are on the c drive here okay, so here's mine so I've now called it demo underscore dedupe and then I normally just do another underscore and call it compressed and then I know which version that I'm working with and then click on save and then that saves another version of the library okay. So this is also using it as a saving as a compressed library as a way of kind of archiving it as well so you know that you've got a backup.
Another way of having a backup copy, EndNote doesn't like being saved to the cloud it doesn't like being saved to a network drive either if you are using your own device that's fine you can save onto the desktop and that's absolutely fine if you are saving it to a university machine okay the desktop and it is a network drive okay so we are having problems with that. So what you might have seen I just did is that I am on a university laptop, so if I click on there to save a copy I've actually in discussion with various other colleagues who use EndNote I've been saving mine to the C drive and then going into users and then finding your user code okay so this is mine and then into documents that's where I've been saving my account and they have proved to be a bit more stable in terms of being able to access them, so if you're on a university machine that's something you might want to you might want to think about because it doesn't like being on a network drive.
If you're using your own machine then you shouldn't have any you shouldn't have any issues. Okay I'm just going to cancel that so hopefully that's taking you through some extra tools. The next step, there's always a next step isn't there, you've got your references here and you've de-duplicated them all and that's what endnote is good at and EndNote is good at sort of you know creating the reference list when it comes to sifting references and knows not so good at that it's not what it was designed to do so what you may want to investigate next is there is some software. So I should have googled this earlier, this software here called RAM okay and what that allows you to do is once you've got your references all deduplicated in EndNote you can export the references out of EndNote and put them into RAM and then what happened is you've got an account, a library with RAM you can then add in all the people who are going to help with you know the secondary viewers. So what happens then is you add in the reviewers, you both have access to the RAM account and then independently you can go through and you can decide whether you think the references should be included or excluded. When you've both done that you can come back to RAM and RAM will say to you these references are references that you both agreed to include, these are the references that you agreed to exclude, these are the references where you disagreed, one of you thought you should include in one thought that you should exclude so they're the ones that you want to go back and have a look at and agree by consensus whether that paper is in or out okay, and then you put it in the appropriate pot. Okay so in terms of sifting you can do it in EndNote but it's a little bit clunky. You what I would probably recommend is that you take the references from EndNote into RAM and do your sifting, do your sifting there okay. So I hope that has been useful. Our EndNote page, so if I just go back to it is here okay so you can pick up more help and advice there, you can email us on endnoteweb at warwick dot ac dot uk or you can contact me direct and you know any questions at all then please, do please do get in touch.
Video contents list
- 00:05 Save your EndNote library files as a package
- 03:07 Add a reference to your library
- 04:46 Import a reference from a PDF
- 07:46 Convert your Word document to plain text
Save your EndNote library files as a package
When you've opened EndNote you might get a dialogue window pop up and it will ask you whether you want to create a new library or whether you want to open an existing library okay. If you want to create a new library if you come under here to File and then you've again you've got the similar options there but if you click on the option for New okay you've got this dialog box here. So you need to give your account a name okay and then decide where you are going to save it to. So you could save it to the desktop so that would be I'm on a Mac - a network Mac - so it's a bit different but you can click on there. So decide where you want to save your library to. So you could if it's your own machine you could just pop it straight on the desktop so that it's always there.
Bear in mind if you are using your own machine that you've not got a backup for that okay so you might want to back your library up to an external drive. If you're using if you use something like Onedrive or something like that then you can save the EndNote files in the cloud but don't open EndNote in the cloud okay. You need to you can put them up there for storage purposes but you need to pull them back down and then open EndNote in the full desktop client that you've installed onto your machine. And the reason for that is that if you open EndNote in the cloud or in a network drive it doesn't necessarily open the files in the right order because it's in the cloud and that's when we can have problems with EndNote libraries corrupting or not opening at all. On your own individual machines you won't have that problem but you do need to think about keeping a backup of the library especially as it gets you know if they get quite large and quite complicated then you want to back up so that you don't lose it. So you could back it up to an external drive or you can put it in the cloud but just use the cloud for storage purposes and then pull EndNote out before you before you start working on it okay. And then EndNote creates two files - a data file and a library file so you've got an .enl file extension and a .data file extension okay but what you can do if you click on that button there to 'Save as package' it pushes those two files together so you've only got one EndNote library, and it will generally have an .enlx extension and that means that you've compressed the two files together.
Add a reference to your library
So I'm going to select all there and at this point what you're looking for is the option to export references or it might say download citation manager okay. But that's the tool that will send these references from here into your EndNote account. So I'm going to export the references.
You get a different list of options depending which database or information resource you are using. We're using EndNote desktop so that's fine. Sometimes there isn't a distinction between the EndNote online and EndNote desktop - it will just say EndNote so that's absolutely fine as well. So I'm going to choose EndNote desktop. I'm going to just take the first 10 references there and I'm going to come down to there and I'm going to take the abstract and then you click on export and that will download that file okay. So that's gone down into my downloads folder and then what I can do is I can then put those into my EndNote account. Now what I'm going to try and do, can you see I've got my downloads folder here? So I'm going to click on there okay. It can you can see here it gives it quite unhelpful file names okay, but it's this one here that I want okay. Click on that and can you see here I've now got these imported references - the 10 references there so they're displayed there.
Import a reference from a PDF
What you can do is, if you've got the pdfs already on your machine come here into File and you've got the option here to Import okay. So you go into Import okay and then you need to tell it what you want to import. Now the other thing with a Mac is that you need just need to click on this Options button okay and it opens up some more options here. So you go away and you find the pdfs that you have downloaded. So I'm going to choose that one there okay and then here in the import option because I've done this previously you can see there it's set to pdf file or folder but you've got different options here. So again the very first time you do this you just need to select this option for pdf file or folder. So it could just be a single file like I'm trying at the moment or you could have put all your pdfs into a folder and you could move them across on mass. So I'm going to click on there and click on Import and keep my fingers crossed.
So it imports the reference. Now can you see here? What's happened here is that it's imported the pdf okay. So if I come across here and click on pdf, pdf is there, but I haven't got anything else okay. Now the reason for that is the way that the document is formatted. So EndNote has been able to find the full text but it hasn't been able to strip out all the metadata of the paper and add in the details of the author and the date and that type of thing okay. Now what you can do at this point is that you can go back to Google Scholar and find the citation and pull that in to the EndNote library. What it's supposed to do is it then matches the existing pdf file in your EndNote library with the citation that you've just pulled in from say Google Scholar okay. Now there is a bug in the Mac version where that isn't working at the moment so what it will do is you end up with two copies. You end up with this copy here and you also end up with this other citation that you've pulled in from elsewhere for example Google Scholar. So it is a bug in a Mac. They've got a new update coming out soon and it is fixed in that so it will be fixed and then what you should see you've got the pdf here so what it should do is that when you import the pdf it puts a pdf in here but it also populates it with all of this information as well.
Convert your Word document to plain text
You've got under Tools there you've got an option there to Convert to plain text and what that will do - when I click on these references here they block highlight okay. If I convert this to plain text it gives me a warning that it's going to create a copy of my document and it's going to strip out all the EndNote coding that's been pulled into my document. So if I click on okay it's now created the second version this document okay. When I click on those references now nothing happens so this document is still it's the right document but it's no longer got any connection with EndNote.
Customise 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 download 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)\Endnote 20\Styles (Windows) or Applications > Endnote > Styles (Macs)
- 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.
For more help and support with EndNote, check out the videos provided by Clarivate. The videos provided on this platform aren’t in any particular order but for more guidance on how to use EndNote we recommend the following videos:
- What’s new..?
- Direct Export from Web of Science
- Adding a reference manually
- Insert a Citation in Word
Access EndNote Online
Help for EndNote Online
- Download our guide to getting started and using the main features of EndNote Online
- There are various videos and guides that can offer additional support, including:
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.