Advanced EndNote X2

Sheldon Margen Public Health Library, UC Berkeley

Creating and Editing Groups

To Create/Add References To a Group:

Custom Group

  1. From the EndNote Groups menu, click on Create Group.
  2. A new group name should appear under Custom Groups.
  3. Type in the name of your new group.
  4. Select and use the drag-and-drop method to add references in your library to the custom group.

Smart Group

  1. From the EndNote Groups menu, click on Create Smart Group.
  2. Construct your search strategy, using the window that pops up.
  3. Click Create.
  4. To rename your new Group, click on the Group name to highlight it. Go to Groups Rename

Group and type a descriptive name for the group.

To Remove ReferencesFrom a CustomGroup:

  1. Note: You cannot remove references from a Smart Group, only from a Custom Group.
  2. In left pane of the library window, click on the name of group.
  3. Select the references you want to delete.
  4. Go toReferencesRemove References from Group.
  5. Remember that the selected references are only removed from this group. They still exist in the library and possibly in other groups.

To Rename a Group:

  1. In the left pane of the library window, click on the name of the groupyou want to rename.
  2. Go to Groups Rename Group.
  3. Note that you cannot rename automatically created groups, such as: All References, Duplicate References, Full Text, Imported References, Search Results, and Trash.

To Delete a Group:

  1. In the left pane of the library window, click on the name of the group you want to delete.
  2. Go toGroups > Delete Group.
  3. Note that when you delete a group, references are removed from the group but are not deleted; the references themselves are still part of the library. To completely remove a reference from your library, see the section directly below.

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Deleting References From a Library

  1. Select the reference(s) you wish to delete.
  2. Go toReferences Move References to Trash.
  3. The Trash group is a temporary holding place. If you change your mind, you can still drag a reference from the Trash back to the All References group and bring it back into the library.
  4. To permanently delete, click on Trashto highlight it.Then go to References EmptyTrash.

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Term Lists

To Turn Off Automatic Updating of Term Lists:

  1. Go to Edit Preferences Term Lists panel.
  2. Make sure the check boxes for “Update lists when importing or pasting references” and “Update lists during data entry” are not checked. The feature will be turned off. Click OK.

To Manually Add a Term to a Term List:

  1. Go to Tools Open Term Lists and select the term list that you want to modify.
  2. Make sure you are on the Terms tab. Click the New Term button.
  3. Enter your term and click OK to add it to the list and dismiss the “New Term” dialog.

To Copy Terms Between Lists and From Other Sources:

  1. Go to Tools Open Term Listsand select the list with term you want to copy.
  2. Select the term to copy. Note: you can also copy terms from a plain text or Word document. Click the Edit Term button. Hit CTRL+Con your keyboard to copy the highlighted term. Click Cancel.
  3. In the EndNote Term Lists box, select the Lists tab and choose the list you want to paste these terms to. Go back to the Terms tab.
  4. Click on New Term, press CTRL+V to paste in the term, and click OK.

To Manually Update Term Lists:

  1. Go to Tools > Open Term Lists. Then, select the Term List you want to update.
  2. Click on the Lists Taband hit the Update List button.
  3. Click OK to begin the updating process.
  4. Click OK and the process is complete.
  5. After the process is complete, click on the Terms tab.You might find that due to errors or variations in spelling, you have multiple entries for the same term. Scan through the list and delete the unwanted terms.

To Import Terms From a Text File Into a Term List:

  1. Terms can be imported from any text file that lists the terms one per line. Make sure a carriage return is also inserted after the last term in the list. If you create a list of terms in a word processing document, be sure to save the list as plain text
  2. In EndNote, go to Tools > Define Term Lists and highlight the term list to which you want to add terms.
  3. Click Import List.
  4. Selectthe text file to be imported and click OK.
  5. The new terms are imported and sorted alphabetically into the existing term list. This import must be done for each library that you want to use these terms.

To Edit Terms and Term Lists:

  1. Any term in a term list may be modified or deleted without affecting any of the references in the library or any links between term lists and fields.
  2. Go to Tools Define Term Lists and select the list that contains the term to be modified. Then click on the Terms tab.
  3. Select a term and click Edit Term. If multiple terms are selected, only the first one opens.
  4. Change the term as necessary and click OK when finished.
  5. The modified term replaces the original term in the term list.

To Create a New Term List:

  1. Go to Tools Define Term Lists.
  2. Click Create List, enter the name for the new list, and click OK.
  3. Check the “Journal List” box only if you want to create a term list for storing journal names and abbreviations.

To Export a Term List:

  1. Go to Tools Define Term Lists.
  2. Highlight the term list that you want to export.
  3. Click Export List.
  4. Name and save the text file that will be created during the export.
  5. Click OK and the terms are exported to the text file and listed alphabetically, one term per line.
  6. This file can now be imported into another EndNote term list or opened in a word processor to be printed. Term lists cannot be printed directly from EndNote.

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Adding and Modifying Output Styles

To Add Styles to the Output Styles List:

  1. In EndNote, go toEdit Output Styles Open Style Manager.
  2. Go down the list to the style you are using and click in the column box to the left of the style’s name to choose it as one of your favorites. Or, to mark all of the styles that are displayed, perhaps a whole category, click Mark All.
  3. Close the Style Manager by clicking on the lower of the 2 X’s on the upper right-hand corner.
  4. Styles marked as favorites appear in the Output Styles list of EndNote’s Edit menu as well as the styles list in Word.

To Modify Styles:

1. In EndNote, go to Edit > Output Styles > Open Style Manager.
2. Go down the list to the style you want to modify and double-click on it to open the style.
3. On the left side, click on Templates under Bibliography.
4. Using the Insert Field button on the top right, construct your new style.
5. When you are done, click on File > Save As... and choose a name for the newly revised style.
6. In your Word document, choose EndNote > Format Bibliography, and choose this style.

To Create a New Style:

  1. In EndNote, go to Edit > Output Styles > New Style
  2. Under the Citations heading click Templates.
  3. With the cursor in the Citation Template, type in your desired output style format. Include all parentheses, periods, and other special characters you want included. Indicate the correct amount of spaces between characters also. To insert specific fields, click the Insert Fieldbutton and choose the desired field from the list of available fields, and continue on.
  4. Next, define the Generic format which serves as the default template for reference types that do not have their own template. Under the Bibliography heading,click the Templates option, and click in the Generic section of that Templates panel.
  5. Select the field you want to insert from the Insert Fieldlist
  6. Continue inserting fields and punctuation until you have created a template that mimics what you want.
  7. Go to File Save As. In the dialog that appears, name your style and click Save. This will save the style and add it as an option in the Output Stylessubmenu of the Edit menu.
  8. Open your Library and click on Previewfrom the bottom of the Library window.
  9. Select different references in your library to see how they format.

To Download New Output Styles:

  1. Begin by finding where the EndNote style folder is. Go to EditPreferences.Click on Folder Locations. Styles will likely be in C:\Program Files\EndNote X2\Styles, or wherever the EndNote program was installed and saved on your computer.
  2. Open a web browser and go to:
  3. Find the style you want and click on Download.
  4. When the Save As window opens, save the "xxxx.ens" file in the styles folder.
  5. Close your browser.

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Creating and Using Bibliographies

To Create anIndividual Bibliography:

Dragging and Dropping your bibliography:

  1. Open your EndNote Library and select the desired references.
  2. Select the necessary style from the Output Stylesubmenu of EndNote’s Editmenu.
  3. Open a new, blank Word document.
  4. Hold down the CTRL key as you drag the references from the library and drop them directly into Word.

Copying Formatted references from EndNote and pasting them into Word:

  1. Open your EndNote Library and select the desired references.
  2. Select the necessary style from the Output Stylesubmenu of EndNote’s Editmenu.
  3. From the Editmenu, choose Copy Formatted(CTRL+K) to copy the references to the Clipboard.
  4. Open a Word document. Put the cursor where you would like the references to appear, and choose Paste (CTRL+V) from Word’sEditmenu.

To Export a Bibliography from EndNote:

  1. Open the Library from which you will export, and select the references you want to export.
  2. To export all of the references in the Library, click the All References group.
  3. If you want to change the output style, go to Edit Output Styles Open Style Manager.
  4. Select the output style and click Edit.
  5. In the left pane of the window, under Bibliography, select Sort Order.
  6. Change the current sort order in the right pane. If you want to export references in the order in which they are listed in the current Library window, choose Order of appearance.
  7. Close the output style and the style manager.
  8. In EndNote, go to File Export.
  9. From the “Save as Type” list at the bottom of the dialog, select the type of file to be exported: Text File, Rich Text Format, HTML, or XML.
  10. From the “Output style” list at the bottom of the dialog, choose a style.
  11. Select the “Export Selected References” option if desired. If you want to export all of the references in the current list, clear the check box.
  12. Name and Save the exported file.NOTE: The Export command exports only text; figures are not included.

To Create a Subject Bibliography:

  1. In the EndNote Library window, select only the references you wish to include in a subject bibliography.To select all of the references, go to ReferencesShow All References.
  2. In the EndNote, go to ToolsSubject Bibliography.
  3. Select the field(s) whose contents you wish to use as subject headings and click OK to display the terms found in the fields you selected.
  4. Select the terms you wish to include as subject headings and click OK.
  5. If desired, click on the Layout button to modify the layout and style of your subject bibliography.
  6. Click OK.Now you can print or save.

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Backing up Your EndNote Library

It’s a good idea to make a backup copy of your EndNote library and the associated DATA folder.

  1. Open EndNote.
  2. Click on Save a Copy under the File menu.
  3. Choose a location to save a copy of your library.
  4. Rename the copy if desired. The default name is [Libraryname] Copy.
  5. Click on Save.

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Using Manuscript Templates

  1. Go to EndNoteTools >Manuscript Templates.
  2. The Templates folder should automatically open. Select and open the template named for a particular editorial style guide or the journal to which you intend to submit your manuscript.
  3. A new document will now open in Word that is based on the template file, and a manuscript template wizard will guide you through the process of writing your paper. The first time you launch the manuscript template wizard, you may be asked about macros. Accept macros to continue.
  4. Enter the information requested by the wizard. Click Next after each operation. If you are unsure of what to enter, just click Next to move on.
  5. At the final wizard window, click Finish, and start writing.

Editing Manuscript Templates

  1. In Microsoft Word, go to FileOpen.
  2. Locate EndNote’s Templates folder, which should be on your computer, usually in:

C: drive > Program Files > EndNote X2 > Templates.

  1. Find and select the manuscript template you wish to modify. Template filenames end with the extension .DOT.
  2. Make changes to the template and save a copy of the file in the same folder with a new name.
  3. NOTE: Changes to a manuscript template may disable the manuscript wizard for that template.

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EndNote Help

EndNote Help and Tutorials (UCB Library)

EndNote Tip Sheets (for all versions) (Thomson Reuters)

EndNote FAQs (Thomson Reuters)

EndNote Discussion Forum 2008- (Thomson Reuters)

EndNote Discussion List – Searchable Archives 2000-2007 (Adept Scientific)

August12, 2009 - Page 1