Unit 2.2: Adding and editing references manually: special features

Add pathways to images, PDFs or other files stored on your computer

You can add to an EndNote reference a pathway to a file (such as a PDF) stored anywhere on your computer. Then you can open the linked file from within EndNote. The pathway is stored in the EndNote record but the file stays in its original place on your computer.

To link a file to a reference:

Select or open the reference. From the REFERENCES menu,
in EndNote 7 choose LINK TO...,
in EndNote 9 choose LINK TO URL or LINK TO PDF
in EndNote X choose URL > LINK TO URL or PDF> LINK TO PDF.
Select the file you want linked. In EndNote 7 or Endnote 9 or if using EndNote X's URL > LINK TO URL option, click Open to add the link to the selected file.
EndNote X's PDF> LINK TO PDF option has an extra choice. A Copy this file... check box appears at the bottom of the window. Mark or unmark the check box, select the file then click Open.
- If you mark the check box, the PDF file is copied to a default PDF folder in your EndNote library.DATA folder (e.g. paleo.DATA). The reference then links to this library.DATA >PDF folder copy (called a Relative Path). This is mainly useful if you want to transfer PDFs when you transfer your EndNote library to another computer.
- If you leave the check box unmarked, you will link to the original PDF file location on your computer (called an Absolute Path).
- The default marked/unmarked choice for the check box can be set through EDIT > PREFERENCES > OpenURL/PDF.
- You can also drag and drop a PDF into the LINK TO PDF field of a reference. The default check box setting applies.
- Up to about 45 PDF links can be inserted on one LINK TO PDF field.
- Existing Absolute Paths already in your EndNote library can be converted to Relative Paths - see the EndNote Manual.

To open a linked file from EndNote:

Open the reference and click the linked file name in the URL or LINK TO PDF field
Or select the reference and choose OPEN LINK (EndNote 7), OPEN URL or OPEN PDF (EndNote 9) from the REFERENCES menu.

Store image files in the Image field

It is also possible to add graphics and other files to the Image field of any EndNote reference. This allows the images to be inserted later into Word documents (this process is covered in Unit 4).

Open the EndNote reference.
From the REFERENCES menu select INSERT OBJECT to insert audio files (wav, MP3), Microsoft Access files, Microsoft Excel files, Microsoft PowerPoint files, Microsoft Project files, Microsoft Word files, PDF files or text files (.txt, .rtf or .html).
Or select INSERT PICTURE to insert .bmp, .gif, .jpeg, .png or .tiff files.
Click Choose file, find the file on your computer, click Open then OK.
In the Caption field, enter a caption.

The file you inserted appears as an attachment in the Image field of the reference. EndNote copies the inserted file to the library.Data (e.g. paleo.Data) folder stored with the library (e.g. paleo.enl) and links that copy to the reference. The first column in the Library window has a paper clip icon to indicate the presence of a graphic.

Note:

Each EndNote record can contain only one graphic or file attachment.
Always type caption text into the Caption field.
If you move your library to a different computer or if you want to share your EndNote library, remember to copy the .Data folder as well as the library so that images and files are included.
All Reference types (journal article, book etc) have an Image field. Certain Reference types (Figure, Chart or Table, Equation) can be used to create a record for independent files or images which are not connected with an article, book etc.

Make global text changes

You can change text globally throughout a set of references in a library. This is an easy way to correct misspelt or outdated words.

Display only those references you wish to change by using the SHOW SELECTED or SEARCH functions on the REFERENCES menu.
From the EDIT menu select CHANGE TEXT.
Select the field where changes are to be made or leave the default Any Field.
At Search for:, type the text needing to be changed.
- Check Match Case if you want to change only references which have the same upper and lower case letters as you have entered.
- Check Match Words if you want to change only exact matches for the text you entered, not partial matches e.g. if you enter dinosaur and want to change dinosaur but not dinosaurs.
At Change the text to:, type the new text.
- Click Retain Capitalization if you want the replacement term to to appear exactly as you've typed it.
Click Change and OK to confirm the changes. The changed references are highlighted.
Use SHOW SELECTED from the REFERENCES menu to display only the highlighted changed records and open them to check that the change has been made.

Other global changes can be made using CHANGE AND MOVE FIELDS from the REFERENCES menu. The CHANGE FIELD command changes any field by inserting text at the beginning or end, replacing all the contents of a field or deleting the contents of a field. The MOVE FIELD command moves the entire contents of a field to a different field.