EndNote Workshop for The School of Dentistry

Last Update May 2009 by Mick Draper

Use the Library EndNote Tutorial on the Library’s EndNote site

Today we’ll follow the general flow of the tutorial.

New EndNote library
Open the EndNote program.
Choose Create new EndNote Library, or File>New
Call it something like Delete, or Rubbish etc.
Please save this in gntrain on the Desktop today.
When you're using your computer put the EndNote library somewhere you can find it again.

Open a browser and open PubMed.

Run a search that finds about 20-200 citations
I'll be searching dental trauma[ti]

other searches that will work

edentulism[ti]

dental prosthesis[tiab] AND 2000:2009[dp]

child[ti] AND caries[ti]

hydroxyapatite[majr] AND dent*[ti]

If you find too many citations limit by date until you find about the right number.

Importing from PubMed
Change the display format to MEDLINE

Click on Send to.
Click on File.

You might have to fight with Vista to get this to download.
Rename the file delete, or rubbish, or throwout etc but retain the .txt file extension.
Save the File in gntrain on the Desktop today.

On your computer save PubMed citation files somewhere you can find them again.
After you have successfully imported the citations into EndNote you can delete these files.

It's probably a good idea to save the actual PubMed search terms you use though.
Use MyNCBI for this.

Now find your EndNote Library in gntrain.
Click on File.
Click on Import.

Click on Choose File.
Find the file of PubMed citations you just saved to gnrain.

If PubMed (NLM) isn't showing in the Import Option box click on the pull down menu.
Click on PubMed.

If you can't see PubMed (NLM) at all,
Click on Other Filters and scroll through in alphabetical order to find it.

Click on the Import button.

Your citations should rush into the EndNote library.

Making copies of EndNote Libraries
When you have your own library, you should make copies.
Copies should be backed up on server, on a usb, at home, etc

To do this
Click on File.
Click on Save a Copy ...
Don't actually do this now.
Make sure all your copies aren't on one machine or in one place.
You'll have to remember to keep all your copies up to date by deleting older copies as you change your main EndNote library.

Set Library Preferences
There are several preferences you can set to make your library suit your needs.
Click on Edit.
Click on Preferences.

The figure below shows the Preferences available.

Libraries
You can set up EndNote to open your library every time you open the EndNote program.
If you want to do this click on Add Open Libraries.

Display Fonts
You can change the font of the citations in your library.

Change Case
You can use this to retain upper or lower case of words in spelling checks.

Display Fields can be important.
Most EndNote users like to have (Figures, File Attachments,) Record Numbers, Authors, Years, & Titles displaying in order in their Libraries.
You can adjust the order using Display Fields in the Preferences.

Click on the pull down menu for the Column you want to change.
Click on the field to display in the column.

Other Preferences we can talk about if you like are

Reference Types – keep journal article as default
Spell Check  Click on Options button. Choose dictionary based on needs

When you've finished your changes click on the Apply button, then on OK.
The columns in your EndNote library will now reflect your preferences.

Sorting citations in a library
You can sort the order of citations in any library by clicking on a column heading.
To sort citations by record number simply click on that heading within the library.

The citations will now be listed in Record Number order
[EndNote assigns record numbers as new records are imported or created in your EndNote library]

Clicking the same column heading again will reverse the order.

Viewing individual citations
Click once on an individual citation within your EndNote library to view it in citation format in the style that will display in your bibliography

To change the output style
Click Edit>Output Styles>Open Style Manager

Click on a style.
Click on the Style Info/Preview button to view examples of citations in the new style.
You can sift through the citation styles at your leisure.

The style info box will usually have a link to the advice to authors for the journal, or give you some details of the advice.
Click on the Style Info/Preview button again to return to this.

Opening citations (for editing)
Open an individual citation by double clicking on it in your EndNote Library.
When you import from a database you should check each citation you are going to include in your bibliography.

Scroll down the fields of the citation you've opened checking that all is well.

Check that the spelling of authors' names includes appropriate diacritics etc.
Continue scrolling until you get to Keywords.
If the citation you imported from PubMed has MeSH they will appear here.

You can delete any keywords you don't want, but more importantly add your own.

Close the citation when you are finished editing.

You can edit lists of terms such as Keywords more quickly by clicking on Tools>Open Term Lists>Keyword Term Lists (or Authors, or Journal Titles)

Here you can delete any terms that aren't relevant for your searches, and add new terms that you'll want to include in some citations.

Finding citations (references)
You can search any field of the citations in your library.
Click References>Search References.
Type in what you're looking for, e.g. dental pulp
Specify the citation field(s) to search.
Click on Search.

Add Citations (by hand)
Click on References.
Click on New Reference.
Follow the instructions in the Library EndNote tutorial 2.2

To open the EndNote tutorial in a new window right click on the link above.
Click on Open in new window.

Linking pdfs
You can link a citation to a pdf stored anywhere on your computer.
In gntrain there's a pdf called managing trauma.

Normally this would be the pdf of the article
I'll link the pdf to the EndNote citation of the article you can link it to any citation if you're not searching on dental trauma

First I find the citation using Search References.

Yeng, T. 2008 Dentists' management of dental injuries and dental trauma in Australia

Click once (or twice) on the citation to select it.
Click on References>File Attachments>Attach File

If you select the alternative Convert to relative links the pdf will be able to be transferred with the EndNote Library to another computer.

Inserting Figures in EndNote
You can attach a figure to an EndNote citation and add it later to a word document

Open the citation in EndNote (double click) that's to receive the figure stored on your computer
Click References>Figure>Attach Figure

The figure should be added to the Library.
You should now get the chance to add a caption.

To inset a figure in EndNote into Word
Find out which citation has the figure.
In Word click on EndNote
Click on the downward arrow in Insert Citation (top left)>Find Figure
Search for the figure using some aspect of the record.

Adding citations from another database
Now we'll open a temporary library and import more citations, this time from Scopus.

Copy the Scopus citations in the temporary Library by using Edit>Select All then,
Edit>Copy

Switch to the permanent library and use Edit>Paste
to add these citations.

References>Find Duplicates>Delete duplicates
Notice that the more recent citations (larger record numbers) are the ones deleted.
If the new citations have something you want to keep such as better keywords, an abstract, etc cut and paste these to the older citation before deleting the newer citation.

Connection Files
Now use the temporary library to connect to the Library Catalogue and find the book
Managing dental trauma in practice

Click on Tools>Online Searches>New Search>U Adelaide
Click on the Choose button.

Search for the book (by title, or some other field)
Click on OK.
Close the Search dialogue box.
Click on the book record.
Click on Copy Selected to
Click on your temporary library

Check that the citation is OK.
Copy to your permanent library and delete from the temporary library.

Cite While You Write Preferences
In Word click on Preferences in the EndNote area.

I recommend that you delete all the ticks except for Return to document after inserting citations.

Cite While You Write
Open Word.
Begin writing a document, or find the document called Article in gntrain on the Desktop and open that.

When you need to add a reference click on the EndNote tab in Word.

Click on Go to EndNote.

Scroll or Search to find the citation(s) you want to add.
Click once on the citation.
If you want multiple citations you can hold down the Ctrl key while you click.

Cite While You Write
In Word
Click on Tools.
Point at Cite While You Write.
Click on Insert Selected Citation(s).

Continue writing and adding citations remembering to save the article regularly in several locations.

When you have finished your article do all the editing and update all the copies of this 'unformatted' document

Format a bibliography
Click on Go to EndNote.
Click on Tools.
Point at Cite While You Write.
Click on Format Bibliography.

The style of the bibliography will be in the style you selected earlier.
If you want to change the style click on the Browse button.
Otherwise click on OK.

Sharing formatted documents
Convert to Plain Text to send to Publisher
First make copies of the formatted document
In Word, click on Convert Citations and Bibliography
Click on Convert to Plain Text.

Keep practicing, and contact me if you have any problems.