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EndNote is a referencing management software system that can help you store and organise your references.

Contents

Can I purchase a copy of EndNote for personal use? Page 2

Cite them Right and APA 6th Style in EndNote Page 2

How to add references into EndNote from a Word document Page 2

Using references from an earlier version of EndNote Page 3

How to change references to include italics Page 3

How do I create a bibliography? Page 3

Editing citations Page 4

How do I remove a citation and its corresponding entry in the reference list? Page 4

How do I include page numbers in brackets? Page 4

How can I edit a citation after I have inserted it to remove either the author name or the year? Page 5

How do I create a secondary reference? Page 5

Why won’t EndNote insert references (citations) into my Word document? Page 6

When I enter a corporate author in the Author field (for example Sport England) why does it appear

as England, S.? Page 6

My supervisor says he doesn't like the reference ‘Hutton, E.K. & Hassan, E.S…’ he prefers

‘Hutton, E.K. and Hassan, E.S…’ Page 7

How do I move text around within a Word document where I have already inserted citations? Page 8

How do I insert article references from online databases? Page 8

What are EndNote ratings? Page 8

Can I use EndNote Online? Page 9

To link/sync EndNote Desktop with your EndNote Online account Page 9

To register for EndNote Online via Web of Science Page 10

How to access ‘EndNote Basic’ if you do not have access to EndNote Desktop or access via Web of

Science Page 10

Can you sync groups in your EndNote library across multiple desktop installations? Page 10

Is there an EndNote app I can use on my iPad? Page 11

How do I set up and use EndNote on a Macintosh (Mac)? Page 11

Does an EndNote library set up on a Mac desktop have the same functionality as one set up on a

Windows desktop? Page 11

Creating a compressed backup copy of your EndNote library Page 11

Closing a library Page 12

How to save your EndNote library after you leave the institution Page 12

Further information Page 13

EndNote X7 FAQs

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If you are a registered student, researcher or member of staff, the University EndNote Site Licence entitles you to a discounted copy of EndNote for your personal use for Macs or Windows PCs. To purchase a copy go to http://www.bilaney-consultants.co.uk/endnote-chest—you must use your University email address to buy from this page.

Can I purchase a copy of EndNote for personal use?

If you are using EndNote there is not an exact style matching the Harvard Northumbria style as in Cite them Right. The closest referencing style to use is APA 6th. Your supervisor or tutor will advise you which style to use for your citations and bibliography. Bite size videos are available through Skills Plus to show you: How to add a new referencing style: MHRA How to add a new referencing style: OSCOLA You can use these instructions as a guide if you wish to add other referencing styles.

Cite them Right and APA 6th Style in EndNote

You should be aware that this is not a straightforward process. There are three possible ways of doing this although the latter option (3) may offer the best solution. 1. You can create a 'tagged' Word file of your references and import this, but it is very time consuming and is

prone to human error and doesn't always import properly. 2. Another way is a manual or semi manual way of importing:

Open the list of references in Word.

Select a reference and copy it using the Copy button.

Open your EndNote library, and choose New Reference from the References menu to create a new reference.

Put the cursor in the Title field of the new reference and choose Paste from the Edit menu. This will paste the entire reference into the Title field of the Reference window. From here, you can highlight and 'drag and drop' (or cut and paste) the individual pieces of data into their proper fields. Be sure to remove extra punctuation and spaces at the end of each field, and make sure each of the author’s names are on a separate line.

A trick that sometimes works is to create the references with the minimum information (e.g. Copy/Paste just the authors, title and year) then get EndNote’s Update Reference tool to fill in the gaps. This should find the proper reference and offer you the details. For more details on how to update references already in your library with additional online data refer to EndNote X7 Advanced guide. 3. You can cut and paste pertinent information from NORA or the Library Catalogue, and then do an import. It

should import all the data so that you would just need to check the capitals etc. are all correct. For more details on how to import references from the Library Catalogue or NORA, refer to EndNote X7 Introduction guide.

How to add references into EndNote from a Word document

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How do I create a bibliography?

To create a bibliography without in-text citations: Highlight all the references you want to include. For example, if you want to select all references: click the Edit menu; Select All. Click the Edit menu when references are highlighted then click Copy Formatted. Switch to the Word document and position your cursor where you would like the list to appear. Click Paste. A formatted reference list will be added at the insertion point. Note: You cannot combine two different types of lists into a single list or add references to the imported bibliography, so it is best practice to insert the bibliography once you have finalised the document.

If you are using an earlier version of EndNote than the University version, your own library will open without any problems. However, it is not advisable to work with two versions together as the libraries could become corrupt. If you want to import references at home it would be preferable to use EndNote Online and then sync your EndNote Desktop library with your EndNote Online account. To do this refer to section ‘To link/sync Endnote Desktop with your Endnote Online account’ in this guide.

Using references from an earlier version of EndNote

You can set text within references in italics via the text formatting options at the top of the reference window. This means you can save the italics in your reference and whenever you input this into a Word document the italics should carry across. You will need to do this for each reference you want to have italics included. To do this highlight the reference you wish to put in italics and double click on this(these) reference(s) to highlight the details and this will show the menu below.

Once you have clicked on the italics icon click on the X in the right hand corner to close and thus save this reference.

How to change references to include italics

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Editing citations

There are several reasons why you may need to edit the citations inserted into Word from your EndNote library. For example, you may need to add page numbers or remove author names. Whilst EndNote references (entries in the reference list at the end of your document) cannot be edited in Word, it is possible to make changes to in-text citations using the Edit & Manage Citation(s) button. The following examples show you how to remove either the author name or the date from a citation, to add text before or after the citation, or to remove the citation altogether.

a) How do I remove a citation and its corresponding entry in the reference list? 1. Click on the citation, for example (Armstrong, 2007).

2. Click on the Edit and Manage Citation(s) button on the EndNote toolbar.

3. Your selected reference will be highlighted. Click on the drop-down arrow next to Edit Reference and select

Remove Citation.

4. The citation will disappear along with the corresponding entry in the reference list (unless this source has been

cited elsewhere in your document in which case only this citation will be removed).

b) How do I include page numbers in brackets? Example: “Non-traditional students can bring to university a breadth of experience, motivational and interpersonal skills” (Cottrell, 2001, p.7). 1. Click on the citation, for example (Cottrell, 2001).

2. Click on the Edit and Manage Citation(s) button on the EndNote toolbar. 3. Enter the page number or numbers into the Suffix field, preceded by a comma and then a space, for

example , p. 7. Click OK.

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c) How can I edit a citation after I have inserted it to remove either the author name or the year? You should remove the author name if the author is already mentioned in the text as in the example below. How can I change “According to Kotler (Kotler, 1973) atmospherics is a marketing tool of importance especially for retailers” to “According to Kotler (1973) atmospherics is a marketing tool of importance especially for retailers”? To remove the author name from a citation: 1. Click in the citation, for example (Kotler,1973).

2. Click on the Edit and Manage Citation(s) button on the EndNote toolbar.

3. Change formatting from Default to Exclude Author from the drop-down menu.

NOTE: If you mentioned the year in your writing and didn’t need it in the citation you could exclude the year by selecting the Exclude year box from the drop-down menu.

How do I create a secondary reference?

Example: “A study by Smith in 1991 (cited in Green, 2000) found that… “ - Here I only need to reference Green, so I thought I just inserted the Green reference as usual and then just add "cited in" – but it won´t let me type inside the brackets. 1. Create the citation in the normal way – it should refer to the work in which you found the reference.

2. Click in the citation, for example (Green, 2000).

3. Click the Edit and Manage Citation(s) button on the EndNote toolbar.

4. In the Prefix box of the Edit and Manage Citation(s) window, enter cited in (remember to put a space after 'in' because EndNote doesn't do this automatically). 5. Click OK. The citation should now read (cited in Green, 2000).

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To activate Cite while you Write ensure Instant Formatting displays as ‘ON’ in the menu bar. If this displays as ‘OFF’ your references will appear like this {Eroglu, 2001 #18}. To fix this: Go to the EndNote X7 tab in your Word document and click on the arrow next to Instant Formatting is Off Then click on Turn Instant Formatting On.

Save the document immediately and this saves the changes you’ve made to the formatting command. It is advisable to check that formatting is switched on for each new Word document.

When I enter a corporate author in the Author field (for example Sport England) why does

it appear as England, S.?

You must always place a comma after the company or organisation corporate name. 1. Double click on your EndNote reference to edit it. 2. Place a comma after Sport England, in the author box. 3. Close the reference and the corporate author should display correctly in the preview box below your list of references.

You need both your Word document and EndNote library open so the two programs can communicate. It is also necessary to enable the ‘Cite while you Write’ function.

Why won’t EndNote insert references (citations) into my Word document?

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My supervisor says he doesn't like the reference ‘Hutton, E.K. & Hassan, E.S…’ he prefers

‘Hutton, E.K. and Hassan, E.S…’

Some referencing styles use the ampersand (&) character in references and citations where there are multiple authors. EndNote references cannot be directly edited in Word. They contain hidden codes which link them to EndNote and any changes you make would be undone the next time you update your references. If you need to make any changes, wait until you have finished entering all your references, then use the instructions on the next page to generate a new version of your document with the EndNote field codes removed. You can freely edit this new document so that your references appear in the required format. You could, for example, use Word’s Find and Replace function to replace all instances of & with and. To remove EndNote field codes: 1. Click in the EndNote X7 tab and select Convert Citations and Bibliography then Convert to Plain Text.

2. You will see the following warning.

3. Click Yes to save a copy. 4. The new document will include all references and citations but will not contain any links to EndNote. 5. Save the document with a different filename so as not to overwrite the original. 6. In the Home tab click on Replace at the top right of the ribbon, in the Find what box type & and in the

Replace with box type and. If you only have the & character in your references click Replace All. If not you may need to replace each occurrence individually.

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What are EndNote ratings?

This allows you to rate the references added to your Library. It is a personal feature and is your opinion and has no relation to the star ratings given to Research Excellence Framework (REF) materials. You can use this to identify key articles within your library at a glance. Go to Edit, choose Preferences and select Display fields. You can then amend any of the columns displayed to suit your needs. If you do not want to use this option right click the Rating bar in the Reference window and a drop down menu will appear. Simply remove the tick in the box next to Rating and this field will disappear. If you later decide this could be useful right click on the reference bar where you want this to appear, tick next to Rating and this will reappear with any references previously rated.

How do I move text around within a Word document where I have already inserted

citations?

1. Highlight the text you wish to move.

2. Unformat the citations for the highlighted section. To do this: Go to the EndNote tab and choose the Convert

Citations and Bibliography > Convert to Unformatted Citations command. 3. Move the text as required. 4. Update the citations in the document. To do this: Go to the EndNote tab and choose the Update Citations

and Bibliography command.

How do I insert article references from online databases?

You can insert references from all University online databases but the export options that will be available to you will depend on which database you are using. If you look at the EndNote X7 Introduction helpguide which looks at importing references into EndNote you will see that you can search multiple databases from within NORA and save the references directly to EndNote. Alternatively, you can search an individual database, such as Business Source Premier, and then use that database’s own export option to export the references to EndNote. Like Business Source Premier, many databases will have a direct export option, although some will require that the references be saved first and then imported into EndNote. If in doubt consult the database’s own help files. If you are still unsure email ask4help@northumbria.ac.uk.

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Can I use EndNote Online?

You can register to use EndNote Online which can be used from any computer or browser. There are three types of online account, one created through or linked to the EndNote Desktop library, another can be opened via Web of Science site and the third (EndNote Basic) which is free to anyone. A comparison of the features of each version is available in the Referencing section of the Information for Researchers web pages.

To link/sync EndNote Desktop with your EndNote Online account

How to link/sync EndNote Desktop with your EndNote Online account 1. In your EndNote Desktop library click the Sync icon. 2. If you are not already signed into your EndNote Online account you will be prompted to sign in. If this is the

first time you try to Sync the EndNote Online and EndNote library you will be asked to create a compressed library backup. To do this refer to Creating a compressed back-up instructions.

The sync process automatically synchronises both sets of references that reside in groups so that an exact match exists in both EndNote Desktop and EndNote Online. The process includes all data changes to references (including file attachments) so that each library matches the other. For example, if you add or remove references and/or PDF files in EndNote, then those changes are updated in EndNote Online and vice versa. Sync includes groups and group associations but does not include group sets, smart groups, and groups within combination groups. These will be added in a later release of the EndNote software. Sync Preferences allows you to store your email and password to allow automatic syncing and to set syncing to occur at the beginning or end of each session using your EndNote library or at regular intervals while using your EndNote library. To access Sync Preference, go to the Edit menu, select Preferences, and then click Sync in the list of preferences.

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To register for EndNote Online via Web of Science

If you do not have access to EndNote Desktop but study or work at Northumbria University you can use Web of Science to create an EndNote Basic account with the following features:

Store up to 50,000 references

All of your university’s bibliographic styles

2GB of file storage

Online search all of your university’s databases

Webpage reference capture How to register for EndNote Online via Web of Science 1. In NORA click the A-Z List of Databases. Click the W tab and then select Web of Science. On the next

screen login using your Northumbria username and password and you will then be directed to Web of Science.

2. On the Web of Science homepage click EndNote. 3. Click Register to create your account (or sign in if you have already created an account on Web of Science).

How to access ‘EndNote Basic’ if you do not have access to EndNote Desktop or access

via Web of Science

To find out how to use this refer to Adept Science help page: http://www.adeptscience.co.uk/products/refman/endnote/endnote-online.html This version offers more limited options and include:

21 most popular bibliographic styles

2GB of file storage

Online search the 5 most popular databases

Web page reference capture

Extensive writing tools If you open this basic account while logged into your University account you are given the option to upgrade to a full

EndNote Online account. Follow the online instructions if you wish to do this.

In your EndNote library you may have Groups; Smart Groups and Group Sets (Combined Groups). If you have multiple accounts when you synchronise your laptop EndNote X7 Desktop Library (e.g. at home) with your online account and your primary Desktop (e.g. at work) it is now possible to sync and see all your groups on the Desktop versions. With this improvement, you can create, edit, and/or delete a Smart Group or Group Sets and have these changes sync across multiple desktop clients. However in the Online version you will only see your Groups (not Smart Groups or Group Sets).

Can you sync groups in your EndNote library across multiple desktop installations?

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Creating a compressed backup copy of your EndNote library

It is always a good idea to create a backup copy of your library. To do this, open your EndNote library:

From the File menu select Compressed Library (.enix).

Select the specifications you wish to keep and then click Next. Save the compressed file in a folder on your U: drive and change the name if you wish, (the default name is Sample_Library_X7.enlx).

Is there an EndNote app I can use on my iPad?

You can download an EndNote app to use on your mobile device and the EndNote Sync capability within the app enables you to synchronise your EndNote Library across your desktop, iPad (mobile device) and online, to give you greater flexibility in how and where you access your research It is necessary to have an EndNote Online account to run the iPad app and while you can do this from the iPad app this gives limited functionality. We recommend that you create your Online account through Web of Science or your EndNote Desktop Library and you can then access, edit and manage your own Library via the EndNote app.

User Guide and Online tutorials:

EndNote on iPad: EndNoteSync, PDFs, and Groups (2.50mins)

EndNote on iPad: The Browser and Downloads (3.32mins)

How do I set up and use EndNote on a Macintosh (Mac)?

For comprehensive guidance you can use Help in the EndNote program and to help you get started we recommend you take time to view the training videos at: www.youtube.com/endnotetraining

How to use EndNote in 6 minutes (Duration Approx. 6.00 mins)

Building an EndNote Macintosh Library: an EndNote Class Recording (Duration Approx. 1.06 hours)

Does an EndNote library set up on a Mac desktop have the same functionality as one set

up on a Windows desktop?

The same principles and functionality apply to setting up and using an EndNote Library on a Mac as with the Windows desktop version.

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How to save your EndNote library after you leave the institution

There are three options for you to decide which is the best approach for you: 1) Register for an EndNote Basic http://endnote.com/basic account (also called EndNote Online in our FAQs). This gives you free access to a web version of EndNote— it doesn't have quite as many features as the desktop version but it is still very usable. You can sync with your desktop library and so transfer all the content from the University account to this web account. The account remains active for 12 months, in this state, from the last time you logged in on a University PC or used off-campus authentication, it would be best to do this a couple of weeks before you leave, then it reverts to a slimmed down version of EndNote for a while longer, approximately 6 months, and then into a hibernating state. 2) You can save your complete library (the filename .enl file as well as its associated .Data folder and all of its contents) to a single compressed filename.enlx file in order to easily back up your library or save a copy to access later, you can then easily restore (unzip) the compressed library with EndNote. To save to a compressed library file follow the instructions in this guide ‘Creating a compressed back-up copy of your library’. To restore a compressed library file: 1. Use EndNote X7 to open the filename.enlx file, which will extract the .enl file and the .Data folder to the same folder where the .ENLX file is located. 2. Use EndNote X7 to open the filename.enl file as you normally would to use the library. 3) Purchase EndNote X7 and transfer your library to your own PC and it will stay with you as long as you want.

Closing a library

To close a library, do one of the following:

From the File menu, (top left of the library window) select Close Library.

Click the Close button (red cross) in the top right corner of the library window. EndNote automatically saves the information in your library when you close each reference, so you don’t need to save the library before you close it. Closing the library does not end the EndNote program. If you want to end the program, select Exit from the File menu and the open library will be saved and closed automatically.

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Further information

There is comprehensive support available within EndNote.

EndNote Help: Click on the Help icon in the EndNote program.

The EndNote Website: Provides additional support, including Camtasia (screen capture demonstrations) for using EndNote: searching online databases, journal names, manual data entry, importing PDFs, and various Cite While You Write tutorials.

The EndNote User Forum which is hosted by Thomson Reuters, a supplier of bibliographic software packages, including EndNote. Their website has information pages dedicated to EndNote.

Details about using EndNote at Northumbria and the range of support from the University Library can be found

online via Information for Researchers: Referencing

Online resources are also available to help you through Skills Plus available from the Library online

Under the topic Referencing and Plagiarism are a series of helpguides including the EndNote Introduction and EndNote Advanced helpguides You will also find a Frequently Asked Questions helpguide, which contains the main queries we receive in the Library. All these guides have a contents page to help you locate your specific query. These can be downloaded to your PC or printed for your convenience.

Short videos which are listed separately in Skills Plus to guide you through steps to changing a reference

style, and how to import references from the Catalogue, NORA and an exemplar Database.

If your query is not answered above please contact us, and we can answer this directly or arrange a one hour individual consultation to further advise you.