EndNote Notes & FAQs

• How can I see EndNote formatting in Microsoft Word?

1. Open Microsoft Word
2. Open the document you are working on
3. Go to Tools → Options → View
4. Under Show, find Field Shading, using the drop down box, select Always
5. Choose the Medical list (or whichever you want)
6. Click Ok, when a citation is open in EndNote, the text of the citation should be highlighted within the document




• What if Microsoft Word does not see Endnote? (There is no Endnote tab in Word.)

Sometimes, after installing a new version of Endnote or removing an older (replaced) version of Endnote, you will open Microsoft Word and find that it no longer can "see" Endnote. The Endnote tab or button is gone. You can fix this with your Endnote install disc.

• Put the install disc for your current version of Endnote in your computer's CD/DVD drive.
  • If it does not start automatically then double-click on the drive's icon in the My Computer folder.
  • Double-click on the ENX3Inst.msi file to begin the install program.
• Make sure you have closed Microsoft Word before preceding.
• When the Application Maintenance Window comes up choose the Repair option and click on Next

It will only take less than a minute to run. Repairing Endnote in this way should restore the Endnote tab or button to Word. If not, then please call Endnote's technical support at 800-336-4474. At the prompt press 4, and then select the "ResearchSoft Products" option. The call is Free.

• How do I get the full journal name in my citation without having to go into each individual reference and type it?

If you have already created your library, the only way to get the full journal name into your reference is to physically type it.

If you are creating a new library, do the following:


1. Open EndNote
2. Open the library you wish to effect
3. Go to Tools → Open Term List → Journal Term List
4. Click on the lists tab and choose Import List; this may be located in C:\Program Files\EndNote X\Terms Lists
5. Choose the Medical list (or whichever you want)
6. Once you have loaded all the lists you want, you can close the term list window




• What's the difference between EndNote and Reference Manager (or ProCite or WriteNote)

Go to http://thomsonreuters.com/products_services/science/science_products/a-z/ to learn about the different bibliographic management systems from Thomson ISI.

• Can I use different computers and still work in EndNote?

Yes. You will need a copy of the .Data folder and a copy of the .enl file of the library you are using.


• How do I use EndNote's manuscript templates?

List of available manuscript templates: http://www.endnote.com/support/entemplates.asp

Do the following to create a document using a predefined manuscript template:


1. Open EndNote
2. Go to Tools → Manuscript Templates
3. Select the template you wish to use. Microsoft Word will open a new document using the manuscript template wizard you selected. The wizard will help you set up your document


NOTE: The first time you launch the manuscript template wizard, you may receive a notice about macros. Accept macros to continue with the wizard.


• Will EndNote work on Macs?

Will EndNote work on Macs?
Yes but you may find some peculiarities when importing items from Firefox or other web browsers. If you experience problems with this, contact the EndNote Technical Support http://www.endnote.com/support/

• How do I save changes to a reference?

EndNote auto saves. When you click on edit reference and make changes, it is automatically saved.

• Where do I edit a citation that has already been used in my Word document? Word or EndNote?

Do NOT edit your citation in your Word document. Edit it in EndNote. Changes made to citations in EndNote will automatically be updated in your Word document.

• Can I delete citations in my EndNote library?

Yes, but if you delete a reference, you delete its record number in that library forever. Even if you paste the reference back into the same library, it is assigned a new, unique record number. This may cause incompatibilities with older papers that have citations that use old record numbers.

• How do you merge libraries?

You can “import” one library into another by the following:


1. Open EndNote
2. Open the library in which you wish to add citations
3. Choose File – find the library you wish to add to the open library (example dissertations.enl is my main library and I want to add the citations from my test2.enl library)
4. Select the Import Option of “EndNote library”
5. Determine your choice on whether to include duplicates or not
6. No Translation is needed
7. Click Import and the citations are added


NOTE:  Any time you add references to a library, the newly added references are assigned new record numbers in the order that they are added to the library. This means that a reference that was #23 in a smaller library could become #600 in a larger library. As a result, you cannot use the larger, merged library to format papers that have citations with the older record numbers.

• Can I insert multiple citations for the same sentence?

Yes. In EndNote, hold down the <CTRL> key while clicking on the desired references in your library. From EndNote's Tools menu, go to the Cite While You Write submenu and choose Insert Selected Citation(s).


• How do I move a citation in my paper once I have added it?

Highlight the entire section with your mouse then copy and paste it where you want it. Be sure to copy the entire citation note. You do NOT need to move the bibliography information, when you re-format (using Tools / EndNote X / Format Bibliography), it will automatically re-sort and place it in the correct spot in the bibliography list. For example to move this:

Any physical examination should begin with the measurement of vital signs. (Peterson et al., 7)


Highlight the entire statement to be moved:


Any physical examination should begin with the measurement of vital signs. (Peterson et al., 7)

Paste it where you'd like it moved.

• How do I delete a citation in my paper once I have added it?

Highlight the entire section with your mouse then hit the delete key. You will notice when you click on the area with your mouse, the citation will turn gray. The entire area must be deleted. Once you remove the citation, the full listing in the bibliography will be automatically deleted when you re-format (using Tools / EndNote X / Format Bibliography).

Example:  Any physical examination should begin with the measurement of vital signs. (Peterson et al., 7)

• Can you sort the library into different “buckets” or groups of information? If so, how?

There are a few options you can use to create this type of thing.


1. You can create subject bibliographies (NOTE: You must have a subject assigned to each citation in order for this to work). Chapter 13 in the EndNote X manual has more information about creating subject bibliographies.
2. You can create independent bibliographies. This means bibliographies that are NOT associated with any paper. There are several methods of doing this. Chapter 12 in the EndNote X manual has more information about creating independent bibliographies.
3. You can create different libraries for each area.
4. You can change the display of the library by doing the following and the change the sort by clicking on the field name in the library (click on the word Author above that column in your library and it re-sorts the field alphabetically, click again and it the sort reverses the alphabet).
   
   To change the field that display:
1. Open EndNote
2. Open the library you wish to sort / change display
3. Choose Edit → Preferences from the menu
4. On the left, click on Display Fields
5. On the right, you will see the options of which fields to display when you view the library in EndNote
6. Decide what field you wish in each column. For some columns, you can also change the heading (such as "Name" instead of "Author")
7. There are many other preferences to choose from. Select and change any of them.

• How do you change the default of Times New Roman font for citations inserted to Microsoft Word from EndNote?

To change the font of the EndNote citations in Microsoft Word:


1. Open your Microsoft Word document
2. Choose Tools → EndNote X → Format Bibliography from the menu
3. Choose the layout tab and select the font you wish to use
4. Click OK and the font will change for the citations in that document

• How do you add a footnote in MS Word using Endnote?

To cite a reference in a footnote or endnote:


1. Use the appropriate command in Word to create the footnote or endnote. (EndNote does not create the footnote or endnote in the document, but is used to insert and format citations in the note.)
2. Position the cursor in the footnote or endnote where you would like the citation(s) to appear
3. Insert the citation as you normally would


The EndNote style that is selected when you choose Format Bibliography determines how citations in footnotes and endnotes are formatted. EndNote can format these citations as brief in-text citations or like complete references in the bibliography. It can also create a special format specific to footnotes or endnotes, including options like Ibid. and other variations of shortened references when a citation appears more than once in the footnotes or endnotes. See page 408 of the EndNote X manual for more information.

• How do I create and name my bibliography?

As you insert citations to your paper, your bibliography is automatically created.

To name your bibliography:

1. Open your Microsoft Word document
2. Choose Tools → EndNote X → Format Bibliography from the menu
3. Choose the layout tab and in the box bibliography title type the term you wish to use (such as "reference list" or "bibliography"
4. Click OK and the bibliography will have that title above it

• How do I find a particular publication style that is not included in EndNote?

There are publications styles that are not included in the software, but they are available on the EndNote web site.

1. Go to: http://www.endnote.com/
2. Click on the Supports & Services tab at the top of the page
3. Click on Output Styles on the side navigation bar
4. Follow the instructions on the page to download the publication(s)

• How do I convert a Word/Endnote document to PDF for publication?

First you must remove the Endnote field codes from the Word document. To convert a paper from Microsoft Word to Adobe Acrobat Reader format of “PDF”, you can either purchase the full Adobe Acrobat program (around $300) or you can just use this FREE conversion tool:
http://docmorph.nlm.nih.gov/docmorph/default.htm

If you have Microsoft Office/Word version 2007 or higher, there is now a built in utility that allows you to save your Word documents as a PDF. Simply click on the Microsoft Office Button (top left corner), go down to Save As... and choose PDF or XPS.

• How do I get Endnote to work with the library's Link Resolver (SFX) to add URLs for full-text content to my library entry's?

The library uses SFX as a link resolver to locate the full-text versions of articles when they are available—i.e. the library has a subscription to the journal title in question and for a date-range that includes the published date of an article in question. You've probably used this tool when doing a search from one of the library's databases. But SFX can also work with Endnote in the same way and provide a link for all of your library entries that will determine whether the full-text of an entry is available via a library subscription and give a link to that full-text article.

To get Endnote to use the library's link resolver (SFX) is pretty easy.

1. Open up Endnote.
2. Click on Edit in the menu bar and then go down to the bottom of the list and choose Preferences…
3. In the Endnote Preferences box click on Find Full Text in the menu on the left.
4. Make sure the OpenURL box is checked.
5. Copy the text in the line below and paste it in the OpenURL Path: box.

http://p9003-linkresolver.tamu.edu.library-proxy.tamhsc.edu/bhsl

6. Then, click on URLs & Links in the menu on the left.
7. Copy the text in the line below and paste it into the Arguments: box.

?sid=ISI:WoS&aufirst=AUFIRST&aulast=AULAST&issn=ISSN &isbn=ISBN&atitle=ATITLE&title=TITLE&volume=VOLUME &issue=ISSUE&date=DATE&spage=SPAGE&epage=EPAGE

Finding a Full-Text Article

With the above setup you can now use Endnote to find and open the full-text article of your Endnote Library entries, if available. When looking at your library entries you can right click on any of them and scroll down to the URL > OpenURL Link option and it will open a new browser window (or tab) to our SFX link resolver. If we have a relevant subscription to the appropriate journal (meaning we have a subscription and it includes access to the date of the article in question) then you'll see which provider(s) we have access with, and a link(s) to the article or journal. Clicking on one of those links will open another window with the Journal's page or the article in it.


Attaching PDFs to Library Entries

Endnote will also allow you to use the SFX link resolver to retrieve the full-text articles that are available and attach them to your Library entries in Endnote so it will always be available. Right click on any entry and scroll down to the Find Full Text > Find Full Text... option. If the library has a relevant subscription to the appropriate journal, and the openURL link resolves to the article in question, then Endnote will attach a cope of the PDF to the Library entry and add URL information to the entry's URL field. You will see a paper-clip icon to the left of the Author's name in the library window indicating that a PDF is attached.

Some openURL links however do not resolve directly to the article but instead will take you to the journal's web page. In that case this feature will not work. But you can follow the directions below to add a URL to your Library entry anyway.


Adding a URL to a Library Entry

If the Find Full Text option mentioned above fails to find a direct URL to an article, or if you have your own online subscription to a particular journal that you'd rather use, then you can use this method to add a URL to your Library entries by hand.
First, find the full text of the article you're interested in. If the Find Full Text method above does not work, then you can still use the openURL method to get you close to the article. Once you're in the journal's web page then search or browse to find your desired article. If you have your own subscription then go to the journal's page like you normally would and find the article. After you've found the article copy the URL in your browser.

Now you just have to paste that URL into the corresponding Endnote Library entry. Open the full record of the library entry (double-click on it) and scroll down to the URL line. Paste in the URL you copied and save it (close the record and click Yes to save it.) Then when you right click on the entry in your library scroll down to URL and choose the Open URL option (as opposed to OpenURL Link option mentioned above). This will take you to the link that's saved in the URL field of that entry.


On- and Off-Campus Access

BUMC: Currently, BUMC employees do not have access to a proxy server which would allow off-campus access to full-text articles via Endnote. We are working on the problem and when that changes the Library will let everyone know. Sorry for the inconvenience.

BCD: BCD students, faculty and staff are able to use Endnote (as described above) to find and attach full-text articles to library entries via the library's proxy server. The setup described above to get Endnote to work with the library's link resolver (SFX) will work equally well on-campus and off when using the method described under Finding a Full-Text Article.

Be aware though, that the same is NOT true of the methods described under Attaching PDFs to Library Entries and Adding a URL to a Library Entry. If you perform either of these methods while on-campus the URL that gets put into your library entry will not work when you are off-campus. However, if you perform either of these methods while off-campus the URLs should still work when you are back on-campus. This confusing scenario is the unfortunate result of trying to get at least 3 different complicated systems to work together. Hopefully this situation will become easier to work with in the future. Sorry for any confusion.

• More information and Endnote tutorials.

Technical Support: For technical support problems (for example, problems with installing, upgrading or removing Endnote) please call Endnote's technical support number at 800-336-4474. At the prompt press 4, and then select the "ResearchSoft Products" option. The call is Free.

• EndNote is constantly updating the lists of journals as well as new filters, etc. for their product. To see if there are any new updates go to: http://www.endnote.com/support/
• EndNote's Support page with links to tutorials, user guides, and more: http://www.endnote.com/support/
• UT Southwestern has created several tutorials on how to save to import from PubMed or Ovid:
  http://www4.utsouthwestern.edu/library/ education/tutorials/endnoterefman/index.cfm
• The University of North Carolina, Chapel Hill on how to use EndNote: http://www.hsl.unc.edu/Services/Tutorials/ENDNOTE/intro.htm

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• Check our schedule of classes for any upcoming library- or web-based Endnote training, or our
  Tutorials page for more Endnote resources.