Entering data

Creating libraries

When you open EndNote for the first time you will need to create an EndNote Library (a library is EndNote's name for the database or file you create to store your references / citations).

To create a library

Open EndNote.
Select Create a new EndNote library, then select OK.
EndNote will automatically name a new library 'Untitled'. Change this to your preferred file name.
Choose a location for your library from the Save in list.
Select Save to save your new library.

Your library will save automatically with a .enl (EndNote Library) extension.

EndNote automatically saves your library as you work with it. 'Save' and 'Save As' commands are not enabled.

Remember to regularly back up your EndNote library.

You can enter references into your EndNote library manually. You can also electronically transfer or import references directly from a library catalogue or database. This section deals specifically with the various ways in which references can be added into a library. It also provides guidelines for entering data manually.

Important Tips for Entering Data

Before you start entering any references into your library, it's important to familiarise yourself with these tips on entering data. Although EndNote can easily format data into any required bibliographic style, it will not be able to rectify mistakes and inconsistencies with the raw data.

To ensure the best results, enter data accurately and systematically.
EndNote is case sensitive.
Capitalisation will appear in the final reference as it is entered.
Formatting and punctuation should not be included when you enter references into your library. For example, you do not need to put quotation marks around titles or italicise journal names. Enter only the raw data and leave the formatting to EndNote.
Enter special characters by copying and pasting from Word, or using ANSI codes. Look for information on 'Diacritical marks' in EndNote's Help topics. You can also

Authors, Editors

Enter one name per line.

Brown, William
Brown, W.
de Gaulle, Charles
Deakin University,
Apple Computer Inc.,
EndNote will truncate a list of authors with 'et al.' or 'and others' as required by the bibliographic style
Enter full names if possible. EndNote will abbreviate first and middle names as required.
Use a full stop after each initial.
Leave author field blank when no author is listed
Enter corporate authors (e.g. the name of an organisation) and put a comma after the name. Do not include any commas within the name. If a comma is required within the corporate author e.g. Faculty of Science and Technology, School of Life and Environmental Sciences, put double commas in the Author field. For example in the Author field type Faculty of Science and Technology,, School of Life and Environmental Sciences,

Dates

Always use the Year field to enter the date of publication.
Enter dates as you would like them to appear in your references. EndNote does not reformat dates.

Titles

Enter journal names in full, do not abbreviate.
Quotation marks should only be used if they appear within the title.
Do not use full stops at the end of articles or book titles.
Use capitalisation as required by the bibliographic style.
Enter edition numbers for books numerically i.e. 2nd. EndNote will automatically add ed.

Page numbers

Enter page numbers in full (220-225) or abbreviated (220-5). The bibliographic style you choose will format the page numbers as required.

Keywords

Use the Keyword field to store keywords/terms that you want to associate or identify a reference.
Separate keywords by semi-colons ; or backslashes \ or returns

Notes and abstracts

Use the Notes field for storing personal reminders, such as the location of a quotation in a book or the quotation itself.
You can assign a personal priority to references by using codes, e.g. using symbols such as stars to assign the level of relevance to a topic.
Use the Abstract field for a brief description of the contents of the work.

Volume and issue numbers

Where no volume number is given, use the issue field.

EndNote record numbers

EndNote automatically assigns a record number sequentially to each reference as it is added to a library. You'll see this record number, indicated by #, in the title bar of the Reference window.
Record numbers are never reused or reassigned within a library. If you delete a reference, that number is never used again in that library.

Entering data manually

You can enter references into your EndNote library manually. You can also electronically transfer or import references directly from a library catalogue or database into your library.

To manually enter references

Begin with an open library.
From the Reference menu, select New Reference

From the New Reference window, select a reference type from the pull down list.
EndNote 9 / 10 comes with some new electronic / online Reference Types - Electronic Article, Electronic Book and
Online Database, Online Multimedia

PLEASE NOTE : When you have exported or imported your journal articles from the Library's databases and you are using the full text of the article from the database you will need to manually change the reference type to Online Database and add the Date Accessed and the Name of Database (eg. Business Source Premier or Expanded Academic ASAP or Australian Public Affairs - Full Text). Also when you manually enter your Electronic Article or Electronic Book or Online Multimedia reference you will need to add the Date Accessed.
The Date Accessed style depends on the referencing / output style used. Examples given in table below:

APA	August 5, 2008	Month Day comma Year (numerical day only no 1st or 2nd or 3rd etc)
Harvard	5 August 2008	Day Month Year (numerical day only no 1st or 2nd or 3rd etc)
Oxford	5 August 2008	Day Month Year (numerical day only no 1st or 2nd or 3rd etc)
Vancouver	2008 Aug 5	Year Month (abbreviated to the first 3 letters) Day (numerical day only no 1st or 2nd or 3rd etc)

Enter data. Use the Tab key or mouse to move from field to field.
Select the Close button to close and save your reference to the open library.

To edit a reference, double click on any record within your opened library.

Reference types

Entering data from databases and library catalogues

An important set of functions within EndNote enables you to transfer or import references directly from a library catalogue or database into your library. Hundreds of references can be transferred in a single step. Not only does this save time, it also helps to ensure the consistency and completeness of references. All, or as much as you require, of the information in the catalogue or database record can be copied into your library. This can include library Dewey numbers, subject headings and journal article abstracts.

There are three different ways of transferring or importing references into EndNote:

Some databases offer a direct export feature to transfer references directly into an EndNote library.
Import filters provide a way of importing previously saved text files of catalogue or database records.
Connection files are used to search databases or library catalogues directly, transferring references over immediately.

Direct export

Some databases and information providers allow you to save references directly into an EndNote library. When saving records from within a database, you will generally see an option to save in direct export format. Once this has been selected, EndNote will automatically open, prompting you to nominate a library to drop the references into. You should be able to indicate whether to add the references to a new or existing library.

The databases and information providers which currently offer Direct Export are:

BioMed Central
Cambridge Journals Online
EBSCOhost Research Databases
EMBASE
Gale Cengage (Infotrac)
Google Scholar
HighWire Press
IEEE Xplore
Informaworld (Taylor & Francis publications)
Informit
Ingenta
JSTOR
Proquest - ABI / Inform
Science Direct
Scopus
Springerlink
Web of Knowledge - includes Current Contents
Wiley Interscience

(Mozilla Firefox instructions given at the end of the table)

Please Note: if you are using Windows Vista direct export will not work if your Endnote library is open. Close your EndNote library before exporting from any of the databases below.

Please note: exporting does not work on a Mac using Internet Explorer or Safari under Mac OS X - http://www.endnote.com/support/faqs/Import/faq2.asp

	Search for the references you want Select references and / or choose one of the Send options of all results or this page or selected items (if you are selecting specific reference click on Save checked items and go to next page ) At the top of the result list select EndNote + Abstract Click on Send Internet Explorer users click on Open Firefox users click on OK to Open with...(Endnote or Web Export) - if this doesn't work go to further instructions Mozilla users with EndNote 9 click on Open it with default application (EndNote Plus) Choose an EndNote Library and click on Open
	Search for the references you want Select the references Click on Export Citations (top of result list) Select Yes to include the abstract with the citations. Select EndNote under Choose file format: Click on Download Internet Explorer users click on Open Firefox users click on OK to Open with...(Endnote or Web Export) - if this doesn't work go to further instructions Mozilla users with EndNote 9 click on Open it with default application (EndNote Plus) Choose an EndNote Library and click on Open
including CINAHL and pre-CINAHL, MEDLINE, MLA International Bibliography and PsycINFO.	Search for references you want. Click on (under each reference). Click on Folder View (right side of screen) Click on Select All Click on (Export) Select Direct Export to EndNote, ProCite or, Reference Manager Click on Save. The EndNote program will open automatically. Choose an EndNote Library and click on Open
	Search for the references you want Mark the records you require - click on the square next to the record number Click on Export (top or bottom of search results) Select Export Format : EndNote Click on Export Internet Explorer users click on Open Firefox users click on OK to Open with...(Endnote or Web Export) - if this doesn't work go to further instructions Mozilla users click on Open it with the default application (risfile) Choose an EndNote Library and click on Open
	Search for the references you want Mark the records you require - click on the square next to the record number Click on Marked Items (top left of results) Click on Citation Tools (under Tools menu - left side of screen) Next to Export to third party software select EndNote Click on Export Internet Explorer users click on Open Firefox users click on OK to Open with...(Endnote or Web Export) - if this doesn't work go to further instructions Mozilla users click on Open it with the default application (risfile) Choose an EndNote Library and click on Open
	Click on Scholar Preferences and scroll to bottom of page. Under Bibliography Manager select Show links to import citations into and select EndNote Click on Save Preferences (bottom right hand corner) Search for the references you want. Click on Import into EndNote Internet Explorer users click on Open Firefox users click on OK to Open with...(Endnote or Web Export) - if this doesn't work go to further instructions Mozilla users with EndNote 9 click on Open it with default application (EndNote Plus) Choose an EndNote Library and click on Open
	Search for the references you want Select the references For items checked below: Select download to citation manager Click on GO Click on the link download citations to Citation Manager (citations and abstracts (if available) will appear in EndNote) Click on EndNote Internet Explorer users click on Open Firefox users click on OK to Open with...(Endnote or Web Export) - if this doesn't work go to further instructions Mozilla users with EndNote 9 click on Open it with default application (EndNote Plus) Choose an EndNote Library and click on Open
	Search for references you want. Select individual records or click on Select All (top of result list) Click on view selected items From the Download Citations menu (left side of screen) select Citation & Abstract. From the ASCII Text drop down menu select EndNote,ProCite,Refman and click on The EndNote program will open automatically. Choose an EndNote Library and click on Open
	Search for the references you want Select the references From the 'Selected: Choose an action' drop down menu select Download citation and click on Go Select EndNote Direct Export from the 'Choose a format' drop down menu . Select Citation and Abstract Select Download file Click on Go Internet Explorer users click on Open Firefox users click on OK to Open with...(Endnote or Web Export) - if this doesn't work go to further instructions Mozilla users with EndNote 9 click on Open it with default application (EndNote Plus) Choose an EndNote Library and click on Open
	Search for references you want Mark the records you require - click on the square next to the record number Click on Save (middle right of screen) Keep Short Labels Select Complete Record from the Fields to Save drop down menu Un tick Save Search History Select EndNote Direct from the Output Format drop down menu Click on Save Records The EndNote progaram will open automatically. Choose an EndNote Library and click on Open
	Search for the references you want Mark the records you require - click on the square next to the record number Click on update marked list (top or bottom of results Click on Bookmarking options (right side of screen) and select Marked List Click on Export options (right side of screen) and select EndNote Internet Explorer users click on Open Firefox users click on OK to Open with...(Endnote or Web Export) - if this doesn't work go to further instructions Mozilla users click on Open it with the default application (risfile) Choose an EndNote Library and click on Open
	Search for references you want Select references Click on Save Citation (s) to save selected citations from the search results and login to MyJSTOR (if you have not already registered for My JSTOR you will need to Register first) Click on Saved citations under MyJSTOR tab Click on the citations you want to export and click on Export article citations Click on EndNote, ProCite, Reference Manager (download RIS file) Internet Explorer users click on Open Firefox users click on OK to Open with...(Endnote or Web Export) - if this doesn't work go to further instructions Mozilla users click on Open it with the default application (risfile) Choose an EndNote Library and click on Open (If you are accessing JSTOR from home then you may need to follow the instructions below: 1. Click on Export this citation under the reference on the search results page. 2. The citation then appears in a new browser window. Save as a text file. 3. Open Endnote -find saved text file and import as Reference manager(RIS) import option)
	Search for the references you want Mark the records Click on Export - top of result list Click on Export Directly to ProCite, EndNote or Reference Manager Internet Explorer users click on Open Mozilla users with EndNote 9 click on Open it with default application (EndNote Plus) Choose an EndNote Library and click on Open
	Search for references you want. Mark selected records from the search results. Scroll towards the top of the screen and select Export Citations. Select either Citations, or Citations and Abstracts. Keep the file format as RIS (for reference manager, Procite, EndNote). Select Export. The EndNote progaram will open automatically. Choose an EndNote Library and click on Open
	Search for references you want. Mark selected records from the search results. Select Output From the Export format drop down menu select RIS format (Reference manager, ProCite and EndNote) Choose a format from the Output drop down menu eg. Complete format Select Export. The EndNote progaram will open automatically. Choose an EndNote Library and click on Open Please note that institutional authors (eg, Department of Health) will be transferred incorrectly as they are treated as personal authors. You will need to manually edit any records where the author is an organisation or institution.
	Search for references you want. Click on Add to marked items (top of reference) Click on Marked Items (x) (left side of screen) Click on (Download this list) Click on the RIS button (bottom of screen) Internet Explorer users click on Open Firefox users click on OK to Open with...(Endnote or Web Export) - if this doesn't appear go to further instructions Mozilla users with EndNote 9 click on Open it with default application (risfile) Choose an EndNote Library and click on Open
includes Web of Science and Current Contents	Search for references you want. Use checkboxes to select and mark individual references. Click ADD TO MARKED LIST Click on Marked list At the bottom of the Marked List screen, select EXPORT TO REFERENCE SOFTWARE The EndNote program will open automatically. Choose an EndNote Library and click on Open
-->	Search for the references you want Select the references Click on Download Selected Citations (bottom of result screen) Select Format : EndNote Select Export Type : Abstract and citation Click on GO Internet Explorer users click on Open Firefox users click on OK to Open with...(Endnote or Web Export) - if this doesn't work go to further instructions Mozilla users with EndNote 9 click on Open it with default application (risfile) Choose an EndNote Library and click on Open

Mozilla Firefox users will need to follow the instructions below to export references into EndNote if the Open with Web Export Helper (default) does not work :

Click on the Open with drop down box
Click on Other
In the Look in box select C: (Local Disk / Hard drive)
- Program files
- Endnote 9 or Endnote X
- EndNote (application – Endnote icon)

firefox

Import filters

Where direct export is not available within a database to enable the transfer of references directly into an EndNote library, import records using a filter. EndNote uses filters to read downloaded files of references from database searches, and imports the contents directly into an EndNote library. Filters translate the references into a format that EndNote can recognise.

NOTE: Not all required filters are available from within EndNote. If the filter you require isn't listed, it may be available from an additional list provided by Deakin University Library. Click here for information on saving records and to download and install filters. Accompanying instructions on saving records from the database prior to import have also been provided.

The Filter Manager lists the names of all the import filters available. Each filter is unique. It is important to know the name of the database you are searching and the name of the information provider (or supplier of the database so that you can select the specific filter you require. Look for these details when searching the database.

In the example below, you can see the database selected for searching was ERIC and the information provider is CSA Internet database Service.

To view available filters:

From the Edit menu, select Import filters
Select Open Filter Manager
When you have located the filter you require click the checkbox. All filters that are marked will appear in the Import Options list.
Any filter you have downloaded from the Deakin list of filters will be listed under deakinu
For example deakinu_factiva
deakinu_pubmed

filters

To import records using a filter

Begin with a selected catalogue or online database
Search for, and save any required references in text format (.txt). Name and save your file of references.
Open EndNote
Open a library
From the File menu, select Import
Select Choose File and locate the text file that you have saved.
In the Import option box select the appropriate filter
Select Import. A dialogue box will appear with the number of records imported
From the References menu, select Show All to display the new references and any that were already part of the library.

Connection files

This feature of EndNote makes it possible to connect to selected library catalogues and databases, and import references directly into a library.

Connection files are best used to access and search the Deakin University Library catalogue and other Australian and international library catalogues. The connection file for the Deakin University Library catalogue is part of the EndNote program.

The only connection file that will work in EndNote 9 & X (10) on campus through the Deakin network is the Deakin University Catalogue but the connection files should work OK from outside the Deakin network e.g home

To connect to the Deakin University Library catalogue

From the Tools menu, select Connect and Connect again
Scroll through the list and highlight the connection file required. The Library catalogue file is Deakin U
Select Connect

This brings up a window with the heading "Remote Search Library Catalogue at Deakin University".

connect file

To search the Library catalogue

Select the fields to search, and type in search term/s
Click Search button. A Confirm Remote Search box will show the number of matching references.
Select OK to continue or Cancel to return and do another search.
Records retrieved are displayed in a temporary EndNote library. You will be prompted to Copy all references to … or select individual references by holding down Ctrl + left mouse button.

Select Copy all references to …or Copy xx references to

copy refs

To copy references into a new library

Select New Library from the drop down box
Name and save your library

To copy references into an existing library

Select Choose Library
Select required library
Select Open and the reference/s will be incorporated into the library.

To connect to other library catalogues

As every library catalogue or online database is different you need a unique connect file for each one. Deakin University Library has created specific connection files for the Library catalogue and many of the Deakin subscription databases. These do not come as part of the EndNote software and must be downloaded and installed separately.

These connection files will not work on campus through the Deakin network with Endnote 9 or X (10) but should work outside the Deakin network e.g home.

Click here to download and install connection files