UTS Library

Using EndNote

We have compiled a few basic steps to help you get started with EndNote. For more information about how to use EndNote you can consult the Library's Guide to EndNote handout (for Windows or Mac). You can also get help with referencing at any time via the Ask a Librarian page.

You can also visit the EndNote Help page which has a broad range of tutorials and FAQ's to help you use EndNote efficently and effectively.

Getting Started

Once you install EndNote, you will need to create a new reference library. To create a new library, click on File, New. Give the library a name, select a location (which should be a USB or portable hard drive if you want to use it on more than one computer), and click on Save.

Whenever you use EndNote it will automatically try to open the library you used most recently on your current computer. To open a different library, click on File, Open. It is also possible to store EndNote libraries in cloud-based services such as Dropbox. EndNote has its own cloud-based service, EndNote Online: see Endnote Online for more information.

Creating a backup copy of your EndNote library

Do this regularly! The best way is to click on File (in EndNote’s menu bar), then Compressed Library. Create your compressed library (ie your backup) with File Attachments and (normally) from All References in Library. Choose where to save the backup (not on the same computer!). It’s a good idea to add the date into the name of the backup, and possibly a word such as backup. A compressed library is a single file containing both your EndNote Library and its associated .Data folder that contains any attachments.

Adding Content

  • Click on the New Reference icon (or click on References, New Reference; or click Control+N/ Command+N). This brings up a new reference template.
  • Use the dropdown menu at the top to choose the appropriate Reference Type.
  • Type in, or paste, the details of your reference. Leave as many sections blank as you wish.
  • When adding Authors or Editors:
      • Always add the family name first, then a comma, a space, and then first name(s) or initials. If there is more than one author or editor, each author must be on a separate line.
      • Add all authors: your chosen reference style will know how to abbreviate lists of authors.
      • If an author is an organization, eg Department of Finance place a single comma after the last word of the organisation’s name, eg Department of Finance,
  • Close and save the new reference. You’ll now see it in your reference library.
  • To delete a reference, select it and use the delete key. Deleted references are placed in Trash.
  • You can recover these if needed by dragging them from Trash back to All References.

Adding from Databases

You can often add your citations directly from a database to EndNote. From your list of search results in the database, click on the export or download link or icon (usually located near email, print etc.). There is a page of instructions with how to do this for various databases (including Google Scholar) in the Library's Guide to EndNote handout (Windows or Mac).

Once you have selected the export link you will be given a range of options to choose from and you will need to select EndNote or RIS format.

The citation should automatically download into EndNote, or (if using Chrome, or on a Mac) into your downloads folder; you will need to open this file. This works best if your EndNote library is already open, but if EndNote isn't already open it will open automatically.

Make sure you double check all imported references to make sure they are formatted correctly!!! This is an extremely important part of the process as imported references may not also be 100% correct (you'll sometimes need to correct for missing years, titles all in upper case, missing journal volume, issue or page numbers, etc). Any uncorrected errors will show up later in all your reference lists!

Connecting to the UTS Library catalogue

To download the UTS Library connection file:

  1. Click on UTS Library EndNote Connection, and follow the instructions above to save and open the connection file.
  2. When you open the file, EndNote will start and you will see some details about the connection file. Click on File, Save As.
  3. In the Save As window that appears, ensure that the Connection Name is U Technology Sydney (you may have to remove the word "copy" and perhaps some other text, and replace text such as "%20" with a space).
  4. Then click on Save and close the connection file window.
  5. With your EndNote library open, look for the icon labelled Online Search Mode and click on this.
  6. Click on More... in the Online Search section and select U Technology Sydney from the list. You'll then see search options and these will allow you to search the UTS Library catalogue. Search results are displayed below the search window.
  7. Search results are not automatically added to your EndNote Library in Online Search Mode. To add them to your library, select the results you want and click on the Copy to Local Library icon (this will be near the Online Search Mode icon). Click on the Local Library Mode icon (next to the Online Search Mode icon) to return to your EndNote Library. Click on the Online Search Mode icon to return to your search results.
  8. On some Macs, if you don't see the U Technology Sydney file in the list when you click on More..., open your Applications folder, then EndNote version. You'll see a folder called Connections. Drag your saved connection from the Downloads folder onto this Connections folder. Go back to EndNote and you should see it in the list when you select More...

Connections to some other Australian library catalogues can also be restored, but some libraries do not have working connection files.

Attaching PDF's

If you already have the reference for a pdf in your EndNote library, drag the icon of the saved pdf file and drop it onto that reference in the library. (This actually works for files of any format, not just pdf).

Alternatively, right click on the reference you want to attach the file to (on a Mac, Control + click), and choose File Attachments, Attach File ... Choose your file and then click on Open.

  • A paperclip symbol appears next to each reference with an attached file. (You may need to open and then close the reference to see this paperclip). To open an attached file, select the reference and click on the Open PDF icon in EndNote's Attached PDFs panel.
  • You can attach more than one file to a reference. You can see which files have been attached to a reference by opening the reference and scrolling down to the File Attachments field. You will see icons for any attached files. Clicking on an icon will open its file. Deleting an icon deletes the attached file it represents.
  • Once a file is attached, you no longer need the saved original: attaching a file copies and stores it in the associated .Data folder that was automatically created when you created your EndNote library. This folder contains all your attached files (so it is very important!) and is filed with its associated library. The .Data folder is automatically backed up when you use File, Compressed Library to create a backup copy of your reference library (see above).

Importing PDFs

If you have saved pdf files but do not yet have references for them in your EndNote library, EndNote allows you to import these directly into your EndNote library, automatically creating an EndNote reference from data in each, and then attaching the pdf to it. This can be done for individual files, or for a whole folder of saved pdfs.
However, the original pdf must be in a format that allows EndNote to extract citation data, and unfortunately many pdfs are not in this format. If not in the right format (for example if your pdf is a scanned document), the reference that is created will have mostly empty fields and these will need to be filled out by you manually, with data from the attached pdf. If this happens, and your pdf has a DOI, you can use References, Find reference updates to correctly populate the empty fields.

  • In EndNote, click on File, Import. If using Windows, choose File... or Folder... Then select an individual pdf file or folder of pdfs, set Import Option to PDF, and click Import.
  • If using a Mac, select the file or folder you wish to import, set Import Option to PDF File or Folder, and click on Import.
  • You’ll see the new reference(s) in your library, each with its pdf attached. (Note that if the pdf is not in a compatible format the references will have almost all fields empty, see above).
  • A short cut for the above is to drag the icon of the pdf onto the Preview area at the bottom of the Library window.

From SFX

If you have references in your library but no saved pdf files, you can get EndNote to find and attach the pdfs, if UTS Library subscribes to a database that contains the required pdf. Note that this process only really works for journal article references.

  • Click on Edit, Preferences (on a Mac, EndNote version, Preferences).
  • Select Find Full Text from the list of preferences on the left of the preferences window.
  • In the Open URL Path box, type: http://sfx.lib.uts.edu.au/sfx_local
  • In the Authenticate with box, type: http://www.lib.uts.edu.au/auth/login

Then click on Apply and OK or Save. If you now right click (on a Mac, Control+click) on a reference (or several selected references) in your EndNote library and choose Find Full Text, EndNote will search the library’s databases for full text and (if successful) attach pdfs to the selected references. You can also use the Find Full Text icon in EndNote’s menu bar to do this.

EndNote for Law

If you are using EndNote with AGLC you can view the below Study Guides for help:

EndNote Law: Install

EndNote Law: Citations

EndNote Law: Tips

Term Lists and Journal Abbreviations

Some reference styles require full journal names, while others require abbreviated journal names. Most databases provide the full journal name, but some such as PubMed provide abbreviated names. Using term Lists allows EndNote to automatically select the correct journal name format for each reference style, regardless of which format is in the Journal Name field of the references in your EndNote Library.

The beauty of this is that you can have a mixture of abbreviated and full journal names in your EndNote library, but when you create a reference list in Word the journal names will either be all full names, or all abbreviations, depending only on which referencing style you have selected.

To set up your term list:

  • In EndNote, go to Tools, Open Term Lists, and select Journals Term List.
  • Click on one term, and press Control+A (Command+A on a Mac) to highlight all terms. Then click the Delete Term button to delete all terms. (This seems scary, but it is totally the right thing to do!)
  • Click on the Lists tab and highlight the Journals list.
  • Click Import List, and select the list most suited to your field of research. On a PC you may need to follow the path: Computer, Local Disk (C:), Program Files, EndNote version, Terms Lists. On a Mac the path is: Applications, EndNote version, Terms.
  • Click on Open. This will install your term list. You can only have one term list installed at a time; but you can delete and replace term lists by repeating the steps above.
  • If you click back on the Terms tab you'll see the full list of names and abbreviations. You can edit terms, or add new terms, if you wish.
  • Close the Term Lists window. If you now edit your style (Edit, Output Styles, Edit "your style") and select the Journal Names option, you can choose whether you want the Full Journal Name, or Abbreviation 1 (this is the abbreviated title with full stops) or Abbreviation 2 (same abbreviations but without full stops) to be dispayed in your reference lists. EndNote will automatically check what you have in the Journal Name field of your references in EndNote, and replace in your reference list if required.
  • Note that what you have in the Journal Name field of each reference must match EXACTLY what is in the Term List. So always check each reference in the Preview panel in EndNote: if you notice a journal title that is not being changed as expected, you will need to either (a) check the spelling in the Journal Name field exactly matches the spelling in the Term List, including punctuation; or (b) you may need to add the journal title and its abbreviation to the Term List; or (c) ensure you have the correct reference style selected and that the style has been edited so the correct abbreviation is selected in the Journal Names section, as in the previous dot point.

 

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