Using EndNote via Dropbox

The creators of EndNote (Thompson Reuters) do not recommend using EndNote libraries stored in cloud based services, i.e.

"Dropbox is a cloud based file sharing service. Our database products (EndNote, Reference Manager and ProCite) were not designed for compatibility with this service or other cloud storage. While you can use the service to keep a backup copy or share a compressed copy of your database file(s), we do not recommend opening and/or using the database from that location. If you have your database files saved to Dropbox or any cloud storage, we recommend you copy the files to another location on your computer or remote drive before you open them.

Some of the other cloud storage services that would cause this issue include Sharepoint, Google Drive and iCloud."

At CSU we have encountered a number of users with corrupt EndNote libraries ... caused by the use of Dropbox.

If you plan to use EndNote on multiple computers we normally recommend the use of a portable USB drive for your working EndNote library. Backing up your library regularly to a computer.

EndNote X6 provides improved integration with the cloud based EndNote Web (free to CSU staff and students) and provides another option for syncing you EndNote library across multiple computers - see http://libguides.csu.edu.au/endnote

EndNote X6 now available for use by CSU staff and students

The latest version of EndNote is now available for use by staff and students. 

EndNote X6 can be installed on CSU staff computers though the install software desktop icon. Users who wish to install the EndNote on their own computer may either download the software from the DIT web page: 

https://online.csu.edu.au/division/dit/software/core.html or borrow an installation CD from the library. 

New features in EndNote X6 

• More options to insert in-text citations in CWYW, i.e. ‘Author (Year)’ 

• View and annotate .pdfs within your Endnote library 

• Improved integration with Endnote web 

• Compatibility with Windows 8 and Mac OS 10.8. 

Information and guides to using EndNote X6 can be found at http://libguides.csu.edu.au/endnote

Problem with filename length for PDF attachments in Windows

Due to a file name length limit in Windows (256 characters), EndNote will have problems with linked PDFs with long names or files that are nested too far down in the folder structure.  Also, any non-alphanumeric characters can pose problems for PDF attachments in your EndNote library.

To avoid losing any attached documents, names for attached files and EndNote folders should be kept as short as possible.  Also, the EndNote library should be stored in an easily accessible folder location that is not too many levels down from the root directory.

In the following example, the file path contains 447 characters. This will cause your PDF reader to fail to access the required document via EndNote:

C:/users/username/My Documents/PhD Research/Literature and Resources/Endnote Library/My Endnote Library.Data/PDF/Yokoyama2007Prediction computer program for whole body temperatures and its application under various working level and thermal environmental condition combinations/ Yokoyama2007Prediction computer program for whole body temperatures and its application under various working level and thermal environmental condition combinations.pdf

A solution would be to move the Endnote folder up several levels and to rename the PDF with a much shorter filename (thus using only 105 characters for the file path):

C:/users/username/My Documents/EndNote Library/My Endnote Library.Data/PDF/Yokoyama2007/ Yokoyama2007.pdf

Hyphens, full-stops, commas and any other special characters should not be used for file or folder names in Windows.

EndNote X4 and Microsoft Word Starter 2010

Click here to download EndNote X4 from CSU

The Faculty Liaison staff have become aware that some PCs are being sold with a packaged version of Office called Microsoft Office 2010 Starter. Microsoft Office Starter includes a cut down version of Word and Excel. There is a significant difference between the Starter version and the full version of Office (see below), notably, the EndNote toolbar will not work with the Starter version of Word.

Are Word Starter and Excel Starter different than full Word and Excel? Yes, Word Starter and Excel Starter are reduced functionality versions of the full versions of Microsoft Word and Microsoft Excel. Word Starter and Excel Starter include features for basic authoring and editing, but lack more powerful features like the ability to track comments and changes in your documents; password protect your documents; create tables of contents, footnotes, citations or bibliographies; perform advanced data analysis such as with pivot tables; and the ability to customize the Ribbon and Quick Access Toolbar. From: http://office.microsoft.com/en-us/starter/

This means that you cannot use the EndNote X4 cite-while-you-write tools with Microsoft Word Starter. If you have purchased a new computer and you cannot get the EndNote toolbar to appear check to see if you have the Starter version of Word. If so, you will need to upgrade to a full version in order to use the EndNote X4 cite-while-you-write tools.

Regards,

The Faculty Liaison Team

Endnote X4 at CSU

Are you still struggling with manual referencing? Are you not sold on the benefits of referencing software such as EndNote? If you are a staff member or a post-graduate student why not talk to a Faculty Liaison librarian? We can help you with every aspect of EndNote, from building an EndNote library to automating your referencing in Microsoft Word.

If you are already using EndNote, are you using an older version with less functionality? EndNote gets better with every new release. EndNote X4 is the latest version available to staff and students at CSU. The benefits of upgrading to EndNote X4 include:

1. Improved program responsiveness. EndNote X4 is quicker and more responsive that previous versions of EndNote because it contains fewer pre-loaded referencing styles, filters and connection files (the rest of these files can still be downloaded from the EndNote support site).

2. Compatible with Microsoft Word 2010 and Mac Word 2011.

3. Import reference data directly from compatible PDF files (PDFs must contain the appropriate metadata, including DOI numbers).

4. Use the EndNote search facility to search through the contents of attached PDF files (with text PDFs, not those created from scans).

5. New quick edit tab allows you to edit references without having to open them.

6. Create group sets or new groups based on combinations of existing groups.

7. Improved duplicates handling – view duplicates side by side and edit them in the duplicates window.

8. Add hyperlinks between in-text citations and corresponding item in the reference list.

9. Enhanced tools for managing and editing in-text references.

10. Improved footnote handling for footnote based referencing styles, such as Chicago 16th.

11. New auto-group created for references used in any currently active documents.

You can get the latest in referencing software free from the CSU Library. Staff and post-graduate students who are concerned about the impact of upgrading to EndNote X4 should contact a Faculty Liaison librarian for more information.