EndNote X2 ... coming to CSU in 2009

see 'What's new in EndNote X2' published by University of Queensland

Corrupt Word document

The cite-while-you-write (CWYW) feature in EndNote makes referencing almost painless. But some users occasionally report that their cursor jumps to another section of the document when inserting or editing in-text citations, or formatting the bibliography. This problem may be caused by corrupt EndNote field codes in the document.

EndNote inserts hidden field codes in a Word document when you use the CWYW function, ie. when you insert an in-text citation, EndNote also includes information about the reference in hidden field codes. When you select a formatted in-text citation and use the Edit Citation(s) tool to Remove the citation, all the data in the associated hidden field codes is removed. When you make wholesale changes to a document that includes EndNote references, eg. cutting and pasting multiple sections of text, you may leave behind some of the field code data, and hence corrupt the Word document.

The following procedure should clean up the field codes in your document:

1. Make a backup of your document.
2. Unformat the in-text citations:

Word 2007: Go to the EndNote Web tab and choose "Convert Citations and Bibliography > Convert to Unformatted Citations."

Word 2000/XP/2003: Go to the "Tools" Menu and choose "EndNote Web > Unformat Citations" command.

This will also remove the reference list.

1. Select Ctrl+A on the keyboard to highlight everything.
2. Select Ctrl+6 (above the "T" and "Y" key) to remove any additional hidden field codes.
3. Select Ctrl+C to copy the highlighted text.
4. Open a new document and use Ctrl+V to paste.

You should now be able to format and edit this cleaned up version of the document without encountering the previous problems.

Note: This procedure will also remove other field codes and some formatting used by Word.

Further information can be found at on the Thomson Reuters EndNote web site at http://www.endnoteweb.com/support/faqs/CWYW/faq9.asp

The CSU Library EndNote FAQs describe the use of formatted (include field codes) vs unformatted references in Word.

Using EndNote for collaboration

The use of EndNote for collaborative research projects raises a number of issues. The University of Queensland has added a useful summary of the various options for collaborative use of EndNote, to its FAQs page at:
http://www.library.uq.edu.au/endnote/collaboration.html

Displaying corporate authors using the APA 5th output style

Corporate or institutional authors are normally entered in an EndNote record with a comma after the authors name, ie.



The APA 5th output style in EndNote will then display this reference in the form:
American Psychological Association (2001). Publication manual of the American Psychological Association (5th ed.). Washington, D.C.: American Psychological Association.

But, the APA manual (American Psychological Association, 2001) requires the use of a full stop after the authors name, ie.
American Psychological Association. (2001). Publication manual of the American Psychological Association (5th ed.). Washington, D.C.: American Psychological Association.

This can be achieved by including a full stop after the authors name, but before the comma, eg. American Psychological Association., in the EndNote record. However, the full stop will then also appear in the in-text citation when you use the EndNote cite-while-you-write (CWYW) function, ie. (American Psychological Association., 2001).

The resulting in-text citation can then be edited to remove the full stop. You might be editing the in-text citation anyway, in order to include an acronym in place of the full name of the corporate author - see http://endnoteblogcsu.blogspot.com/search/label/acronyms for details.

Importing records from Libraries Australia

Libraries Australia is a service which allows you to search for and locate material in Australian and overseas libraries. e.g. Library of Congress, British Library Catalogue, Canada Institute for Scientific and Technical Information (CISTI), Consortium of [British] University Research Libraries, [US] Library of Congress Catalogue, Singapore National Union Catalogue, Te Puna New Zealand National Bibliographic Database).

http://ezproxy.csu.edu.au/login?url=http://librariesaustralia.nla.gov.au/apps/kss

Records for resources for via Libraries Australia can be download in RIS format, and then imported into an EndNote Library.

see the CSU Library EndNote FAQs for details: http://www.csu.edu.au/division/library/research/endnote/faqs/endnotefaqs5.html#libraries

Footnotes and EndNote CWYW

Having created a footnote or endnote in Microsoft Word, you can cite references in that footnote or endnote in the same way you cite them in the body of the document. The CSU Library EndNote Tutorial notes (Part 3) provide a step-by-step guide to creating footnotes using the Chicago 15th A output style.

see page 294 of the EndNote X1 User’s guide for more details http://www.csu.edu.au/division/library/research/docs/EndNote.pdf

Corporate or institutional authors

When entering corporate authors, put a comma after the name:
U.S. Department of Agriculture,
Apple Computer Inc.,

This ensures that the entire name is treated as a first name, so no name manipulation will be applied.

If your corporate author name includes a comma in the name itself, use two commas in place of the first comma:

University of California,, Irvine

EndNote treats this as a last name followed by a blank first name. Then, everything after the (blank) first name is appended, including a second comma in the name. The formatted result is the corporate name with the comma in place.

see page 139 of the EndNote X1 User’s guide for more details

http://www.csu.edu.au/division/library/research/docs/EndNote.pdf

Transferring references from a Word document to EndNote

Having discovered the potential of EndNote for managing references, organising and accessing electronic copies (PDFs), and generating a bibliography, new users will often ask if it is possible to convert a bibliography that they have previously created in Word, to an EndNote library. There is no easy way transfer the information in a Word document into an EndNote Library. The obvious options are to:

• Manually enter all your data into EndNote, using copy-and-paste.
• Locate the references in a database or library catalogue, and download them to EndNote using direct export or a filter. Using the connection file for the Charles Sturt University Library catalogue , or even downloading records from Libraries Australia can help with this process.
  
• Do some basic editing of the Word document so that the references can be imported into EndNote for further manual editing.

If you are working in the biomedical science area, and your bibliography consists largely of journal articles that would be included in the Pubmed database, you may be able to use the HubMed citation finder to automate much of the transfer to EndNote. In a test using a bibliography in a Word document with 20 references (originally found in Medline) I was able to locate and import 50% of these references directly into EndNote without any further editing using HubMed.

Further information and detailed instructions can be found in the EndNote FAQs maintained by the University of Queensland.

Using the American Psychological Association (APA) style for electronic reference in EndNote X1

• When citing a journal article that you accessed electronically, use the ‘Electronic article’ reference type. Enter the Digital Object Identifier (DOI) of the article in the DOI field. If the article has no DOI, use the URL field and enter either the URL of the journal's website (for subscription journals), or the full URL of the article (for articles available free on the web).
• When citing an electronic book, use the ‘Electronic book’ reference type. If the book is freely available on the web, enter the URL in the URL field. If the book is only available from a subscription database, just enter the name of the database in the Name of Database field. You will need to manually edit the entry in the reference list to italicise the title of the book, i.e. there is not a separate reference type for chapters in an electronic book.
• For an online report, use the ‘Report’ reference type and enter the URL of the report in the URL field.
• For a thesis which is available online, use the ‘Thesis’ reference type. Enter the URL in the URL field, if the thesis is freely available. If the thesis is only available via a subscription database, enter the name of the database in the Name of Database field.
• Use the ‘Web page’ reference type for other online sources. Enter the URL in the URL field. Enter data in the Last Update Date field, if available. If appropriate, enter data in the Type of Medium field, e.g. Video file, Press release, PowerPoint slides, Audio file, Abstract.

based on content from:

University of Queensland (2008, October 27). EndNote: APA Style and Electronic References. Retrieved from http://www.library.uq.edu.au/faqs/endnote/apa_electronic_references.html

What is a DOI, and why should I include it in an EndNote record?

A DOI is a unique alphanumeric string assigned by a registration agency http://www.doi.org/ to identify content and provide a persistent link to its location on the Internet. Many scholarly publishers have begun assigning a DOI to journal articles and other documents. Some editors now expect authors to include DOIs in their reference lists.

EndNote X1 includes a DOI (Digital Object Identifier) field in each reference type (journal article, electronic book etc). The American Psychological Association (APA) referencing style in EndNote X1 has been updated to comply with the APA Style guide to electronic references, and the ‘Electronic article’ reference type now displays the DOI where it has been included in an EndNote record.

American Psychological Association. (2007). APA style guide to electronic references. Available from

http://bonza.unilinc.edu.au/F?func=find-b&l_base=L25XX&local_base=L25XX&find_code
=sys&request=001662082

Records exported to EndNote from some databases will automatically include the DOI, but in other cases, you will need to edit exported records, and manually add the DOI data. Because the DOI string can be long, it is safer to copy and paste whenever possible to avoid data entry errors.

see Using the American Psychological Association (APA) style for electronic reference in EndNote X1 for moreinformation

This and other tips about using EndNote can be found from the CSU EndNote FAQ page at http://www.csu.edu.au/division/library/research/endnote/faqs/

Importing records from PubMed database

Records from the PubMed database at http://www.ncbi.nlm.nih.gov/sites/entrez/ can be saved as a text file in Medline format and then imported into EndNote using the standard PubMed (NLM) filter.

See CSU EndNote FAQ page at http://www.csu.edu.au/division/library/research/endnote/faqs/endnotefaqs5.html#pubmed for details

Export records from Google Scholar

Many researchers regularly use Google Scholar to locate copies of of articles that they encounter in the course of their research - see http://www.csu.edu.au/division/library/find-info/databases/detail/google.html for instructions on how to change the preferences in Google Scholar in order to display SFX links to content [journals] available via the CSU Library.

Did you know that it is also possible to set your preferences to allow you to export references directly from Google Scholar to your EndNote library?

See CSU EndNote FAQ page at http://www.csu.edu.au/division/library/research/endnote/faqs/endnotefaqs5.html#scholar for details.

Note: Only allows export of one record at a time, and subsequent EndNote records may require some editing.

Managing EndNote files, backups, copies ...

When you create a new EndNote library, the program creates a library (.enl) file and an associated (.Data) folder. If you named your new EndNote library “References” for example, then the following files will be created:

References.enl
References.Data (folder)

Figures, Groups, Attachments and other significant files are stored in the .Data folder which is in the same folder as your primary library file.

see the CSU EndNote FAQs at http://www.csu.edu.au/division/library/research/endnote/faqs/endnotefaqs5.html#endnote for tips on managing these files.

Using acronyms in in-text citations

When citing a a document authored by a corporate body, it is common practice to use an acronym in the in-text citation. The Publication manual of the American Psychological Association (APA) recommends that a citation such as (North East Catchment Management Authority, 1998) could be abbreviated in an in-text citation as (NECMA, 1998).

If you use acronyms in in-text citations most referencing styles require the item in the reference list to show the full name of the author, with a corresponding cross-reference for the acronym.
ie.
NECMA see: North East Catchment Management Authority
North East Catchment Management Authority (1998). Annual report. Wodonga, Vic.: North East Catchment Management Authority.

In-text citations added using EndNote can be edited as follows, to exclude the authors name and add the required acronym as a prefix:

1. insert the reference in your document
2. click on the in-text citation
3. select the Edit Citation(s) option in the EndNote toolbar
4. check the Exclude author box
5. add the acronym at the Prefix prompt, including a space after the acronym. If you are using a referencing style such as APA which requires a comma after the author's name, type a comma after the acronym, e.g. NECMA, including a space after the comma.
6. click on OK to close the Edit Citation(s) dialog window, and the in-text citation should appear in the form (NECMA, 1998)

The cross-reference can be added to to your reference list after you have finished the document and converted it to plain text (removed the field codes).

Alternatively, you can add a dummy (author only) record to your EndNote library, insert it as an in-text reference, and use the Edit Citation(s) options to exclude the author and the year. The dummy reference, with the cross-reference entered in the author field will then only appear in the reference list.

1. add a new reference to your EndNote library, with the cross-reference entered in the Author field, eg. 'NECMA see: North East Catchment Management Authority,'. This must be entered in the form of a corporate author, finishing with a comma.
2. at any point in your document insert this new reference
3. click on the in-text citation and select the Edit Citation(s) option in the EndNote toolbar
4. check the Exclude author and the Exclude year boxes
5. click on OK to close the Edit Citation(s) dialog window. The cross-reference will no longer appear as an in-text citation, but should appear in the reference list

eg.
Macaulay, S., & Edwards, D. (2008). Mapping catchment evolution - groundwater pathways: the invisible history of rivers and how they still influence the landscape. Australian Landcare (Mar 2008), 34-37.
NECMA see: North East Catchment Management Authority.
North East Catchment Management Authority (1998). Annual report. Wodonga, Vic.: North East Catchment Management Authority.

EndNote X1 and Word 2008 (Mac)

A free patch is now available that allows EndNote X1 to work with Word 2008 (Mac)
see: http://www.endnote.com/support/CWYW_Word_2008.asp

Some users report that after installing the Word 2008 SP1 update and the EndNote X1 2008 update the tools still do not appear. The following remedy was posted to the Thomson Scientific EndNote forum at http://forums.thomsonscientific.com/ts/?category.id=endnote

1. Close Word and EndNote
2. Open your hard drive and go to Applications:EndNote X1:Cite While You Write
3. Copy the files “EndNote CWYW Command.dot” and “EndNote Web CWYW Command.dot” by highlighting them and going to “Edit > Copy”
4. Go to the folder Users:[your login name with the house icon]:Library:Application Support:EndNote and paste the two files, “Edit > Paste”
5. Go back to the folder Applications:EndNote X1:Cite While You Write
6. Copy the file “EndNote CWYW Word 2008.bundle” by highlighting the file and going to “Edit > Copy”
7. Go to the folder Applications:Microsoft Office 2008:Office:Startup and paste the file, “Edit Paste”
8. Start Word, go to “Word > Preferences” and click on “File Locations”
9. If the Startup folder is not set, highlight “Startup” and click on “Modify”. Select the folder Applications:Microsoft Office 2008:Office:Startup and click “Choose”
10. Click “OK” and close Word
11. Start EndNote and then start Word