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EndNote® Windows Version 9 COPYRIGHT © 1988-2005 Thomson ResearchSoft, all rights reserved worldwide. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language in any form by any means, without written permission from Thomson or Thomson ResearchSoft. Trademark Information: EndNote is a registered trademark of Thomson. Cite While You Write is a trademark of Thomson.Palm OS and HotSync are registered trademarks of PalmSource, Inc. Palm, PalmOne, Palm Powered, and the HotSync logo are trademarks of Palm, Inc. Microsoft and Windows are registered trademarks of Microsoft Corporation. All other product and service names cited in this manual may be trademarks or service marks of their respective companies. NOTICE REGARDING LEGAL USE OF DOWNLOADED REFERENCE DATA EndNote gives you the capability to import references from online databases and store them in your personal EndNote libraries. Some producers of online reference databases expressly prohibit such use and storage of their data, others charge an extra fee for a license to use the data in this way. Before you download references from a database, be sure to carefully check the copyright and fair use notices for the database. Note that different databases from the same provider may have varying restrictions. ii
Table of Contents Chapter 1 Welcome to EndNote Introducing EndNote ........................................................................................ 3 About This Manual ........................................................................................... 3 Customer Services ............................................................................................. 4 Online Help and Release Notes........................................................... 4 Register Your Copy of EndNote.......................................................... 4 Customer Service .................................................................................. 4 Technical Support ................................................................................. 5 International Customer and Technical Support ................................ 5 The EndNote Web Site ......................................................................... 5 The EndNote-Interest Email Forum.................................................... 5 What’s New in EndNote 9................................................................................ 6 Chapter 2 Installing and Upgrading EndNote Before You Install EndNote............................................................................. 9 Program Requirements ........................................................................ 9 Word Processor Compatibility ............................................................ 9 EndNote for Palm OS Requirements ................................................ 10 Installing EndNote .......................................................................................... 11 Custom Installations ....................................................................................... 12 Selecting Components ........................................................................ 13 Upgrading from an Earlier EndNote Version ............................................ 14 Backing Up or Replacing Files........................................................... 14 Opening and Converting Old EndNote Libraries ........................... 15 Using Old Style, Filter, and Connection Files .................................. 15 Checking Your Installation............................................................................ 16 Checking Microsoft Word Support ................................................... 16 Automatically Updating Files ....................................................................... 17 Uninstalling EndNote..................................................................................... 17 Chapter 3 The EndNote Guided Tour Introduction to the Guided Tour.................................................................. 21 Are You Ready? .................................................................................. 21 Part I: Introduction to an EndNote Library ................................................ 23 Start EndNote...................................................................................... 23 The Library Window .......................................................................... 25 Preview References............................................................................. 25 Sort the References ............................................................................. 27 Select and Open a Reference.............................................................. 28 Close the Reference ............................................................................ 29 Related Sections .................................................................................. 30 iii
Part II: Setting EndNote Preferences ........................................................... 31 Open the Paleo Library ...................................................................... 31 Access EndNote Preferences ............................................................. 31 Set a Default Library .......................................................................... 31 Change the Library Display Font...................................................... 32 Related Sections .................................................................................. 33 Part III: Entering References ......................................................................... 34 Open the Paleo Library ...................................................................... 34 Create a New Reference ..................................................................... 34 Enter References That Contain Images............................................. 38 Related Sections .................................................................................. 42 Part IV: Searching Remote Databases ......................................................... 43 Open the Paleo Library ...................................................................... 44 Connect to a Remote Database .......................................................... 44 Search the Database............................................................................ 45 Save the References ............................................................................ 48 Related Sections .................................................................................. 49 Part V: Importing Reference Data into EndNote....................................... 51 Open the Paleo Library ...................................................................... 51 Search the Database and Save the References ................................. 51 Choose the Correct Import Filter and Import into EndNote .......... 53 Summary of Output Formats and Corresponding Import Options ................................................................................... 55 Direct Export from Web Pages .......................................................... 55 Related Sections .................................................................................. 56 Part VI: Searching an EndNote Library and Printing Directly from EndNote ................................................................................................... 57 Open the Paleo Library ...................................................................... 57 Search for a Set of References............................................................ 57 Print the Found References ............................................................... 59 Related Sections .................................................................................. 61 Part VII: Using EndNote While Writing a Paper With Microsoft Word ................................................................................................ 62 Open the Paleo Library ...................................................................... 62 Open a Microsoft Word Document................................................... 62 Cite EndNote References ................................................................... 63 Select a Bibliographic Style................................................................ 66 Edit a Citation ..................................................................................... 68 Insert Figure Citations ....................................................................... 69 Related Sections .................................................................................. 73 Chapter 4 Introducing the EndNote Library The EndNote Library ...................................................................................... 77 Important Points About Libraries ..................................................... 77 Back Up Your Libraries...................................................................... 78 iv
The Library Window .......................................................................................78 Navigating in the Library Window .................................................. 79 Showing a Reference Preview ........................................................... 80 Resizing the Library Window ........................................................... 82 Library Display Font .......................................................................... 82 Changing Display Fields ................................................................... 83 The Library Window Sort Order ...................................................... 84 Creating Libraries.............................................................................................84 Creating a New Library ..................................................................... 85 Save a Copy of a Library ................................................................... 86 Setting a Default Library ................................................................... 86 Opening, Closing, and Deleting Libraries ..................................................87 Opening a Library .............................................................................. 87 Multiple People Opening One Library............................................. 88 Closing a Library ................................................................................ 89 Deleting a Library .............................................................................. 89 Recovering a Damaged Library ........................................................ 89 Sharing EndNote Libraries Across Different Versions and Applications ......................................................................................................90 Opening and Converting Old EndNote Libraries ........................... 90 Creating a Library from ProCite or Reference Manager ................ 91 Converting an EndNote 9 Library for ProCite, Reference Manager, or an Earlier Version of EndNote .................................... 92 Transferring Libraries Across Platforms .....................................................93 From Windows to Macintosh ............................................................ 94 From Macintosh to Windows ............................................................ 94 Chapter 5 Entering and Editing References Introduction.......................................................................................................99 Important Points About References ................................................. 99 The Reference Window.....................................................................100 The Window Menu ...........................................................................101 Previous and Next Reference Commands ......................................101 Finding Text in a Reference..............................................................101 Changing the General Display Font ................................................102 Selecting References ..........................................................................104 Opening, Closing, Saving, and Deleting References..............................106 Opening References ..........................................................................106 Closing References ............................................................................106 Saving References..............................................................................107 Reverting References ........................................................................107 Deleting References...........................................................................108 Creating a New Reference ............................................................................109 Overview............................................................................................109 Changing the Default Reference Type ............................................109 Choosing a Reference Type ..............................................................110 Tips for Choosing the Right Reference Type ..................................110 v
Entering References ...................................................................................... 111 Using Term Lists with Data Entry .................................................. 111 Author and Editor Names ............................................................... 112 Year .................................................................................................... 113 Titles .................................................................................................. 113 Journal Names .................................................................................. 114 Pages .................................................................................................. 114 Edition ............................................................................................... 115 Date .................................................................................................... 115 Entering Dates for Record Keeping ................................................ 115 Short Title .......................................................................................... 115 Original Publication ......................................................................... 116 Reprint Edition ................................................................................. 116 Reviewed Item .................................................................................. 116 ISBN/ISSN ........................................................................................ 116 Electronic Resource Number ........................................................... 117 Call Number...................................................................................... 117 Label .................................................................................................. 117 Keywords .......................................................................................... 117 Notes and Abstract ........................................................................... 117 URL (Uniform Resource Locator) ................................................... 118 Link to PDF ....................................................................................... 119 Image and Caption ........................................................................... 119 Font, Size, and Style ......................................................................... 120 Plain Text........................................................................................... 120 Keyboard Commands ...................................................................... 121 Cut, Copy, Paste Text in the References......................................... 121 Using “Drag-and-Drop” Within a Reference ................................. 122 Copying and Pasting Complete References ................................... 122 Entering Several Articles from the Same Source ........................... 123 Entering Special Characters......................................................................... 124 Entering Characters with Diacritical Marks .................................. 124 Using Character Map ....................................................................... 125 Inserting Images ............................................................................................ 126 Selecting the Appropriate Reference Type .................................... 126 Inserting Graphics ............................................................................ 127 Inserting Files ................................................................................... 128 Entering a Caption ........................................................................... 129 Opening the Image File.................................................................... 130 Storing and Sharing Image Files ..................................................... 130 Editing Image Files........................................................................... 130 Deleting or Replacing Image Files .................................................. 131 Spell Checking ............................................................................................... 131 Starting Spell Check ......................................................................... 132 Spell Check Options and Dictionaries ............................................ 132 vi
Chapter 6 Searching Remote Databases with EndNote Introduction to Searching Online Databases ...........................................135 How Does It Work? ...........................................................................135 What EndNote’s Searching Offers ...................................................135 Quick Overview ................................................................................136 Selecting a Connection File..........................................................................136 Access-Restricted Databases ............................................................136 Free Databases ...................................................................................138 Picking Your Favorite Connection Files..........................................138 What if Your Database Isn’t Listed? ................................................140 Searching a Remote Database......................................................................140 Establishing the Connection.............................................................140 Remote Database Searching (Overview).........................................141 The Library Search List.....................................................................142 Available Search Options .................................................................142 Boolean Searches ...............................................................................143 Searching EndNote Fields vs. Remote Database Indexes..............144 Remote Database Search Limitations ..............................................145 Changing the Focus of the Search....................................................145 Running Multiple Searches ..............................................................145 Retrieving and Saving References..............................................................146 The Retrieved References Window .................................................147 Saving References to a Library ........................................................149 The Connection Status Window ......................................................149 The Log File .......................................................................................150 Searching the Web of Science......................................................................152 Chapter 7 Importing Reference Data into EndNote Importing Reference Data into EndNote...................................................155 General Importing Instructions ..................................................................156 Import Options ...............................................................................................157 Importing References Downloaded from CD-ROMs and Online Databases .........................................................................................................159 Getting Data in the Right Format ....................................................159 Choosing the Correct Import Filter .................................................160 Summary of Output Formats and Corresponding Import Options .....162 Direct Export from Web Pages.........................................................166 Creating Structured Text Files that EndNote Can Import......................167 Creating a Tab-Delimited Format ....................................................167 Creating a Custom “Tagged” Format..............................................170 Creating a Tagged “EndNote Import” File .....................................172 Copying and Pasting References from a Document into EndNote ......176 Importing References From Other Bibliographic Software Programs ..........................................................................................................177 vii
Chapter 8 Managing References Showing and Hiding References................................................................ 181 Working with Showing References................................................. 181 Using Show Selected ........................................................................ 182 Using Hide Selected ......................................................................... 182 Searching for References.............................................................................. 182 The Search Window ......................................................................... 183 Search Command Tips ..................................................................... 185 Simple Searches ................................................................................ 186 Restricting Searches to Specific Fields............................................ 187 Using Comparison Operators ......................................................... 188 Combining Search Lines with “And,” “Or,” and “Not”............... 189 Combining Results from Separate Searches .................................. 191 Saving Search Strategies .................................................................. 192 Finding Duplicate References..................................................................... 193 Deleting Duplicates .......................................................................... 194 Changing Text in References ...................................................................... 194 Common Uses for Change Text, Change Field, and Move Field ........................................................................................ 195 Change Text ...................................................................................... 196 Change Fields ................................................................................... 198 Move Fields ....................................................................................... 199 Sorting the Library ........................................................................................ 200 Special Cases in Sorting ................................................................... 201 Merging Libraries .......................................................................................... 202 Importing EndNote Libraries .......................................................... 203 Using Drag and Drop ....................................................................... 203 Copying References in Libraries ..................................................... 203 Linking References to Web Sites and Files .............................................. 204 What is a URL? ................................................................................. 204 Linking a URL to an EndNote Reference ....................................... 204 Linking a File to an EndNote Reference......................................... 204 Opening a Linked File or URL ........................................................ 205 Finding Related Online References ........................................................... 206 Data Visualization......................................................................................... 206 Chapter 9 Term Lists Introduction to Term Lists ........................................................................... 211 Overview ........................................................................................... 211 Important Points About Term Lists ................................................ 212 Adding Terms to a Term List ...................................................................... 212 Automatic Updating of Term Lists ................................................. 213 Using the “New Term” Command ................................................. 214 Copying Terms Between Lists ......................................................... 214 Copying Terms From Other Sources .............................................. 215 Manually Updating Term Lists ....................................................... 215 Importing Terms Into Term Lists.................................................... 218 viii
Using Term Lists for Data Entry and Searching ......................................219 Inserting Terms into References ......................................................219 Inserting Terms Without Using the “Suggestion” Feature ...........220 Using Terms For Searches ................................................................220 Editing Terms and Term Lists .....................................................................221 Modifying Terms...............................................................................221 Deleting Terms ..................................................................................221 Defining Term Lists.......................................................................................222 Deleting and Renaming Term Lists .................................................222 Configuring Term Separators (Delimiters) .....................................223 Creating Term Lists........................................................................................223 Predefined Term Lists.......................................................................223 Creating a New Term List ................................................................224 Linking Term Lists to Fields ............................................................224 Exporting and Printing Term Lists .............................................................226 Working with the Journals Term List ........................................................226 Important Points About Entering Journal Names..........................226 Updating a Journal List ....................................................................227 Loading Supplied Journal Abbreviations .......................................228 Creating Bibliographies With Journal Abbreviations ....................229 Converting Old EndNote Journals Files .........................................230 Chapter 10 Using EndNote with Microsoft Word 2000, XP, 2003 Overview of the Cite While You Write Process .......................................233 Word Processor Compatibility.........................................................233 Basic Instructions ..............................................................................234 Notes about Microsoft Word........................................................................236 Installing Cite While You Write Support in Word.........................236 The Cite While You Write Commands ............................................236 Field Codes ........................................................................................239 Using Predefined Manuscript Templates .................................................240 Creating a Word Document Based on a Template .........................240 Supplying Information to the Template Wizard ............................242 Writing Your Paper ...........................................................................243 Citing Sources As You Write........................................................................244 Forms of Citations .............................................................................244 Finding and Inserting Citations .......................................................246 Finding and Inserting from Highlighted Text ................................247 Inserting Selected Citations..............................................................247 Using Drag-and-Drop or Copy and Paste.......................................247 Manually Inserting Citations ...........................................................247 Inserting Multiple Citations .............................................................247 Inserting From Multiple Libraries ...................................................250 Customizing Individual Citations ...................................................250 Including Notes in the List of References .......................................252 Inserting Citations into a Formatted Paper ....................................253 Citing References in Footnotes and Endnotes ................................253 ix
Typing Citations into Your Paper............................................................... 254 Notes About Temporary Citations ................................................. 254 Components of a Temporary Citation ............................................ 255 Omitting Authors or Years from Citations .................................... 256 Citation Prefixes ............................................................................... 257 Citation Suffixes ............................................................................... 259 Including Semicolons & Other Citation Delimiters in a Citation ............................................................................................. 259 Citing Specific Page Numbers in Footnotes................................... 259 Examples of Modified Citations...................................................... 261 Changing Existing Citations........................................................................ 262 Editing Citations............................................................................... 262 Unformatting Citations .................................................................... 263 Moving or Copying Citations.......................................................... 264 Deleting Citations ............................................................................. 265 Generating Bibliographies .......................................................................... 266 Basic Instructions.............................................................................. 266 Instant Formatting ............................................................................ 267 Formatting the Bibliography and/or Changing Bibliography Settings .............................................................................................. 268 Adding Styles to the Output Styles List ......................................... 270 Reformatting Papers......................................................................... 272 Creating a Bibliography from Multiple Documents ..................... 272 Directly Editing Bibliographies....................................................... 273 Moving Bibliographies..................................................................... 273 Deleting Bibliographies ................................................................... 274 Inserting and Formatting Figures and Tables.......................................... 274 Notes About Formatting Figures and Tables................................. 275 Finding and Inserting Figures and Tables ..................................... 275 Updating Figures and Tables .......................................................... 278 Placing Figures and Tables .............................................................. 279 Moving Figures and Tables ............................................................. 281 Deleting a Figure Citation or Figure List ....................................... 282 Figure and Table Preferences .......................................................... 283 Setting Cite While You Write Preferences................................................ 283 Making Changes to the EndNote Library................................................. 284 Finding Cited References in a Library............................................ 284 Editing a Reference in the Library .................................................. 284 Deleting a Reference From the Library .......................................... 285 Sharing Your Word Documents.................................................................. 286 The Traveling Library ...................................................................... 286 Exporting Word’s Traveling Library to an EndNote Library ...... 287 Working on Different Computers ................................................... 288 Saving Files for Other Versions of Word and Other Word Processors ............................................................................... 288 Submitting the Final Paper to a Publisher ..................................... 289 Removing Field Codes ..................................................................... 289 x
Chapter 11 Scanning and Formatting RTF Files Scanning and Formatting RTF Files ...........................................................295 Word Processor Compatibility.........................................................295 Basic Instructions ..............................................................................295 Tips on Citing Sources ..................................................................................299 Temporary vs. Formatted Citations ................................................299 Switching Between EndNote and a Word Processor .....................300 Multiple References in One Citation ...............................................301 Citing References in Footnotes ........................................................302 Typing Citations into Your Paper....................................................302 Record Numbers................................................................................303 Formatting Citations and Creating Bibliographies .................................304 The Citations Window ......................................................................304 Bibliographic Styles ..........................................................................305 Previewing Formatted References (or Styles).................................306 Reformatting a Paper ........................................................................306 Creating One Bibliography From Several Papers ..........................308 Specifying the Starting Number of a Bibliography........................308 Copying Formatted References........................................................309 Rescanning the Paper........................................................................309 Managing Your EndNote Library ...............................................................310 Modifying References in Your Library ...........................................310 Finding EndNote References for Editing ........................................310 Formatting With Multiple Libraries ................................................310 Finding and Labeling References Used in a Paper ........................311 Working on Different Computers....................................................312 Chapter 12 Creating an Independent Bibliography Independent Bibliographies ........................................................................315 Using Drag-and-Drop to Create an Instant Bibliography......................316 Copy Formatted ..............................................................................................317 Exporting References.....................................................................................318 Supported Formats............................................................................318 Using the Export Command.............................................................319 Printing and Previewing References..........................................................320 Important Points................................................................................320 Printing Instructions .........................................................................321 Previewing References......................................................................322 Including Notes, Abstracts, and Other Information in a Reference List..................................................................................................322 Creating Annotated Bibliographies .................................................322 Printing Only the Notes....................................................................324 xi
Chapter 13 Creating Subject Bibliographies and Subject Lists Overview ......................................................................................................... 327 Printing a Subject Bibliography ................................................................. 327 Basic Procedure ................................................................................ 327 Printing a Subject List .................................................................................. 330 Subject Bibliography Settings .................................................................... 336 The References Tab........................................................................... 336 The Terms Tab .................................................................................. 337 The Page Layout Tab........................................................................ 342 The Bibliography Layout Tab.......................................................... 343 Examples of Subject Bibliographies .......................................................... 345 Using Author Names as Subject Headings .................................... 345 Using Keywords as Subject Headings ............................................ 346 Using Call Numbers as Subject Headings...................................... 346 Chapter 14 Customizing Reference Types Introduction .................................................................................................... 349 What is a Reference Type? ............................................................... 349 Reference Types and Data Entry..................................................... 350 The Reference Types Preference ................................................................ 351 The Generic Type.............................................................................. 353 Special Fields .................................................................................... 354 Customizing the Reference Types.............................................................. 356 Adding, Deleting, and Renaming Fields ........................................ 356 Adding and Deleting Reference Types........................................... 358 Where Are These Changes Saved?.................................................. 360 Table of Predefined Reference Types ....................................................... 360 Chapter 15 Bibliographic Styles Introduction .................................................................................................... 363 What is an Output Style? ................................................................. 363 The Output Styles Menu .................................................................. 364 The Style Manager ............................................................................ 364 Previewing Styles and Showing Information ................................ 367 Copying Styles .................................................................................. 368 Saving Styles ..................................................................................... 368 Deleting Styles .................................................................................. 369 Renaming Styles ............................................................................... 369 Reverting Changes to a Style........................................................... 369 Closing a Style .................................................................................. 370 What Should I Do if My Style Is Not Included? ............................ 370 Accessing Styles in Other Places ..................................................... 371 Basic Components of a Style ........................................................... 371 xii
Modifying Style Templates..........................................................................373 Citation Template..............................................................................373 Bibliography and Footnote Templates ............................................375 Changing the Punctuation in a Formatted Reference ....................377 Adding and Removing Fields in a Formatted Reference ..............379 Adding New Reference Types .........................................................380 Fonts and Text Styles ........................................................................382 Rules for Working with Style Templates ........................................382 EndNote Cleans Up...........................................................................384 Special Formatting Characters .........................................................385 Additional Style Formatting Options ........................................................389 Anonymous Works ...........................................................................389 Page Numbers ...................................................................................390 Journal Names ...................................................................................390 Ambiguous Citations ........................................................................392 Numbering Citations ........................................................................394 Citation Author Lists ........................................................................395 Citation Author Names ....................................................................397 Author List (Bibliography and Footnotes)......................................399 Author Names (Bibliography and Footnotes) ................................399 Editor List and Editor Names ..........................................................401 Bibliography Layout .........................................................................402 Sort Order: Bibliographies and Multiple Citations ........................406 Title Capitalization............................................................................409 Repeated Citations (in Footnotes) ...................................................409 Figure and Table Placement and Captions ...............................................411 Figures and Tables ............................................................................412 Separation and Punctuation .............................................................413 Creating a New Style .....................................................................................414 Example: Creating an Author Date Style ........................................414 Chapter 16 Filters Introduction to Filters....................................................................................419 What is a Filter? .................................................................................419 The Filter Manager ............................................................................420 Copying Filters ..................................................................................421 Saving Filters .....................................................................................422 Deleting Filters ..................................................................................422 The Basic Components of a Filter ...............................................................422 The Filter Editor window .................................................................423 “About this Filter” Panel ..................................................................423 Templates ...........................................................................................424 Options ...............................................................................................424 xiii
Working with Filter Templates................................................................... 425 Navigating in the Templates Panel................................................. 425 Templates for Different Reference Types....................................... 425 Adding and Deleting Rows in the Filter Template ....................... 426 Cutting, Copying and Pasting Rows .............................................. 426 Literal Text vs. EndNote Fields ....................................................... 427 The {IGNORE} Field ......................................................................... 428 The Source Line ................................................................................ 429 The Reference Type Tag................................................................... 430 Fields with Special Characteristics ................................................. 432 When Punctuation Repeats Within a Field .................................... 432 The Filter Options ......................................................................................... 433 Author Parsing ................................................................................. 434 Continuation Lines ........................................................................... 437 Reference Type ................................................................................. 440 Field Editing...................................................................................... 441 Record Layout................................................................................... 444 Source Parsing .................................................................................. 446 Importing MARC Records ........................................................................... 448 What Are MARC Records? .............................................................. 448 Unique Aspects of MARC Records ................................................. 448 Creating a Filter for MARC Records............................................... 449 Rules for MARC Import Filters ....................................................... 450 Example: Modifying an Existing Filter...................................................... 452 Adding a Tag and Field to a Filter .................................................. 452 Creating a New Filter .................................................................................... 453 Overview ........................................................................................... 454 Tips for Entering Tags and Fields ................................................... 454 Example Data File and Templates .................................................. 455 Chapter 17 Connection Files Introduction to Connection Files................................................................ 461 What is a Connection File? .............................................................. 461 The Connection Manager................................................................. 461 Copying Connection Files................................................................ 463 Saving Connection Files/Deleting Connection Files .................... 464 Basic Components of a Connection File.................................................... 465 Editing a Connection File ................................................................ 465 The Connection File Window .......................................................... 465 “About this Connection” Panel ....................................................... 466 The Connection Settings .................................................................. 467 Search Attributes .............................................................................. 469 Filter Information ............................................................................. 471 Creating Connection Files............................................................................ 473 Steps to Create a New Connection File .......................................... 473 Default Values for New Connection Files ...................................... 474 Using Z39.50 Command-Line Syntax......................................................... 475 Tip for Modifying Search Attributes .............................................. 476 xiv
Chapter 18 Preferences, Toolbars, and Shortcuts EndNote Preferences .....................................................................................481 Library Preferences ...........................................................................482 Display Fonts .....................................................................................483 Reference Types.................................................................................485 Temporary Citations .........................................................................486 Sorting ................................................................................................489 Change Case ......................................................................................490 Formatting .........................................................................................491 Display Fields ....................................................................................492 Duplicates ..........................................................................................494 Online Preferences ............................................................................495 Folder Locations ................................................................................496 Term Lists ..........................................................................................497 Spell Check ........................................................................................498 OpenURL ...........................................................................................502 Cite While You Write Preferences ..............................................................503 General Preferences ..........................................................................503 Keyboard Shortcuts in Word............................................................504 Figures and Tables in Word .............................................................505 Showing Word Processor Codes......................................................506 Related EndNote Preferences...........................................................506 Shortcuts to Make Using EndNote Easier .................................................506 Shortcut Menus .................................................................................506 Toolbars..............................................................................................507 Chapter 19 Using EndNote With Palm OS Handhelds Overview of Using EndNote with Palm OS Handheld Devices ..........511 Installing EndNote for Palm OS .................................................................511 Hardware and Software Requirements...........................................511 Installing EndNote for Palm OS ......................................................513 Synchronizing Libraries ...............................................................................515 Starting EndNote for Palm OS and Displaying References ..................516 Viewing Library Statistics ............................................................................518 Entering, Editing, and Deleting References..............................................518 Searching a Handheld Library.....................................................................520 EndNote Preferences .....................................................................................521 Beaming References Between Handhelds.................................................522 Chapter 20 Using EndNote On a Network Using EndNote On a Network.....................................................................525 Licensing of Network Copies ...........................................................525 Multi-Platform Networks .................................................................525 Multi-User Library Access................................................................525 Special Issues in Network Environments .......................................525 xv
About Installing EndNote on a Network.................................................. 526 Installing EndNote as a Shared Application............................................ 527 Before You Begin Network Installation.......................................... 527 Installing the Shared EndNote Program ........................................ 527 Installing to Link Workstations....................................................... 529 Installing CWYW and EndNote for Palm OS Support ................. 530 About Word's Startup Folder and the CWYW Add-in ................. 531 Mass Installations.......................................................................................... 532 Group Policy Program Installations with MSI .............................. 532 Scripted Program Installations........................................................ 533 Scripted Workstation Installations ................................................. 538 Custom Settings ............................................................................................. 539 Uninstalling EndNote................................................................................... 540 Uninstalling CWYW and Palm OS Support................................... 540 Uninstalling a Workstation ............................................................. 540 Uninstalling the EndNote Program ................................................ 541 Appendix A Making Backup Copies of Your EndNote Files Backing Up Your EndNote Files ................................................................. 545 Important Files to Backup ............................................................... 545 Backup Suggestions.......................................................................... 546 Appendix B Troubleshooting Troubleshooting EndNote ........................................................................... 549 EndNote Commands Do Not Appear on Word’s Tools Menu .... 549 Displaying Extended/Special Characters ...................................... 549 Troubleshooting Connections..................................................................... 550 Problems Connecting to the Internet .............................................. 551 Problems Finding the Host .............................................................. 551 Problems Connecting ....................................................................... 552 Problems Communicating with the Host ....................................... 554 The Connection Error Dialog .......................................................... 554 Errors Encountered While Retrieving References ......................... 554 Problems With Retrieved Data........................................................ 554 Appendix C Reference Types and Fields............................................................. 558 The EndNote Glossary ................................................................................................. 575 Index 583 xvi
Chapter 1 Welcome to EndNote
Chapter 1 Welcome to EndNote Introducing EndNote ............................................................ 3 About This Manual ............................................................... 3 Customer Services ................................................................. 4 Online Help and Release Notes ............................... 4 Register Your Copy of EndNote .............................. 4 Customer Service ...................................................... 4 Technical Support ..................................................... 5 International Customer and Technical Support ..... 5 The EndNote Web Site .............................................. 5 The EndNote-Interest Email Forum ........................................................ 5 What’s New in EndNote 9 .................................................... 6 2 Chapter 1: Welcome to EndNote
Introducing EndNote Welcome to EndNote—the complete reference solution! EndNote is an online search tool—it provides a simple way to search online bibliographic databases and retrieve the references directly into EndNote. (EndNote can also import data files saved from a variety of online services, CD-ROMs, and library databases.) EndNote is a reference and image database—it specializes in storing, managing, and searching for bibliographic references in your private reference library. You can organize images—including charts, tables, figures, and equations—and assign each image its own caption and keywords. EndNote is a bibliography and manuscript maker—it formats citations, figures, and tables in Microsoft® Word with the Cite While You Write™ feature. Watch the reference, figure, and table lists grow as you insert citations in your manuscript. Microsoft Word templates guide you through the exacting manuscript requirements of publishers. You can also create bibliographies using RTF Document Scan with other word processors. See “What’s New in EndNote 9” on page 6 for a list of the most recent features added to EndNote. For late-breaking news and updates, please go to: http://www.endnote.com/support. About This Manual This manual assumes that you know how to use Windows, your word processor, and the mouse. For help on these topics, consult your computer owner’s guide or your word processor manual. The following representations for key combinations are used: Instruction Explanation CTRL+ESC While holding down the CTRL key, press the ESC key. CTRL+ALT+ENTER While holding down the CTRL and ALT keys, press the ENTER key. Menu names, menu selections, and button names appear in italic text. Chapter 1: Welcome to EndNote 3
Customer Services Online Help Online Help: You can access all of the information found in the and Release manual by consulting the online Help file. From EndNote’s Help menu, select Contents to view the various topics. Notes Release Notes: For documentation updates and correction notes for this release, refer to the Readme.txt file installed in the EndNote folder. Late Breaking News: For late-breaking news and updates, please go to: http://www.endnote.com/support. Register Your If you haven’t done so already, please mail, fax, or email your Copy of registration to Thomson ResearchSoft (go to www.endnote.com/encontact.asp). You also have the EndNote opportunity to register during installation. Even if you purchased EndNote directly from Thomson ResearchSoft, do not assume that you are registered. Registered users receive: free technical support special upgrade offers notification of new EndNote versions that are compatible with the latest version of your word processor Customer Contact Sales for general product information, pricing, quantity Service discounts, and referrals to dealers. Contact Customer Service to order new copies or upgrades of EndNote, to check billing/shipping status, and to register your software. Sales Information Phone: (760) 438-5526 (country code is 01) Fax: (760) 438-5573 (country code is 01) Web/Email: http://www.endnote.com/encontact.asp Customer Service (Orders, Billing, and Shipping) Phone: (800) 336-4474 (country code is 01) Fax: (215) 386-2911 (country code is 01) Web/Email: http://www.endnote.com/encontact.asp 4 Chapter 1: Welcome to EndNote
Technical Contact Technical Support if you encounter problems while Support using EndNote. When you contact us, please have a clear description of the problem and know the version of your copy of Windows, EndNote, and your word processor. (To find the EndNote version, start EndNote and choose About EndNote from the Help menu.) Also have your EndNote serial number available. Our hours are Monday–Friday, 8:00 am – 5:00 pm Pacific Time. Phone: (408) 987-5609 (country code is 01) Web/Email: http://www.endnote.com/encontact.asp Technical support tips are also available on the EndNote Web site and through the endnote-interest email forum (see below). International For customer support or technical support outside of North Customer and America, please visit our Web site to check for a local distributor. Technical Go to http://www.endnote.com, click on Contact Us, and then click on International Distributors to find a local distributor. Support The EndNote The EndNote Web site (www.endnote.com) contains technical Web Site support tips, utilities for data transfer, and information about the latest versions of EndNote. You can also find updated styles, filters, connection files, and other related documents at this site. Go to the Web site and look under Support and Services. To easily locate incremental updates available on the Web site, go to the Help menu in EndNote and select EndNote Updates. The EndNote- If you wish to join an ongoing email forum of EndNote users like Interest yourself, go to the EndNote Web site at www.endnote.com, click on Support and Services and then scroll down for instructions on Email Forum how to subscribe to the EndNote Interest List. There are two types of subscriptions: The first delivers the endnote-interest messages individually, so that every time a user sends a message to endnote-interest, it is redirected to each member of the list. The second option, which we recommend, is to subscribe to the endnote-interest-digest—a daily compendium of endnote-interest messages. In general, Thomson ResearchSoft does not answer questions posted to endnote-interest, but lets users answer each other’s Chapter 1: Welcome to EndNote 5
questions. Contact Thomson ResearchSoft directly for a guaranteed response from technical support staff. What’s New in EndNote 9 EndNote 9 includes these new and enhanced features: Connect to virtually any data source worldwide with expanded record syntax and text encoding Unicode formats for connection files. Enjoy enhanced performance and notification for processor- intensive tasks. Use new and updated connection files, import filters, and output styles. Easily move Reference Field and Type information with the RefTypesTable.xml file. 6 Chapter 1: Welcome to EndNote
Chapter 2 Installing and Upgrading EndNote
Chapter 2 Installing and Upgrading EndNote Before You Install EndNote ................................................. 9 Program Requirements ............................................. 9 Word Processor Compatibility ................................ 9 EndNote for Palm OS Requirements ..................... 10 Installing EndNote .............................................................. 11 Custom Installations ........................................................... 12 Selecting Components ............................................ 13 Upgrading from an Earlier EndNote Version ................ 14 Backing Up or Replacing Files ............................... 14 Opening and Converting Old EndNote Libraries 15 Using Old Style, Filter, and Connection Files ...... 15 Checking Your Installation ................................................ 16 Checking Microsoft Word Support ....................... 16 Automatically Updating Files ........................................... 17 Uninstalling EndNote ......................................................... 17 8 Chapter 2: Installing and Upgrading EndNote
Before You Install EndNote Please read this section before you proceed with the installation. Program EndNote is available on CD or by downloading. If you have a CD you need a CD-ROM drive to install the program. Requirements System Requirements: EndNote runs under the following operating systems: Windows 2000 Windows XP Hardware Requirements: A personal computer with a Pentium (or compatible) 450- MHz or faster processor A minimum of 256 MB of available RAM A hard drive with at least 180 MB of free space In order to use EndNote’s Connect command to search remote databases, an Internet connection is required. To use the Open Link command to access a Web site, you also need a Web browser installed. NOTE: Make sure that your computer meets the system and hardware requirements before continuing. If necessary, contact the distributor, dealer, or store where you purchased EndNote to arrange for a full refund. If you have any problem obtaining a refund, contact Thomson ResearchSoft directly. You must do so within 30 days of purchase. Word As of June 2005, EndNote for Windows is compatible with: Processor Microsoft Word for Windows 2000, XP (2002), 2003 Compatibility RTF files created with most word processors, including: Microsoft Word, WordPerfect, OpenOffice, StarOffice, and FrameMaker. Microsoft Word: Microsoft Word uses Cite While You Write, which inserts an EndNote submenu of commands on Word’s Tools menu. It also allows EndNote to format citations and create a bibliography for the document that is open in Word. You can format, unformat, and reformat a single document—without ever exiting your word processor. Chapter 2: Installing and Upgrading EndNote 9
If a supported version of Microsoft Word is installed on your computer, the appropriate Cite While You Write files are installed automatically for the current user account when you run the EndNote installation. This feature can be used with a shared copy of Word or on a network. In order for Cite While You Write to install properly: Microsoft Word 2000, XP, or 2003 must be correctly installed on your computer prior to installing EndNote. The EndNote installer must be able to locate the Word Startup folder. You need to have full read and write access to Word’s Startup folder in order to install EndNote commands. RTF Documents: For word processors other than Word, write your paper, insert in-text citations, then save to an RTF file and use EndNote’s RTF Document Scan feature to format the citations and bibliography. See Chapter 11 for details. EndNote for If your computer has software installed to allow synchronizing Palm OS with a Palm OS® handheld device, the EndNote installation program will ask whether you want to install EndNote for Palm Requirements OS. Requirements for running EndNote for the Palm Operating System include: Handheld device Palm Operating System 4.x or later Serial or USB communication for HotSync operations 16 MB RAM See “Using EndNote With Palm OS Handhelds” on page 509 for information about how to install and use EndNote on a handheld device. 10 Chapter 2: Installing and Upgrading EndNote
Installing EndNote NOTE: If you are upgrading from a previous version of EndNote, please see “Upgrading from an Earlier EndNote Version” on page 14. NOTE: Please see Chapter 20, “Using EndNote On a Network” for information about licensing, installing, and using EndNote in a network environment. To install EndNote: 1. Log in to the local machine with administrative rights. Make sure no applications are running, including virus protection software. 2. Start the EndNote installation program. If you downloaded the EndNote installer: Double click the installer file to start the EndNote Setup program. If you received EndNote on a CD: Insert the EndNote CD into your CD-ROM drive. The EndNote Setup program will start. If you do not have Autoplay enabled, choose Run from the Start menu, type “d:setup” (use the drive letter appropriate to the drive containing the installation CD) and press ENTER. 3. Follow the instructions on the screen to complete the installation. Use the Next button to move forward between through these installation dialogs: Welcome: Thank you for purchasing EndNote! Read Me Information: Read late-breaking news about this version of EndNote. Palm Read Me Information: Read late-breaking news about EndNote for the Palm operating system. Registration Information: Enter your name and EndNote serial number. By entering this information, you will find it easily accessible should you need it later. End User License Agreement: You must select “I accept the license agreement” in order to continue with the installation. Select Installation Type: We recommend that you select Complete to make sure you install all options, or choose Custom to hand pick the file groups to install. Chapter 2: Installing and Upgrading EndNote 11
Select Destination: By default, EndNote is installed in the C:Program FilesEndNote 9 folder. You can use the Browse button to change the folder selection if you wish. NOTE: If a previous installation of EndNote is found in the same folder, you will be given the option to either back up or overwrite the older files. If you back up files, they are placed in a Backup folder in the installation folder. Select Components: (Custom installations only) If you selected a Custom installation, see “Selecting Components” on page 13. Ready to Install: You can still click Cancel to stop the installation. Once you click Next, the installation program will begin installing EndNote files. 4. On the final “EndNote 9 is Successfully Installed” dialog, click Register to register your copy of EndNote, click Finish to close the installation program, or click Run to start EndNote. To make sure the program installed correctly, see “Checking Your Installation” on page 16. Custom Installations Although we recommend that you use the Complete installation option to install EndNote, the Custom installation option can be useful if you are low on disk space or if you need to reinstall just certain EndNote components. To do a new custom installation: 1. Follow the instructions for “Installing EndNote” on page 11. 2. On the dialog titled “Select Installation Type,” select Custom. 3. When you get to the dialog titled “Select Components,” read the section below, “Selecting Components” to determine what you would like to select/deselect for installation. NOTE: If the installer detects another copy of EndNote in the destination folder, it gives you options to either backup or remove older files during the installation. When doing a custom install, only selected components are affected. For example, if you are installing only the Anthropology styles, and you choose to remove older files, only the older Anthropology styles are removed; no other part of the installation is affected. 12 Chapter 2: Installing and Upgrading EndNote
To install components after EndNote 9 is already installed: 1. Start the installation program as you would for a new installation. 2. On the “Application Maintenance” dialog, select the Modify option and click Next. 3. When you get to the “Select Components” dialog, read the section below, “Selecting Components” to determine what you would like to select/deselect for installation. Selecting There are several major categories of components that can be Components installed with EndNote. The components you can select for installation include: EndNote Application EndNote Program EndNote Help PDF Manual Additional Converters Sample Files Word Templates/Add-ins: Add-in for Microsoft Word Templates for Microsoft Word Styles: These formats for creating bibliographies are grouped by type. Connections: These files for directly retrieving references from online reference databases are grouped by information service provider. Filters: These files for importing text files of reference data are grouped by information service provider. Spelling Dictionaries: These are dictionaries available for the spelling checker. EndNote for Palm OS®: These are files required for using EndNote for the Palm operating system. Chapter 2: Installing and Upgrading EndNote 13
To select or deselect an item for installation: Click the plus sign next to each category to display a detailed list of items. For each category or subcategory, click the triangle next to the name to select from the available installation options. The options may include: Will be installed on local hard drive. Entire feature will be installed on local hard drive. Will be installed to run from network. Entire feature will be installed to run from network. Feature will be installed when required. Entire feature will be unavailable. Upgrading from an Earlier EndNote Version Before you begin, back up any custom styles, import filters, and connection files that you do not want overwritten. While it is not required, we recommend that you uninstall any earlier version of EndNote before you install EndNote 9. See “Uninstalling EndNote” on page 17. Install the upgrade just as you would a new installation. See “Installing EndNote” on page 11. By default, EndNote 9 is installed into the C:Program FilesEndNote 9 folder. Backing Up or If Setup detects an earlier copy of the EndNote program in the Replacing installation folder, it alerts you and gives you two options. If you continue with the installation to install EndNote 9 into your Files existing EndNote folder, Setup removes the older EndNote application and word processor support files. You need to select what it should do with the styles, filters, and connection files from your older copy of EndNote. No matter which option you choose, your libraries will not be deleted; nor will any non- EndNote files in the EndNote folder. Backup older files: EndNote 9 provides complete, updated sets of style, filter, and connection files. But if you want to keep any of your older modified files to use with EndNote 9, you should choose this option. Doing so has EndNote create a “Backup” folder in the EndNote folder and all of the styles, filters, and connection files from your older installation are copied into that folder. After installing EndNote, you should move any of these files that you want to use into the Styles, Filters, or Connections folders installed with EndNote 9. 14 Chapter 2: Installing and Upgrading EndNote
Remove older files: If this option is selected, Setup replaces all of the styles, filters, and connection files from your existing EndNote installation with the new ones included with EndNote 9. Do not choose this option if you have custom styles, filters, or connection files that you want to save. If they have the same names as any of the files to be installed, the installer will overwrite them with the new files. NOTE: Cite While You Write support is linked to only one copy of the EndNote program, and only one instance can be used at one time. If you install the Cite While You Write Add-in, it will replace an older version even if you install EndNote in a separate folder. Opening and EndNote 9 automatically converts libraries created with earlier Converting versions of Endnote to the version 8/9 format. Old EndNote To convert an older EndNote library: Libraries 1. Start EndNote. 2. From the File menu, select Open and then Open Library. 3. On the file dialog, locate and highlight the old library, and click Open. EndNote will warn that the selected library was created with an older version, and will ask for permission to convert it. 4. Click OK to convert the library. Name the new library and click Save. The conversion makes a copy of the original library in the version 8/9 format, and leaves the original library intact. NOTE: EndNote 9 libraries cannot be opened and used with versions of EndNote prior to version 8. Using Old You may have created custom content files with an earlier Style, Filter, version of EndNote. EndNote 9 can use your custom styles, filters, and connection files that were created with EndNote and versions 4.03-8. Once you edit and save one of these files with Connection EndNote 9, it is converted to the version 8/9 format. Files All of the styles, filters, and connection files supplied with EndNote 9 have been updated to the version 8/9 format. The new filter and connection files can be used by previous versions of EndNote, with new fields simply ignored. However, EndNote 8/9 styles cannot be used with versions of EndNote prior to version 8. Chapter 2: Installing and Upgrading EndNote 15
Checking Your Installation To run EndNote, click the Start button, choose Programs, select EndNote, and then choose EndNote Program. A dialog will ask you to open a reference library file. Choose Cancel. To check the version number of EndNote, choose About EndNote from the Help menu. Click the splash screen to clear it. If you have trouble accessing the program, repeat the installation steps to verify that the program was correctly installed. Checking To see whether Cite While You Write is correctly installed, start Microsoft Word and click on Word’s Tools menu. In Word 2000, XP, or 2003 you should see EndNote commands on an EndNote 9 submenu. Word Support Word 2000, XP, or 2003 Tools menu and EndNote 9 submenu NOTE: If you have trouble installing Cite While You Write support, see “EndNote Commands Do Not Appear on Word’s Tools Menu” on page 549. 16 Chapter 2: Installing and Upgrading EndNote
Automatically Updating Files You can automatically update EndNote 9 when incremental program enhancements are available. To update your copy of the EndNote program: 1. Open a connection to the Internet. 2. From EndNote’s Help menu, select EndNote Program Updates. The wizard checks for an update, lets you know whether an update is available, and then downloads the file(s) and applies the update to your EndNote installation. NOTE: You also have the option to download the latest content files at any time from our Web site at www.endnote.com. We continually update output styles, filters, connection files, and Microsoft Word templates. Uninstalling EndNote Uninstall EndNote by using the “Add/Remove Programs” function in the Windows Control Panel. NOTE: For network installations, see “Uninstalling EndNote” on page 540. To uninstall EndNote: 1. From the Windows Start menu, select Control Panel, or choose Settings and then Control Panel, 2. Select Add or Remove Programs. 2. In the list of currently installed programs, select EndNote 9. 3. Click the Remove button. Or, you can uninstall by using the EndNote installation program: 1. From your EndNote CD, run Setup.exe. 2. On the “Application Maintenance” dialog, select Remove and click Next. 3. Click Next again to begin removing EndNote. The uninstall procedure removes only files, groups, and icons installed by the EndNote installer the last time it was run. For example, if you used the installer’s Custom installation option to Chapter 2: Installing and Upgrading EndNote 17
reinstall only style files, the Uninstall program removes only style files. It will not delete your libraries or any new files you have created. It will not delete folders if they contain files you created. You will need to manually delete those files with Windows Explorer. 18 Chapter 2: Installing and Upgrading EndNote
Chapter 3 The EndNote Guided Tour
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End note

  • 1.
  • 2. EndNote® Windows Version 9 COPYRIGHT © 1988-2005 Thomson ResearchSoft, all rights reserved worldwide. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language in any form by any means, without written permission from Thomson or Thomson ResearchSoft. Trademark Information: EndNote is a registered trademark of Thomson. Cite While You Write is a trademark of Thomson.Palm OS and HotSync are registered trademarks of PalmSource, Inc. Palm, PalmOne, Palm Powered, and the HotSync logo are trademarks of Palm, Inc. Microsoft and Windows are registered trademarks of Microsoft Corporation. All other product and service names cited in this manual may be trademarks or service marks of their respective companies. NOTICE REGARDING LEGAL USE OF DOWNLOADED REFERENCE DATA EndNote gives you the capability to import references from online databases and store them in your personal EndNote libraries. Some producers of online reference databases expressly prohibit such use and storage of their data, others charge an extra fee for a license to use the data in this way. Before you download references from a database, be sure to carefully check the copyright and fair use notices for the database. Note that different databases from the same provider may have varying restrictions. ii
  • 3. Table of Contents Chapter 1 Welcome to EndNote Introducing EndNote ........................................................................................ 3 About This Manual ........................................................................................... 3 Customer Services ............................................................................................. 4 Online Help and Release Notes........................................................... 4 Register Your Copy of EndNote.......................................................... 4 Customer Service .................................................................................. 4 Technical Support ................................................................................. 5 International Customer and Technical Support ................................ 5 The EndNote Web Site ......................................................................... 5 The EndNote-Interest Email Forum.................................................... 5 What’s New in EndNote 9................................................................................ 6 Chapter 2 Installing and Upgrading EndNote Before You Install EndNote............................................................................. 9 Program Requirements ........................................................................ 9 Word Processor Compatibility ............................................................ 9 EndNote for Palm OS Requirements ................................................ 10 Installing EndNote .......................................................................................... 11 Custom Installations ....................................................................................... 12 Selecting Components ........................................................................ 13 Upgrading from an Earlier EndNote Version ............................................ 14 Backing Up or Replacing Files........................................................... 14 Opening and Converting Old EndNote Libraries ........................... 15 Using Old Style, Filter, and Connection Files .................................. 15 Checking Your Installation............................................................................ 16 Checking Microsoft Word Support ................................................... 16 Automatically Updating Files ....................................................................... 17 Uninstalling EndNote..................................................................................... 17 Chapter 3 The EndNote Guided Tour Introduction to the Guided Tour.................................................................. 21 Are You Ready? .................................................................................. 21 Part I: Introduction to an EndNote Library ................................................ 23 Start EndNote...................................................................................... 23 The Library Window .......................................................................... 25 Preview References............................................................................. 25 Sort the References ............................................................................. 27 Select and Open a Reference.............................................................. 28 Close the Reference ............................................................................ 29 Related Sections .................................................................................. 30 iii
  • 4. Part II: Setting EndNote Preferences ........................................................... 31 Open the Paleo Library ...................................................................... 31 Access EndNote Preferences ............................................................. 31 Set a Default Library .......................................................................... 31 Change the Library Display Font...................................................... 32 Related Sections .................................................................................. 33 Part III: Entering References ......................................................................... 34 Open the Paleo Library ...................................................................... 34 Create a New Reference ..................................................................... 34 Enter References That Contain Images............................................. 38 Related Sections .................................................................................. 42 Part IV: Searching Remote Databases ......................................................... 43 Open the Paleo Library ...................................................................... 44 Connect to a Remote Database .......................................................... 44 Search the Database............................................................................ 45 Save the References ............................................................................ 48 Related Sections .................................................................................. 49 Part V: Importing Reference Data into EndNote....................................... 51 Open the Paleo Library ...................................................................... 51 Search the Database and Save the References ................................. 51 Choose the Correct Import Filter and Import into EndNote .......... 53 Summary of Output Formats and Corresponding Import Options ................................................................................... 55 Direct Export from Web Pages .......................................................... 55 Related Sections .................................................................................. 56 Part VI: Searching an EndNote Library and Printing Directly from EndNote ................................................................................................... 57 Open the Paleo Library ...................................................................... 57 Search for a Set of References............................................................ 57 Print the Found References ............................................................... 59 Related Sections .................................................................................. 61 Part VII: Using EndNote While Writing a Paper With Microsoft Word ................................................................................................ 62 Open the Paleo Library ...................................................................... 62 Open a Microsoft Word Document................................................... 62 Cite EndNote References ................................................................... 63 Select a Bibliographic Style................................................................ 66 Edit a Citation ..................................................................................... 68 Insert Figure Citations ....................................................................... 69 Related Sections .................................................................................. 73 Chapter 4 Introducing the EndNote Library The EndNote Library ...................................................................................... 77 Important Points About Libraries ..................................................... 77 Back Up Your Libraries...................................................................... 78 iv
  • 5. The Library Window .......................................................................................78 Navigating in the Library Window .................................................. 79 Showing a Reference Preview ........................................................... 80 Resizing the Library Window ........................................................... 82 Library Display Font .......................................................................... 82 Changing Display Fields ................................................................... 83 The Library Window Sort Order ...................................................... 84 Creating Libraries.............................................................................................84 Creating a New Library ..................................................................... 85 Save a Copy of a Library ................................................................... 86 Setting a Default Library ................................................................... 86 Opening, Closing, and Deleting Libraries ..................................................87 Opening a Library .............................................................................. 87 Multiple People Opening One Library............................................. 88 Closing a Library ................................................................................ 89 Deleting a Library .............................................................................. 89 Recovering a Damaged Library ........................................................ 89 Sharing EndNote Libraries Across Different Versions and Applications ......................................................................................................90 Opening and Converting Old EndNote Libraries ........................... 90 Creating a Library from ProCite or Reference Manager ................ 91 Converting an EndNote 9 Library for ProCite, Reference Manager, or an Earlier Version of EndNote .................................... 92 Transferring Libraries Across Platforms .....................................................93 From Windows to Macintosh ............................................................ 94 From Macintosh to Windows ............................................................ 94 Chapter 5 Entering and Editing References Introduction.......................................................................................................99 Important Points About References ................................................. 99 The Reference Window.....................................................................100 The Window Menu ...........................................................................101 Previous and Next Reference Commands ......................................101 Finding Text in a Reference..............................................................101 Changing the General Display Font ................................................102 Selecting References ..........................................................................104 Opening, Closing, Saving, and Deleting References..............................106 Opening References ..........................................................................106 Closing References ............................................................................106 Saving References..............................................................................107 Reverting References ........................................................................107 Deleting References...........................................................................108 Creating a New Reference ............................................................................109 Overview............................................................................................109 Changing the Default Reference Type ............................................109 Choosing a Reference Type ..............................................................110 Tips for Choosing the Right Reference Type ..................................110 v
  • 6. Entering References ...................................................................................... 111 Using Term Lists with Data Entry .................................................. 111 Author and Editor Names ............................................................... 112 Year .................................................................................................... 113 Titles .................................................................................................. 113 Journal Names .................................................................................. 114 Pages .................................................................................................. 114 Edition ............................................................................................... 115 Date .................................................................................................... 115 Entering Dates for Record Keeping ................................................ 115 Short Title .......................................................................................... 115 Original Publication ......................................................................... 116 Reprint Edition ................................................................................. 116 Reviewed Item .................................................................................. 116 ISBN/ISSN ........................................................................................ 116 Electronic Resource Number ........................................................... 117 Call Number...................................................................................... 117 Label .................................................................................................. 117 Keywords .......................................................................................... 117 Notes and Abstract ........................................................................... 117 URL (Uniform Resource Locator) ................................................... 118 Link to PDF ....................................................................................... 119 Image and Caption ........................................................................... 119 Font, Size, and Style ......................................................................... 120 Plain Text........................................................................................... 120 Keyboard Commands ...................................................................... 121 Cut, Copy, Paste Text in the References......................................... 121 Using “Drag-and-Drop” Within a Reference ................................. 122 Copying and Pasting Complete References ................................... 122 Entering Several Articles from the Same Source ........................... 123 Entering Special Characters......................................................................... 124 Entering Characters with Diacritical Marks .................................. 124 Using Character Map ....................................................................... 125 Inserting Images ............................................................................................ 126 Selecting the Appropriate Reference Type .................................... 126 Inserting Graphics ............................................................................ 127 Inserting Files ................................................................................... 128 Entering a Caption ........................................................................... 129 Opening the Image File.................................................................... 130 Storing and Sharing Image Files ..................................................... 130 Editing Image Files........................................................................... 130 Deleting or Replacing Image Files .................................................. 131 Spell Checking ............................................................................................... 131 Starting Spell Check ......................................................................... 132 Spell Check Options and Dictionaries ............................................ 132 vi
  • 7. Chapter 6 Searching Remote Databases with EndNote Introduction to Searching Online Databases ...........................................135 How Does It Work? ...........................................................................135 What EndNote’s Searching Offers ...................................................135 Quick Overview ................................................................................136 Selecting a Connection File..........................................................................136 Access-Restricted Databases ............................................................136 Free Databases ...................................................................................138 Picking Your Favorite Connection Files..........................................138 What if Your Database Isn’t Listed? ................................................140 Searching a Remote Database......................................................................140 Establishing the Connection.............................................................140 Remote Database Searching (Overview).........................................141 The Library Search List.....................................................................142 Available Search Options .................................................................142 Boolean Searches ...............................................................................143 Searching EndNote Fields vs. Remote Database Indexes..............144 Remote Database Search Limitations ..............................................145 Changing the Focus of the Search....................................................145 Running Multiple Searches ..............................................................145 Retrieving and Saving References..............................................................146 The Retrieved References Window .................................................147 Saving References to a Library ........................................................149 The Connection Status Window ......................................................149 The Log File .......................................................................................150 Searching the Web of Science......................................................................152 Chapter 7 Importing Reference Data into EndNote Importing Reference Data into EndNote...................................................155 General Importing Instructions ..................................................................156 Import Options ...............................................................................................157 Importing References Downloaded from CD-ROMs and Online Databases .........................................................................................................159 Getting Data in the Right Format ....................................................159 Choosing the Correct Import Filter .................................................160 Summary of Output Formats and Corresponding Import Options .....162 Direct Export from Web Pages.........................................................166 Creating Structured Text Files that EndNote Can Import......................167 Creating a Tab-Delimited Format ....................................................167 Creating a Custom “Tagged” Format..............................................170 Creating a Tagged “EndNote Import” File .....................................172 Copying and Pasting References from a Document into EndNote ......176 Importing References From Other Bibliographic Software Programs ..........................................................................................................177 vii
  • 8. Chapter 8 Managing References Showing and Hiding References................................................................ 181 Working with Showing References................................................. 181 Using Show Selected ........................................................................ 182 Using Hide Selected ......................................................................... 182 Searching for References.............................................................................. 182 The Search Window ......................................................................... 183 Search Command Tips ..................................................................... 185 Simple Searches ................................................................................ 186 Restricting Searches to Specific Fields............................................ 187 Using Comparison Operators ......................................................... 188 Combining Search Lines with “And,” “Or,” and “Not”............... 189 Combining Results from Separate Searches .................................. 191 Saving Search Strategies .................................................................. 192 Finding Duplicate References..................................................................... 193 Deleting Duplicates .......................................................................... 194 Changing Text in References ...................................................................... 194 Common Uses for Change Text, Change Field, and Move Field ........................................................................................ 195 Change Text ...................................................................................... 196 Change Fields ................................................................................... 198 Move Fields ....................................................................................... 199 Sorting the Library ........................................................................................ 200 Special Cases in Sorting ................................................................... 201 Merging Libraries .......................................................................................... 202 Importing EndNote Libraries .......................................................... 203 Using Drag and Drop ....................................................................... 203 Copying References in Libraries ..................................................... 203 Linking References to Web Sites and Files .............................................. 204 What is a URL? ................................................................................. 204 Linking a URL to an EndNote Reference ....................................... 204 Linking a File to an EndNote Reference......................................... 204 Opening a Linked File or URL ........................................................ 205 Finding Related Online References ........................................................... 206 Data Visualization......................................................................................... 206 Chapter 9 Term Lists Introduction to Term Lists ........................................................................... 211 Overview ........................................................................................... 211 Important Points About Term Lists ................................................ 212 Adding Terms to a Term List ...................................................................... 212 Automatic Updating of Term Lists ................................................. 213 Using the “New Term” Command ................................................. 214 Copying Terms Between Lists ......................................................... 214 Copying Terms From Other Sources .............................................. 215 Manually Updating Term Lists ....................................................... 215 Importing Terms Into Term Lists.................................................... 218 viii
  • 9. Using Term Lists for Data Entry and Searching ......................................219 Inserting Terms into References ......................................................219 Inserting Terms Without Using the “Suggestion” Feature ...........220 Using Terms For Searches ................................................................220 Editing Terms and Term Lists .....................................................................221 Modifying Terms...............................................................................221 Deleting Terms ..................................................................................221 Defining Term Lists.......................................................................................222 Deleting and Renaming Term Lists .................................................222 Configuring Term Separators (Delimiters) .....................................223 Creating Term Lists........................................................................................223 Predefined Term Lists.......................................................................223 Creating a New Term List ................................................................224 Linking Term Lists to Fields ............................................................224 Exporting and Printing Term Lists .............................................................226 Working with the Journals Term List ........................................................226 Important Points About Entering Journal Names..........................226 Updating a Journal List ....................................................................227 Loading Supplied Journal Abbreviations .......................................228 Creating Bibliographies With Journal Abbreviations ....................229 Converting Old EndNote Journals Files .........................................230 Chapter 10 Using EndNote with Microsoft Word 2000, XP, 2003 Overview of the Cite While You Write Process .......................................233 Word Processor Compatibility.........................................................233 Basic Instructions ..............................................................................234 Notes about Microsoft Word........................................................................236 Installing Cite While You Write Support in Word.........................236 The Cite While You Write Commands ............................................236 Field Codes ........................................................................................239 Using Predefined Manuscript Templates .................................................240 Creating a Word Document Based on a Template .........................240 Supplying Information to the Template Wizard ............................242 Writing Your Paper ...........................................................................243 Citing Sources As You Write........................................................................244 Forms of Citations .............................................................................244 Finding and Inserting Citations .......................................................246 Finding and Inserting from Highlighted Text ................................247 Inserting Selected Citations..............................................................247 Using Drag-and-Drop or Copy and Paste.......................................247 Manually Inserting Citations ...........................................................247 Inserting Multiple Citations .............................................................247 Inserting From Multiple Libraries ...................................................250 Customizing Individual Citations ...................................................250 Including Notes in the List of References .......................................252 Inserting Citations into a Formatted Paper ....................................253 Citing References in Footnotes and Endnotes ................................253 ix
  • 10. Typing Citations into Your Paper............................................................... 254 Notes About Temporary Citations ................................................. 254 Components of a Temporary Citation ............................................ 255 Omitting Authors or Years from Citations .................................... 256 Citation Prefixes ............................................................................... 257 Citation Suffixes ............................................................................... 259 Including Semicolons & Other Citation Delimiters in a Citation ............................................................................................. 259 Citing Specific Page Numbers in Footnotes................................... 259 Examples of Modified Citations...................................................... 261 Changing Existing Citations........................................................................ 262 Editing Citations............................................................................... 262 Unformatting Citations .................................................................... 263 Moving or Copying Citations.......................................................... 264 Deleting Citations ............................................................................. 265 Generating Bibliographies .......................................................................... 266 Basic Instructions.............................................................................. 266 Instant Formatting ............................................................................ 267 Formatting the Bibliography and/or Changing Bibliography Settings .............................................................................................. 268 Adding Styles to the Output Styles List ......................................... 270 Reformatting Papers......................................................................... 272 Creating a Bibliography from Multiple Documents ..................... 272 Directly Editing Bibliographies....................................................... 273 Moving Bibliographies..................................................................... 273 Deleting Bibliographies ................................................................... 274 Inserting and Formatting Figures and Tables.......................................... 274 Notes About Formatting Figures and Tables................................. 275 Finding and Inserting Figures and Tables ..................................... 275 Updating Figures and Tables .......................................................... 278 Placing Figures and Tables .............................................................. 279 Moving Figures and Tables ............................................................. 281 Deleting a Figure Citation or Figure List ....................................... 282 Figure and Table Preferences .......................................................... 283 Setting Cite While You Write Preferences................................................ 283 Making Changes to the EndNote Library................................................. 284 Finding Cited References in a Library............................................ 284 Editing a Reference in the Library .................................................. 284 Deleting a Reference From the Library .......................................... 285 Sharing Your Word Documents.................................................................. 286 The Traveling Library ...................................................................... 286 Exporting Word’s Traveling Library to an EndNote Library ...... 287 Working on Different Computers ................................................... 288 Saving Files for Other Versions of Word and Other Word Processors ............................................................................... 288 Submitting the Final Paper to a Publisher ..................................... 289 Removing Field Codes ..................................................................... 289 x
  • 11. Chapter 11 Scanning and Formatting RTF Files Scanning and Formatting RTF Files ...........................................................295 Word Processor Compatibility.........................................................295 Basic Instructions ..............................................................................295 Tips on Citing Sources ..................................................................................299 Temporary vs. Formatted Citations ................................................299 Switching Between EndNote and a Word Processor .....................300 Multiple References in One Citation ...............................................301 Citing References in Footnotes ........................................................302 Typing Citations into Your Paper....................................................302 Record Numbers................................................................................303 Formatting Citations and Creating Bibliographies .................................304 The Citations Window ......................................................................304 Bibliographic Styles ..........................................................................305 Previewing Formatted References (or Styles).................................306 Reformatting a Paper ........................................................................306 Creating One Bibliography From Several Papers ..........................308 Specifying the Starting Number of a Bibliography........................308 Copying Formatted References........................................................309 Rescanning the Paper........................................................................309 Managing Your EndNote Library ...............................................................310 Modifying References in Your Library ...........................................310 Finding EndNote References for Editing ........................................310 Formatting With Multiple Libraries ................................................310 Finding and Labeling References Used in a Paper ........................311 Working on Different Computers....................................................312 Chapter 12 Creating an Independent Bibliography Independent Bibliographies ........................................................................315 Using Drag-and-Drop to Create an Instant Bibliography......................316 Copy Formatted ..............................................................................................317 Exporting References.....................................................................................318 Supported Formats............................................................................318 Using the Export Command.............................................................319 Printing and Previewing References..........................................................320 Important Points................................................................................320 Printing Instructions .........................................................................321 Previewing References......................................................................322 Including Notes, Abstracts, and Other Information in a Reference List..................................................................................................322 Creating Annotated Bibliographies .................................................322 Printing Only the Notes....................................................................324 xi
  • 12. Chapter 13 Creating Subject Bibliographies and Subject Lists Overview ......................................................................................................... 327 Printing a Subject Bibliography ................................................................. 327 Basic Procedure ................................................................................ 327 Printing a Subject List .................................................................................. 330 Subject Bibliography Settings .................................................................... 336 The References Tab........................................................................... 336 The Terms Tab .................................................................................. 337 The Page Layout Tab........................................................................ 342 The Bibliography Layout Tab.......................................................... 343 Examples of Subject Bibliographies .......................................................... 345 Using Author Names as Subject Headings .................................... 345 Using Keywords as Subject Headings ............................................ 346 Using Call Numbers as Subject Headings...................................... 346 Chapter 14 Customizing Reference Types Introduction .................................................................................................... 349 What is a Reference Type? ............................................................... 349 Reference Types and Data Entry..................................................... 350 The Reference Types Preference ................................................................ 351 The Generic Type.............................................................................. 353 Special Fields .................................................................................... 354 Customizing the Reference Types.............................................................. 356 Adding, Deleting, and Renaming Fields ........................................ 356 Adding and Deleting Reference Types........................................... 358 Where Are These Changes Saved?.................................................. 360 Table of Predefined Reference Types ....................................................... 360 Chapter 15 Bibliographic Styles Introduction .................................................................................................... 363 What is an Output Style? ................................................................. 363 The Output Styles Menu .................................................................. 364 The Style Manager ............................................................................ 364 Previewing Styles and Showing Information ................................ 367 Copying Styles .................................................................................. 368 Saving Styles ..................................................................................... 368 Deleting Styles .................................................................................. 369 Renaming Styles ............................................................................... 369 Reverting Changes to a Style........................................................... 369 Closing a Style .................................................................................. 370 What Should I Do if My Style Is Not Included? ............................ 370 Accessing Styles in Other Places ..................................................... 371 Basic Components of a Style ........................................................... 371 xii
  • 13. Modifying Style Templates..........................................................................373 Citation Template..............................................................................373 Bibliography and Footnote Templates ............................................375 Changing the Punctuation in a Formatted Reference ....................377 Adding and Removing Fields in a Formatted Reference ..............379 Adding New Reference Types .........................................................380 Fonts and Text Styles ........................................................................382 Rules for Working with Style Templates ........................................382 EndNote Cleans Up...........................................................................384 Special Formatting Characters .........................................................385 Additional Style Formatting Options ........................................................389 Anonymous Works ...........................................................................389 Page Numbers ...................................................................................390 Journal Names ...................................................................................390 Ambiguous Citations ........................................................................392 Numbering Citations ........................................................................394 Citation Author Lists ........................................................................395 Citation Author Names ....................................................................397 Author List (Bibliography and Footnotes)......................................399 Author Names (Bibliography and Footnotes) ................................399 Editor List and Editor Names ..........................................................401 Bibliography Layout .........................................................................402 Sort Order: Bibliographies and Multiple Citations ........................406 Title Capitalization............................................................................409 Repeated Citations (in Footnotes) ...................................................409 Figure and Table Placement and Captions ...............................................411 Figures and Tables ............................................................................412 Separation and Punctuation .............................................................413 Creating a New Style .....................................................................................414 Example: Creating an Author Date Style ........................................414 Chapter 16 Filters Introduction to Filters....................................................................................419 What is a Filter? .................................................................................419 The Filter Manager ............................................................................420 Copying Filters ..................................................................................421 Saving Filters .....................................................................................422 Deleting Filters ..................................................................................422 The Basic Components of a Filter ...............................................................422 The Filter Editor window .................................................................423 “About this Filter” Panel ..................................................................423 Templates ...........................................................................................424 Options ...............................................................................................424 xiii
  • 14. Working with Filter Templates................................................................... 425 Navigating in the Templates Panel................................................. 425 Templates for Different Reference Types....................................... 425 Adding and Deleting Rows in the Filter Template ....................... 426 Cutting, Copying and Pasting Rows .............................................. 426 Literal Text vs. EndNote Fields ....................................................... 427 The {IGNORE} Field ......................................................................... 428 The Source Line ................................................................................ 429 The Reference Type Tag................................................................... 430 Fields with Special Characteristics ................................................. 432 When Punctuation Repeats Within a Field .................................... 432 The Filter Options ......................................................................................... 433 Author Parsing ................................................................................. 434 Continuation Lines ........................................................................... 437 Reference Type ................................................................................. 440 Field Editing...................................................................................... 441 Record Layout................................................................................... 444 Source Parsing .................................................................................. 446 Importing MARC Records ........................................................................... 448 What Are MARC Records? .............................................................. 448 Unique Aspects of MARC Records ................................................. 448 Creating a Filter for MARC Records............................................... 449 Rules for MARC Import Filters ....................................................... 450 Example: Modifying an Existing Filter...................................................... 452 Adding a Tag and Field to a Filter .................................................. 452 Creating a New Filter .................................................................................... 453 Overview ........................................................................................... 454 Tips for Entering Tags and Fields ................................................... 454 Example Data File and Templates .................................................. 455 Chapter 17 Connection Files Introduction to Connection Files................................................................ 461 What is a Connection File? .............................................................. 461 The Connection Manager................................................................. 461 Copying Connection Files................................................................ 463 Saving Connection Files/Deleting Connection Files .................... 464 Basic Components of a Connection File.................................................... 465 Editing a Connection File ................................................................ 465 The Connection File Window .......................................................... 465 “About this Connection” Panel ....................................................... 466 The Connection Settings .................................................................. 467 Search Attributes .............................................................................. 469 Filter Information ............................................................................. 471 Creating Connection Files............................................................................ 473 Steps to Create a New Connection File .......................................... 473 Default Values for New Connection Files ...................................... 474 Using Z39.50 Command-Line Syntax......................................................... 475 Tip for Modifying Search Attributes .............................................. 476 xiv
  • 15. Chapter 18 Preferences, Toolbars, and Shortcuts EndNote Preferences .....................................................................................481 Library Preferences ...........................................................................482 Display Fonts .....................................................................................483 Reference Types.................................................................................485 Temporary Citations .........................................................................486 Sorting ................................................................................................489 Change Case ......................................................................................490 Formatting .........................................................................................491 Display Fields ....................................................................................492 Duplicates ..........................................................................................494 Online Preferences ............................................................................495 Folder Locations ................................................................................496 Term Lists ..........................................................................................497 Spell Check ........................................................................................498 OpenURL ...........................................................................................502 Cite While You Write Preferences ..............................................................503 General Preferences ..........................................................................503 Keyboard Shortcuts in Word............................................................504 Figures and Tables in Word .............................................................505 Showing Word Processor Codes......................................................506 Related EndNote Preferences...........................................................506 Shortcuts to Make Using EndNote Easier .................................................506 Shortcut Menus .................................................................................506 Toolbars..............................................................................................507 Chapter 19 Using EndNote With Palm OS Handhelds Overview of Using EndNote with Palm OS Handheld Devices ..........511 Installing EndNote for Palm OS .................................................................511 Hardware and Software Requirements...........................................511 Installing EndNote for Palm OS ......................................................513 Synchronizing Libraries ...............................................................................515 Starting EndNote for Palm OS and Displaying References ..................516 Viewing Library Statistics ............................................................................518 Entering, Editing, and Deleting References..............................................518 Searching a Handheld Library.....................................................................520 EndNote Preferences .....................................................................................521 Beaming References Between Handhelds.................................................522 Chapter 20 Using EndNote On a Network Using EndNote On a Network.....................................................................525 Licensing of Network Copies ...........................................................525 Multi-Platform Networks .................................................................525 Multi-User Library Access................................................................525 Special Issues in Network Environments .......................................525 xv
  • 16. About Installing EndNote on a Network.................................................. 526 Installing EndNote as a Shared Application............................................ 527 Before You Begin Network Installation.......................................... 527 Installing the Shared EndNote Program ........................................ 527 Installing to Link Workstations....................................................... 529 Installing CWYW and EndNote for Palm OS Support ................. 530 About Word's Startup Folder and the CWYW Add-in ................. 531 Mass Installations.......................................................................................... 532 Group Policy Program Installations with MSI .............................. 532 Scripted Program Installations........................................................ 533 Scripted Workstation Installations ................................................. 538 Custom Settings ............................................................................................. 539 Uninstalling EndNote................................................................................... 540 Uninstalling CWYW and Palm OS Support................................... 540 Uninstalling a Workstation ............................................................. 540 Uninstalling the EndNote Program ................................................ 541 Appendix A Making Backup Copies of Your EndNote Files Backing Up Your EndNote Files ................................................................. 545 Important Files to Backup ............................................................... 545 Backup Suggestions.......................................................................... 546 Appendix B Troubleshooting Troubleshooting EndNote ........................................................................... 549 EndNote Commands Do Not Appear on Word’s Tools Menu .... 549 Displaying Extended/Special Characters ...................................... 549 Troubleshooting Connections..................................................................... 550 Problems Connecting to the Internet .............................................. 551 Problems Finding the Host .............................................................. 551 Problems Connecting ....................................................................... 552 Problems Communicating with the Host ....................................... 554 The Connection Error Dialog .......................................................... 554 Errors Encountered While Retrieving References ......................... 554 Problems With Retrieved Data........................................................ 554 Appendix C Reference Types and Fields............................................................. 558 The EndNote Glossary ................................................................................................. 575 Index 583 xvi
  • 18. Chapter 1 Welcome to EndNote Introducing EndNote ............................................................ 3 About This Manual ............................................................... 3 Customer Services ................................................................. 4 Online Help and Release Notes ............................... 4 Register Your Copy of EndNote .............................. 4 Customer Service ...................................................... 4 Technical Support ..................................................... 5 International Customer and Technical Support ..... 5 The EndNote Web Site .............................................. 5 The EndNote-Interest Email Forum ........................................................ 5 What’s New in EndNote 9 .................................................... 6 2 Chapter 1: Welcome to EndNote
  • 19. Introducing EndNote Welcome to EndNote—the complete reference solution! EndNote is an online search tool—it provides a simple way to search online bibliographic databases and retrieve the references directly into EndNote. (EndNote can also import data files saved from a variety of online services, CD-ROMs, and library databases.) EndNote is a reference and image database—it specializes in storing, managing, and searching for bibliographic references in your private reference library. You can organize images—including charts, tables, figures, and equations—and assign each image its own caption and keywords. EndNote is a bibliography and manuscript maker—it formats citations, figures, and tables in Microsoft® Word with the Cite While You Write™ feature. Watch the reference, figure, and table lists grow as you insert citations in your manuscript. Microsoft Word templates guide you through the exacting manuscript requirements of publishers. You can also create bibliographies using RTF Document Scan with other word processors. See “What’s New in EndNote 9” on page 6 for a list of the most recent features added to EndNote. For late-breaking news and updates, please go to: http://www.endnote.com/support. About This Manual This manual assumes that you know how to use Windows, your word processor, and the mouse. For help on these topics, consult your computer owner’s guide or your word processor manual. The following representations for key combinations are used: Instruction Explanation CTRL+ESC While holding down the CTRL key, press the ESC key. CTRL+ALT+ENTER While holding down the CTRL and ALT keys, press the ENTER key. Menu names, menu selections, and button names appear in italic text. Chapter 1: Welcome to EndNote 3
  • 20. Customer Services Online Help Online Help: You can access all of the information found in the and Release manual by consulting the online Help file. From EndNote’s Help menu, select Contents to view the various topics. Notes Release Notes: For documentation updates and correction notes for this release, refer to the Readme.txt file installed in the EndNote folder. Late Breaking News: For late-breaking news and updates, please go to: http://www.endnote.com/support. Register Your If you haven’t done so already, please mail, fax, or email your Copy of registration to Thomson ResearchSoft (go to www.endnote.com/encontact.asp). You also have the EndNote opportunity to register during installation. Even if you purchased EndNote directly from Thomson ResearchSoft, do not assume that you are registered. Registered users receive: free technical support special upgrade offers notification of new EndNote versions that are compatible with the latest version of your word processor Customer Contact Sales for general product information, pricing, quantity Service discounts, and referrals to dealers. Contact Customer Service to order new copies or upgrades of EndNote, to check billing/shipping status, and to register your software. Sales Information Phone: (760) 438-5526 (country code is 01) Fax: (760) 438-5573 (country code is 01) Web/Email: http://www.endnote.com/encontact.asp Customer Service (Orders, Billing, and Shipping) Phone: (800) 336-4474 (country code is 01) Fax: (215) 386-2911 (country code is 01) Web/Email: http://www.endnote.com/encontact.asp 4 Chapter 1: Welcome to EndNote
  • 21. Technical Contact Technical Support if you encounter problems while Support using EndNote. When you contact us, please have a clear description of the problem and know the version of your copy of Windows, EndNote, and your word processor. (To find the EndNote version, start EndNote and choose About EndNote from the Help menu.) Also have your EndNote serial number available. Our hours are Monday–Friday, 8:00 am – 5:00 pm Pacific Time. Phone: (408) 987-5609 (country code is 01) Web/Email: http://www.endnote.com/encontact.asp Technical support tips are also available on the EndNote Web site and through the endnote-interest email forum (see below). International For customer support or technical support outside of North Customer and America, please visit our Web site to check for a local distributor. Technical Go to http://www.endnote.com, click on Contact Us, and then click on International Distributors to find a local distributor. Support The EndNote The EndNote Web site (www.endnote.com) contains technical Web Site support tips, utilities for data transfer, and information about the latest versions of EndNote. You can also find updated styles, filters, connection files, and other related documents at this site. Go to the Web site and look under Support and Services. To easily locate incremental updates available on the Web site, go to the Help menu in EndNote and select EndNote Updates. The EndNote- If you wish to join an ongoing email forum of EndNote users like Interest yourself, go to the EndNote Web site at www.endnote.com, click on Support and Services and then scroll down for instructions on Email Forum how to subscribe to the EndNote Interest List. There are two types of subscriptions: The first delivers the endnote-interest messages individually, so that every time a user sends a message to endnote-interest, it is redirected to each member of the list. The second option, which we recommend, is to subscribe to the endnote-interest-digest—a daily compendium of endnote-interest messages. In general, Thomson ResearchSoft does not answer questions posted to endnote-interest, but lets users answer each other’s Chapter 1: Welcome to EndNote 5
  • 22. questions. Contact Thomson ResearchSoft directly for a guaranteed response from technical support staff. What’s New in EndNote 9 EndNote 9 includes these new and enhanced features: Connect to virtually any data source worldwide with expanded record syntax and text encoding Unicode formats for connection files. Enjoy enhanced performance and notification for processor- intensive tasks. Use new and updated connection files, import filters, and output styles. Easily move Reference Field and Type information with the RefTypesTable.xml file. 6 Chapter 1: Welcome to EndNote
  • 24. Chapter 2 Installing and Upgrading EndNote Before You Install EndNote ................................................. 9 Program Requirements ............................................. 9 Word Processor Compatibility ................................ 9 EndNote for Palm OS Requirements ..................... 10 Installing EndNote .............................................................. 11 Custom Installations ........................................................... 12 Selecting Components ............................................ 13 Upgrading from an Earlier EndNote Version ................ 14 Backing Up or Replacing Files ............................... 14 Opening and Converting Old EndNote Libraries 15 Using Old Style, Filter, and Connection Files ...... 15 Checking Your Installation ................................................ 16 Checking Microsoft Word Support ....................... 16 Automatically Updating Files ........................................... 17 Uninstalling EndNote ......................................................... 17 8 Chapter 2: Installing and Upgrading EndNote
  • 25. Before You Install EndNote Please read this section before you proceed with the installation. Program EndNote is available on CD or by downloading. If you have a CD you need a CD-ROM drive to install the program. Requirements System Requirements: EndNote runs under the following operating systems: Windows 2000 Windows XP Hardware Requirements: A personal computer with a Pentium (or compatible) 450- MHz or faster processor A minimum of 256 MB of available RAM A hard drive with at least 180 MB of free space In order to use EndNote’s Connect command to search remote databases, an Internet connection is required. To use the Open Link command to access a Web site, you also need a Web browser installed. NOTE: Make sure that your computer meets the system and hardware requirements before continuing. If necessary, contact the distributor, dealer, or store where you purchased EndNote to arrange for a full refund. If you have any problem obtaining a refund, contact Thomson ResearchSoft directly. You must do so within 30 days of purchase. Word As of June 2005, EndNote for Windows is compatible with: Processor Microsoft Word for Windows 2000, XP (2002), 2003 Compatibility RTF files created with most word processors, including: Microsoft Word, WordPerfect, OpenOffice, StarOffice, and FrameMaker. Microsoft Word: Microsoft Word uses Cite While You Write, which inserts an EndNote submenu of commands on Word’s Tools menu. It also allows EndNote to format citations and create a bibliography for the document that is open in Word. You can format, unformat, and reformat a single document—without ever exiting your word processor. Chapter 2: Installing and Upgrading EndNote 9
  • 26. If a supported version of Microsoft Word is installed on your computer, the appropriate Cite While You Write files are installed automatically for the current user account when you run the EndNote installation. This feature can be used with a shared copy of Word or on a network. In order for Cite While You Write to install properly: Microsoft Word 2000, XP, or 2003 must be correctly installed on your computer prior to installing EndNote. The EndNote installer must be able to locate the Word Startup folder. You need to have full read and write access to Word’s Startup folder in order to install EndNote commands. RTF Documents: For word processors other than Word, write your paper, insert in-text citations, then save to an RTF file and use EndNote’s RTF Document Scan feature to format the citations and bibliography. See Chapter 11 for details. EndNote for If your computer has software installed to allow synchronizing Palm OS with a Palm OS® handheld device, the EndNote installation program will ask whether you want to install EndNote for Palm Requirements OS. Requirements for running EndNote for the Palm Operating System include: Handheld device Palm Operating System 4.x or later Serial or USB communication for HotSync operations 16 MB RAM See “Using EndNote With Palm OS Handhelds” on page 509 for information about how to install and use EndNote on a handheld device. 10 Chapter 2: Installing and Upgrading EndNote
  • 27. Installing EndNote NOTE: If you are upgrading from a previous version of EndNote, please see “Upgrading from an Earlier EndNote Version” on page 14. NOTE: Please see Chapter 20, “Using EndNote On a Network” for information about licensing, installing, and using EndNote in a network environment. To install EndNote: 1. Log in to the local machine with administrative rights. Make sure no applications are running, including virus protection software. 2. Start the EndNote installation program. If you downloaded the EndNote installer: Double click the installer file to start the EndNote Setup program. If you received EndNote on a CD: Insert the EndNote CD into your CD-ROM drive. The EndNote Setup program will start. If you do not have Autoplay enabled, choose Run from the Start menu, type “d:setup” (use the drive letter appropriate to the drive containing the installation CD) and press ENTER. 3. Follow the instructions on the screen to complete the installation. Use the Next button to move forward between through these installation dialogs: Welcome: Thank you for purchasing EndNote! Read Me Information: Read late-breaking news about this version of EndNote. Palm Read Me Information: Read late-breaking news about EndNote for the Palm operating system. Registration Information: Enter your name and EndNote serial number. By entering this information, you will find it easily accessible should you need it later. End User License Agreement: You must select “I accept the license agreement” in order to continue with the installation. Select Installation Type: We recommend that you select Complete to make sure you install all options, or choose Custom to hand pick the file groups to install. Chapter 2: Installing and Upgrading EndNote 11
  • 28. Select Destination: By default, EndNote is installed in the C:Program FilesEndNote 9 folder. You can use the Browse button to change the folder selection if you wish. NOTE: If a previous installation of EndNote is found in the same folder, you will be given the option to either back up or overwrite the older files. If you back up files, they are placed in a Backup folder in the installation folder. Select Components: (Custom installations only) If you selected a Custom installation, see “Selecting Components” on page 13. Ready to Install: You can still click Cancel to stop the installation. Once you click Next, the installation program will begin installing EndNote files. 4. On the final “EndNote 9 is Successfully Installed” dialog, click Register to register your copy of EndNote, click Finish to close the installation program, or click Run to start EndNote. To make sure the program installed correctly, see “Checking Your Installation” on page 16. Custom Installations Although we recommend that you use the Complete installation option to install EndNote, the Custom installation option can be useful if you are low on disk space or if you need to reinstall just certain EndNote components. To do a new custom installation: 1. Follow the instructions for “Installing EndNote” on page 11. 2. On the dialog titled “Select Installation Type,” select Custom. 3. When you get to the dialog titled “Select Components,” read the section below, “Selecting Components” to determine what you would like to select/deselect for installation. NOTE: If the installer detects another copy of EndNote in the destination folder, it gives you options to either backup or remove older files during the installation. When doing a custom install, only selected components are affected. For example, if you are installing only the Anthropology styles, and you choose to remove older files, only the older Anthropology styles are removed; no other part of the installation is affected. 12 Chapter 2: Installing and Upgrading EndNote
  • 29. To install components after EndNote 9 is already installed: 1. Start the installation program as you would for a new installation. 2. On the “Application Maintenance” dialog, select the Modify option and click Next. 3. When you get to the “Select Components” dialog, read the section below, “Selecting Components” to determine what you would like to select/deselect for installation. Selecting There are several major categories of components that can be Components installed with EndNote. The components you can select for installation include: EndNote Application EndNote Program EndNote Help PDF Manual Additional Converters Sample Files Word Templates/Add-ins: Add-in for Microsoft Word Templates for Microsoft Word Styles: These formats for creating bibliographies are grouped by type. Connections: These files for directly retrieving references from online reference databases are grouped by information service provider. Filters: These files for importing text files of reference data are grouped by information service provider. Spelling Dictionaries: These are dictionaries available for the spelling checker. EndNote for Palm OS®: These are files required for using EndNote for the Palm operating system. Chapter 2: Installing and Upgrading EndNote 13
  • 30. To select or deselect an item for installation: Click the plus sign next to each category to display a detailed list of items. For each category or subcategory, click the triangle next to the name to select from the available installation options. The options may include: Will be installed on local hard drive. Entire feature will be installed on local hard drive. Will be installed to run from network. Entire feature will be installed to run from network. Feature will be installed when required. Entire feature will be unavailable. Upgrading from an Earlier EndNote Version Before you begin, back up any custom styles, import filters, and connection files that you do not want overwritten. While it is not required, we recommend that you uninstall any earlier version of EndNote before you install EndNote 9. See “Uninstalling EndNote” on page 17. Install the upgrade just as you would a new installation. See “Installing EndNote” on page 11. By default, EndNote 9 is installed into the C:Program FilesEndNote 9 folder. Backing Up or If Setup detects an earlier copy of the EndNote program in the Replacing installation folder, it alerts you and gives you two options. If you continue with the installation to install EndNote 9 into your Files existing EndNote folder, Setup removes the older EndNote application and word processor support files. You need to select what it should do with the styles, filters, and connection files from your older copy of EndNote. No matter which option you choose, your libraries will not be deleted; nor will any non- EndNote files in the EndNote folder. Backup older files: EndNote 9 provides complete, updated sets of style, filter, and connection files. But if you want to keep any of your older modified files to use with EndNote 9, you should choose this option. Doing so has EndNote create a “Backup” folder in the EndNote folder and all of the styles, filters, and connection files from your older installation are copied into that folder. After installing EndNote, you should move any of these files that you want to use into the Styles, Filters, or Connections folders installed with EndNote 9. 14 Chapter 2: Installing and Upgrading EndNote
  • 31. Remove older files: If this option is selected, Setup replaces all of the styles, filters, and connection files from your existing EndNote installation with the new ones included with EndNote 9. Do not choose this option if you have custom styles, filters, or connection files that you want to save. If they have the same names as any of the files to be installed, the installer will overwrite them with the new files. NOTE: Cite While You Write support is linked to only one copy of the EndNote program, and only one instance can be used at one time. If you install the Cite While You Write Add-in, it will replace an older version even if you install EndNote in a separate folder. Opening and EndNote 9 automatically converts libraries created with earlier Converting versions of Endnote to the version 8/9 format. Old EndNote To convert an older EndNote library: Libraries 1. Start EndNote. 2. From the File menu, select Open and then Open Library. 3. On the file dialog, locate and highlight the old library, and click Open. EndNote will warn that the selected library was created with an older version, and will ask for permission to convert it. 4. Click OK to convert the library. Name the new library and click Save. The conversion makes a copy of the original library in the version 8/9 format, and leaves the original library intact. NOTE: EndNote 9 libraries cannot be opened and used with versions of EndNote prior to version 8. Using Old You may have created custom content files with an earlier Style, Filter, version of EndNote. EndNote 9 can use your custom styles, filters, and connection files that were created with EndNote and versions 4.03-8. Once you edit and save one of these files with Connection EndNote 9, it is converted to the version 8/9 format. Files All of the styles, filters, and connection files supplied with EndNote 9 have been updated to the version 8/9 format. The new filter and connection files can be used by previous versions of EndNote, with new fields simply ignored. However, EndNote 8/9 styles cannot be used with versions of EndNote prior to version 8. Chapter 2: Installing and Upgrading EndNote 15
  • 32. Checking Your Installation To run EndNote, click the Start button, choose Programs, select EndNote, and then choose EndNote Program. A dialog will ask you to open a reference library file. Choose Cancel. To check the version number of EndNote, choose About EndNote from the Help menu. Click the splash screen to clear it. If you have trouble accessing the program, repeat the installation steps to verify that the program was correctly installed. Checking To see whether Cite While You Write is correctly installed, start Microsoft Word and click on Word’s Tools menu. In Word 2000, XP, or 2003 you should see EndNote commands on an EndNote 9 submenu. Word Support Word 2000, XP, or 2003 Tools menu and EndNote 9 submenu NOTE: If you have trouble installing Cite While You Write support, see “EndNote Commands Do Not Appear on Word’s Tools Menu” on page 549. 16 Chapter 2: Installing and Upgrading EndNote
  • 33. Automatically Updating Files You can automatically update EndNote 9 when incremental program enhancements are available. To update your copy of the EndNote program: 1. Open a connection to the Internet. 2. From EndNote’s Help menu, select EndNote Program Updates. The wizard checks for an update, lets you know whether an update is available, and then downloads the file(s) and applies the update to your EndNote installation. NOTE: You also have the option to download the latest content files at any time from our Web site at www.endnote.com. We continually update output styles, filters, connection files, and Microsoft Word templates. Uninstalling EndNote Uninstall EndNote by using the “Add/Remove Programs” function in the Windows Control Panel. NOTE: For network installations, see “Uninstalling EndNote” on page 540. To uninstall EndNote: 1. From the Windows Start menu, select Control Panel, or choose Settings and then Control Panel, 2. Select Add or Remove Programs. 2. In the list of currently installed programs, select EndNote 9. 3. Click the Remove button. Or, you can uninstall by using the EndNote installation program: 1. From your EndNote CD, run Setup.exe. 2. On the “Application Maintenance” dialog, select Remove and click Next. 3. Click Next again to begin removing EndNote. The uninstall procedure removes only files, groups, and icons installed by the EndNote installer the last time it was run. For example, if you used the installer’s Custom installation option to Chapter 2: Installing and Upgrading EndNote 17
  • 34. reinstall only style files, the Uninstall program removes only style files. It will not delete your libraries or any new files you have created. It will not delete folders if they contain files you created. You will need to manually delete those files with Windows Explorer. 18 Chapter 2: Installing and Upgrading EndNote
  • 35. Chapter 3 The EndNote Guided Tour