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