EndNote X5: Beyond the Basics

Troubleshooting Tips

EndNote Online Technical Support page

This page is at http://endnote.com/support/search-knowledgebase. It includes

  • news and frequently asked questions, and a link to the EndNote Discussion Forum
  • software updates and utilities
  • downloadable files, including output styles, import filters and connection files
  • links to educational resources, manuals, and EndNote-related library Web sites.

The EndNote User Manual

EndNote X5 comes with an in-depth and searchable PDF manual that can be found in the EndNote program folder after you install EndNote.

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Working with Journal Titles and Abbreviations

Some publishers require citations to include the entire titles of journals, while others require abbreviations. To address this issue, EndNote uses term lists. The EndNote default is to use whatever form of the journal name you have in the records in your library. The term list provides an alternative to this default.

Important: If you have multiple EndNote libraries and you use term lists, you need a separate term list for each library.

To create new journal term lists:

  • turn off automatic updating of term lists
  • delete all terms in the existing journal term list
  • import the term list you want to use
  • modify the output style if necessary

These four steps are described below.

  1. Turning off Automatic Updating of Term Lists. By default, term lists are automatically updated. To create a new terms list for your library, disable automatic updating:
    1. Choose Edit > Preferences
    2. Click on Term Lists
    3. Uncheck "Update lists during data entry."
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  2. Deleting items in the existing terms list
    1. Go to Tools > Open Term Lists > Journals Term List.
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    2. In the Terms tab, select all journals already in your list and click Delete Term. It is best to delete all the titles and abbreviations you have accumulated and then replace them with a complete list to ensure consistency.
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  3. Importing the term list
    1. In the Lists tab, select Journals and click Import List.
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    2. Navigate to the EndNote X4 program folder (normally in your Program Files folder) and open the Terms Lists subfolder. Select Medical and click Open. The journals term list will be imported.
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    3. If you click on the Terms tab of the Term Lists window, you will see the journal titles and abbreviations that have been imported. The first column contains the complete journal title, the second contains the abbreviation with periods, and the third contains the abbreviation without periods. The fourth column is left blank, so you can put an additional abbreviation here, if necessary. Watch the Video
  4. Modifying the output style This step may not be necessary, depending on whether EndNote’s output style conforms with your needs.
    1. Choose Edit > Output Styles > Open Style Manager.
    2. Select the desired style and click Edit.
    3. Click on Journal Names in the menu bar at left. Check to see if the Journal Name Format is what is required by the journal. If it is, you do not need to proceed. Close the style manager.
    4. If the Journal Name Format is incorrect, select the desired journal name format.
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    5. Go to File > Save As and save a copy of the style. You want to avoid overwriting the original template. Save the revised style template in the same directory as all of your other style templates (usually C:\Program Files\EndNoteX5\Styles)
    6. Close the window when you are finished editing the style.
      Watch the Video
      Note: The EndNote website contains new and updated output styles at http://endnote.com/downloads/styles. Once you find it, click the Download link in the right column and save the file in the same directory as the rest of your output styles.

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Working with Output Styles

The Style Manager is used to make changes in an output style to ensure its conformity with the journal’s instructions to authors.

  • Open the style you wish to check by going to Edit > Output Styles > Open Style Manager

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  • Select the desired style and click Edit.
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  • The top four items (About the Style, Anonymous Works, Page Numbers, and Journal Names) contain information that applies throughout the style, both in citations/footnotes and in bibliographies. Click on each of these items to ensure its consistency with the instructions for authors. Generally, you will use only two of the following sections, either citations or footnotes, and bibliography. As with the general fields, you can click on each item in the list and check its conformity with the journal style.
  • If something is not correct, select the desired alternative.
  • Choose File > Save As and save a copy of the style. You want to avoid overwriting the original template. Save the revised style template in the same directory as all of your other style templates (usually C:\Program Files\EndNote X4\Styles).
  • Close the window when you are finished editing the style.

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Inserting an Image or Graphic into the Figure Field

You can insert an image or graphic into the Figure field of any EndNote reference.

Inserting an image or graphic: To insert an image or graphic, do the following:

  1. With the reference open, go to the References menu and choose Figure > Attach Figure . (Do not copy and paste the image.) Or, you can choose the Attach Figure icon from the toolbar:
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  2. In the dialog box that appears, locate the graphic file and insert it. EndNote recognizes several graphic file types, including BMP, GIF, JPEG, PNG, and TIFF. The graphic appears as a thumbnail in the Figure field of the reference.
    Note: To edit the image, you can open it by double-clicking on the thumbnail. This will launch the graphics editing program associated with the image.
  3. After inserting a graphic, type Caption text into the Caption field of the reference. This text will identify the image when you insert the image into a Word document.
    Once you have an image or graphic in your EndNote reference, Cite While You Write allows you to insert the image and its caption into a word processing document.
    When you insert an image or graphic into your Reference, the image is stored in the .Data folder associated with that EndNote library. The .Data folder is located in the same folder as the EndNote library file.
    Each reference can only have one associated figure linked to the Figure field. If you insert another figure, it will replace the file previously associated with the Figure field. However, you can insert additional images or graphics into the File Attachments field. Each reference can have up to 45 files in the File Attachments field.

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Linking to Websites and Files

EndNote allows you to place links from references in your EndNote library to Websites (using the URL field) and to most other types of files from the File Attachments field.

Linking to Websites from the URL field

To link to a Website:

  1. Launch your browser and go to the website.
  2. Copy the url of (web address)
  3. Paste the url into the URL field of the reference.
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    Watch the Video

Linking to a File from the File Attachments Field

You can link many types of files, such as Excel spreadsheets, word processing documents, PDFs, or plain text files, to the File Attachments field in an EndNote reference.

You can do this either by using the References menu or by dragging and dropping the file.

Linking to a file using the References menu:

  1. Select a reference in the Library window, or open the reference.
  2. From the References menu, choose File Attachments >Attach Files.
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  3. Select a file to link to the reference.
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     You can either copy the file to your EndNote library (a relative path) or to link to the original file, depending on whether "copy this file to the default file attachmentfolder and create a relative link" is checked.
    1. Select the check box to copy the original file to the DATA\PDF folder that is part of your EndNote library (a good choice if you want to move the library from one computer to another).
    2. Deselect the check box to always have EndNote look in the original folder for the inserted file (a good choice if you expect to continue editing the file and want EndNote to always reference the updated version).
  4. Click Open.
    EndNote will display an icon indicating the type of file inserted. You can insert up to 45 files into the same File Attachments field.

Linking to a file by Dragging and Dropping

  1. Drag and drop the file onto the reference in either the Library window or the Reference window.
  2. Whether the file is copied to the EndNote library or is linked with an absolute path is determined by the default URL & Links setting set in Preferences (Edit menu):
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    Watch the Video

Find Full-Text

A new feature for finding full-text PDFs is available in EndNote X4 and X5. Although this function is still in Beta and will not always retrieve full-text access to all of the items in your EndNote library, this provides a new, easy way to locate full-text documents and automatically embed them into your references. The Find Full-Text option currently works best while connected to the campus network.

To maximize the retrieval of EndNote's Full-Text feature, complete the following procedures:

  • First, to edit your EndNote preferences select Edit > Preferences. This will bring up the Preferences dialog box. To access the Full-Text features' preferences, highlight the "Full-Text" option at the bottom of the menu on the left-hand side of this window.
  • To authenticate through UNC Libraries to find more full-text articles, copy/paste the text below into the appropriate fields:
    Your Open URL should be: http://vb3lk7eb4t.search.serialssolutions.com/ Authenticate with: https://auth.lib.unc.edu/ezproxy_auth.php?url=
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    Then, click "Apply" and "OK" to save your changes.

Watch the Video

Once you have completed these initial steps, you are ready to use the Full-Text feature. Continue to bear in mind that while this tool is both convenient and useful, it is still new and will not find all of the full-text articles to which UNC has access. You will continue to have the best luck searching for PDFs while connected to the UNC campus network.

  1. Highlight the resource or resources for which you would like to find full-text documents.
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  2. Click the "Find Full-Text" button (beyondbasics_findfulltextbutton.jpg ) at the top of your screen to initiate EndNote's Find Full-Text function. A window will appear detailing the EndNote Find Full-Text copyright and usage notice. Click "OK" to acknowledge this message and continue to finding full-text.
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  3. A search script will run under the "Find Full-Text" menu on the lefthand side of your screen to show that EndNote is working on your search request.
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  4. Once EndNote has finished searching, underneath the "Find Full-Text" menu, a new display will appear. This indicates the level of success of your search and the number of full-text PDFs or URLs EndNote was able to find.
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  5. By clicking on "Found PDF" under "Find Full-Text," the references for which EndNote found full-text documents will appear in your EndNote window.
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  6. The PDFs successfully retrieved by EndNote will already be embedded into the appropriate reference files. To view these files, open the reference by double-clicking and scrolling down to the "File Attachments" field.
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    From here, you can access the PDF by double-clicking on the file icon. The file will open automatically in your default PDF reader. Watch the Video

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Find Reference Updates

EndNote X5 can check to see if there is updated information about a reference in your library and update the fields for you. This is especially useful if you want to check if one of your references has had a PMCID assigned to it.

Find reference updates in two easy steps:

  1. Select a reference in your library, then click Find Reference Updates from the References menu. Alternatively, you can right click on a reference of interest and choose Find Reference Updates.
  2. EndNote will check for reference updates. If it finds changes, a new box will open highlighting available changes. Choose whether you would like EndNote to overwrite all of the fields in your existing reference or just fill in the empty fields. Click "Save Updates" to finish the process.

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