Bibliographic management / EndNote

What is it? | Where do I get it? | How do I use it? | Limitations | Local settings | File editing | Help

What is it? 

EndNote is a software product that allows researchers to save and organize results of database searches or lists of bibliographic references. There are several similar products (ProCite, Reference Manager, RefWorks, WriteNote, Zotero, and Bookends) that provide the same functionality, but the university has a site license for EndNote only. A web-based product called EndNote Web is also available. [Some local Mac users recommend Bookends as a better fit for their needs than EndNote.]

Which databases can I access?

Consult list of vendors/databases who allow direct connection to some or all of their databases via EndNote connection files or for which there is an available import filter or where there is direct export functionality.

Where do I get it? 

The university has a site license for the EndNote product and makes it available to all Virginia Tech faculty, staff, and students.

On campus users, which includes those connecting to the Internet via VPN , can download EndNote directly from the Software Distribution Office site. (Off campus users not connected to the VPN cannot download the software; Off Campus Sign In will not facilitate the download.)

Once downloaded and installed, check periodically to see if there have been updates.

Follow these steps to download and install EndNote X5 for Windows:

1. Go to the Virginia Tech network software site and login with your Virginia Tech PID and password.
2. Click on the EndNote X5 for Windows download link to display the. license agreement. Scroll to the bottom and check this box - Yes, I have read the license agreement and agree to abide by its terms and then click the Accept Agreement button.
3. Click on the Download EndNote X5 for Windows download - EndNote X5.exe. If the file does not start downloading, check the toolbar to see if there is a message that the downloading has been blocked, in which case clicking on that message will give you the opportunity to download file.
4. Save the file to your desktop (or whatever location you choose), and then log out of the network software site.
5. Find the downloaded file, which is a self-extracting Windows executable file. Double-click or run the .exe file to begin EndNote installation.
6. You can choose a typical or a custom installation.  The typical installation includes the 100 most popular output styles, connection files, and import filters.  A custom installation will let you add additional files.  
7. Click on Run or Finish to complete the installation process.
8. There is an update available, which can be run from within EndNote. Click on Help and then choose EndNote Program Updates.

The Macintosh version is a disk image file that should mount automatically when downloaded; if not, double click on the file name to start the program setup.You will drag the program from the disc image window to your Applications folder. X4 is the latest version. After installing, click on Help and then choose EndNote Program Updates to find any minor updates that should be installed. Note that the program can be installed anywhere, but if it is not installed in the Application folder, you will need to manually configure the locations of import filters, connection files, output styles, and the Cite While You Write files (it's much easier to just install into the Applications folder).

Off campus users can access the software download site only after setting up a VPN (Virtual Private Network) account. To be eligible for VPN you must be subscribed to the Virginia Tech Wireless Network Service. VPN connectivity is currently a free service. You must register for the wireless service. So, even if you do not have a wireless card, go ahead and register for wireless service so that you can establish a VPN account. VPN is an encrypted service, so provides security for your Internet connection.

If, for some reason, you are unable to access the download site or to successfully implement a VPN connection, the Library has CDs you can borrow to install the program. Contact Dave Beagle (room 3045 Newman; 540-231-9231) for details. There are copies as well at the graduate centers in Abingdon, Falls Church, Hampton Roads, Richmond, and Roanoke.

How do I use it? 

The basic unit is an EndNote library. You can create entries manually by typing bibliographic information (e.g., article title, author, journal name, volume, issue, pages, URL, etc.) for each new entry or copying and pasting from an email message or other electronic source.

Another way to populate an EndNote library is to directly access and search a database on a Z39.50 server using a connection file. Search results can be dumped directly into an EndNote library. This is a popular method because it is simple. Unfortunately, almost none of the connection files for commercial databases work for off-campus users, and they offer less sophisticated searching options compared to what is available through a database's native search interface. Persons connecting from off-campus through the inbound modem pool or VPN are recognized as being on-campus, so connection files to commercial databases will work EndNote comes with hundreds of connection files. The latest files can be downloaded from the EndNote web site.

Another way to populate a library is through the use of an import filter. to translate saved text files into the proper bibliographic format. EndNote comes with hundreds of import filters. The latest files can be downloaded from the EndNote web site.

Limitations 

EndNote connection files, import filters, and output styles work very imperfectly, so you must be alert to the possibility that there are errors in your EndNote transactions. Check very carefully records that you import into a library, especially the first time you use a particular database. Did all of the key data get parsed into the right fields? If not you will have to either manually edit or figure out how to edit your filter or connection file to correct the errors. Check the output style you are using and review every item to be sure it is set properly. Often EndNote filters have default settings that are set to keep data in the records as entered. This works fine if you manually entered all of the information in the correct manner (e.g., titles displayed in sentence style or headline style), but if you imported records from multiple databases you are likely to have data displaying in a variety of formats (e.g., with some titles in sentence style, some in headline style, some with all capital letters). Reviewing and correcting your output style should be done before you import any records.

Local settings for OpenURL 

There are some changes you should make in your software settings to use the Library's OpenURL server, which will allow you to search for full-text documents, search Addison, and link to ILLiad. If you have already obtained a copy of an article, then connecting to the Library's OpenURL server is unnecessary. It is a handy tool to have available to you, however, and it will not work unless you make the changes below.

Go to the EndNote Preferences menu and check the OpenURL box and then modify the existing information in the OpenURL Path box:

• OpenURL path for on-campus: http://su8bj7jh4j.search.serialssolutions.com/
• OpenURL path for off-campus: http://login.ezproxy.lib.vt.edu:8080/login?url=http://su8bj7jh4j.search.serialssolutions.com/

Also in Preferences, click on URLs & Links and replace ?sid=ISI:WOS with ?sid=sersol in the OpenURL Arguments box.

Once you set the OpenURL server, you can easily see what articles are available electronically by selecting the OpenURL link command.. Assuming there is an article link available, click there to go the full text and then download the article to your computer. You can link to the article text using the File Attachments field (References --> File Attachments --> Attach File). You will then see an icon representing the document type (e.g., PDF, HTML). Clicking it will start the relevant application that will open the file.

File editing 

You may have to edit a connection file or import filter to eliminate the inclusion of extraneous information or to put certain types of data in a different field. Many import filters work very imperfectly. In some cases it is a consequence of how the data is output; while in other cases it is a matter of old files that were never updated at the EndNote site, but which can be revised to work well. The best case scenario is where each piece of bibliographic information falls into its own field - the journal title in a journal title field, volume in a volume field, etc. Also, many import filters cover only a few reference types - typically journal article and/or book - so you may have to create your own filters for types not already delineated. Before you start from scratch, however, check the EndNote site to see if there is an updated connection file or import filter. 

Where can I get help? 

Download a brief local guide prepared by Vicki Kok or download the Getting Started Guide for Win/Mac from the EndNote site. View the ebook manual from Springer (for version X1 but probably sufficient for later versions). There is an excellent tutorial created by the Health Sciences Library Education Services staff, University of North Carolina at Chapel Hill, which goes through the basics of EndNote as well as its advanced features and even includes video clips. We also link to EndNote screencasts on our site.

Videoconferences on using EndNote are available on demand. Please contact Dave Beagle if interested (540-231-9231).