EndNote at Virginia Tech

What is it?| Accessible databases | 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, 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 or the inbound modem pool, can download EndNote directly from the Software Distribution Office site. Once downloaded and installed, check periodically to see if there have been updates.

Follow these steps to download and install EndNote X2 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 X2 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 X2.0 for Windows download - EndNote-X20.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 Eindows executable file. Double-click or run the .exe file to begin EndNote installation.
6. Accept all of the default options (Next, Next, etc.).
7. Click on Run or Finish to complete the installation process.

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. X2 is the latest version.

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 either the Virginia Tech Wireless Network Service or the Virginia Tech Modem Pool service. There is a monthly charge for the inbound pool, but 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 paticular 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 enable OpenURL, and then modify the existing information in the OpenURL Path and Arguments boxes:

• OpenURL path for on-campus: http://su8bj7jh4j.search.serialssolutions.com/
• OpenURL path for off-campus: http://ezproxy.lib.vt.edu:8080/login?url=http://su8bj7jh4j.search.serialssolutions.com/
• Arguments: Change ?sid part from ?sid=ISIWOS to ?sid=sersol. Also, delete the isbn=ISBN string but keep everything else in the arguments box. The revised arguemants string becomes: ?sid=sersol&aufirst=AUFIRST&aulast=AULAST&issn=ISSN&atitle=ATITLE&title=TITLE
  &volume=VOLUME&issue=ISSUE&date=DATE&spage=SPAGE&epage=EPAGE

Once you set the OpenURL server, you can easily see what articles are available electronically by selecting the OpenURL link command with a reference open (will not work from the list of references). 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 - typcially 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. As an example, the generic EndNote filter that is used with many databases was updated 23 October 2006.

Where can I get help?

Download a brief local guide prepared by Vicki Kok or download one of the Getting Started Guides from the EndNote site (X for win/Mac or X2 for Windows) from the EndNote site. 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.

You can view EndNote X2 tutorials online (Requires Flash Player 7 or above), or download tutorials in Windows Media Player (WMV) format or MP4 format (QuickTime) for off-line viewing.