Referencing: EndNote Managing your research reading

Transcription

1 Referencing: EndNote Managing your research reading

2 RE011 About These Activities Software Used Files Used These steps were written using the following software. However you will be able to do very similar activities with other software versions. EndNote X7 Word 2013 (Windows) or Word 2011 (Mac) Windows or MacOS alpine2.data alpine2.enl Apelles.pdf keyboard.jpg Medici Skeletons Article.pdf paleo2.enl paleo2.data renaissance.data renaissance.enl Finding the Exercise Files Copyright All the files for these exercises have been provided for you on a network drive. Your area of the drive is called the Home Drive H:. They can also be downloaded from the ITLC Portfolio (visit and search for EndNote research reading or similar search text to find the course pack for this course). Pamela Stanworth makes this document and the accompanying PowerPoint presentation available under a Creative Commons licence: Attribution- NonCommercial-ShareAlike CC BY-NC-SA. pamela.stanworth@it.ox.ac.uk Screenshots in this document are copyright of Microsoft. The Oxford University crest and IT Services logo are copyright of Oxford University and may only be used by Oxford University members in accordance with the University s branding guidelines. IT Learning Centre ii

3 Steps for the Learning Objectives 1 IT Learning Centre

4 Exercise 1 Getting started Open the library paleo2.enl Start EndNote Start the computer if necessary In the Start menu, explore the folders and look in the EndNote folder In the Finder, explore the Applications folders and look in the EndNote folder Choose EndNote If an existing library appears, close it (leaving EndNote open) If a message appears about being unable to find a certain library, cancel it you are going to create your own library Open the library called Paleo2.enl Use File Open Navigate to the place where your files are - if you are working in one of our teaching rooms, you have been allocated an area which is called Drive H Locate the library Paleo2.enl and open it IT Learning Centre 2

5 Exercise 2 Working with custom groups Create some custom groups Drag an item into a custom group Send the results of a search into a group Delete an item from a custom group Display the members of each group Discover which group a given record belongs to Continue work in the Paleo2 library, with the full library list displayed Display the Groups panel, using or Create a custom group for Bacteria Choose Groups Create Group A new group is created among the Custom Groups Type the title Bacteria Create a custom group for Mammals Choose Groups Create Group Type the title Mammals Add these references to the Mammals group: Bethune, 2001 Bowstein, 2011 Ensure that you are displaying all references Identify the paper by Bethune in 2001 Drag this paper onto the group name Mammals Find the paper by Bowstein in 2011, and drag it into the same group Add the item by Chang (2012) to the Bacteria group Search the whole library for references that mention sediments in any field [approx. 3] Ensure that you are viewing all references In the Quick Search box, type sediments Press ENTER This should find about 3 references 3 IT Learning Centre

6 Add all the references found by that search to the Bacteria group Select all the references found (click on the first one, hold SHIFT and click on the last one) Choose Groups Add References To Bacteria Display the Bacteria group Confirm that the 3 found references have joined this group With Butler, 2010 selected, choose References Record Summary to discover which groups this record belongs to Delete Butler, 2010 from the Bacteria group (note the alert message) Select the paper by Butler in 2010 Press DELETE Choose Groups Remove References from Group Read the alert message carefully, then agree to delete Practice displaying the contents of various groups, by clicking the group names in the Groups pane the Mammals group name to display its contents the Bacteria group name to display its contents All References to display the full library Finally, display all references IT Learning Centre 4

7 Exercise 3 Creating smart groups Create a smart group by defining search criteria Display the smart group s contents Create a smart group by searching Use the Groups menu to create a smart group called Early work, which finds all items from years 2008 or earlier Choose Groups Create Smart Group to create a new smart group In the Smart Group dialog, choose or type: Early work as the Group Name Year in the first logic box Less than or equal to in the second box 2008 in the third box Clear any other criteria Notice the different icon of the smart group Inspect the references in the new smart group The items in the smart group are displayed if necessary, click on Early work in the Groups pane Confirm that the references shown are all from the years 2008 and earlier Use the Search panel to set up a search which finds all items from the Geophysical Research Letters which mention strato in the title [approx. 9 references] Display all references Display the Search panel (if necessary) and clear any previous settings Set up a new search of all the references, for items from the journal Geophysical Research Letters which contain strato in the title You should find about 9 references Use to convert the search into a smart group Name the new smart group strato in GRL Still with the search criteria showing in the Search panel, click or Choose Convert to Smart Group A new smart group is listed in the Groups pane 5 IT Learning Centre

8 Give the new smart group a suitable name such as strato in GRL Notice that the new smart group also has 9 references IT Learning Centre 6

9 Exercise 4 Working with smart groups Add a reference to the library, which adds to the smart group Compare a smart group with a custom group Use the smart groups which you created in the previous exercise Confirm that you have these smart groups, from the previous exercise: Early work strato in GRL Create a new journal article reference: to create a new reference Author: W. H. Miller Year: 2007 Confirm that it is a journal article Title: Progress in cloud repair In the Author field, type Miller, W. H. Journal: Geophysical Research Letters Use TAB or click to move to the Year field, and type 2007 In the Title field, type Progress in cloud repair In the Journal field, type Geophysical Research Letters Complete other fields if you wish Close the reference, without closing the EndNote library, by clicking the lower or Explore whether the new reference has become a member of either smart group In the Groups panel, click Early work to display its contents: the Miller reference should have appeared here the strato in GRL group, to display its contents: the Miller reference should not have appeared here (although it is found in Geophysical Research Letters, it does not have strato in the title) All References : the Miller reference should appear here, of course 7 IT Learning Centre

10 Try dragging this reference into a custom group Also try dragging it into a smart group Why do these groups behave differently? In the All References group, select the Miller reference Drag it into the bacteria custom group that you created in an earlier exercise: this should succeed Try to drag the Miller reference into a smart group: this should not succeed Think about why it is never possible to drag a reference into a smart group IT Learning Centre 8

11 Exercise 5 Combining Groups (Optional) Create a combination group using AND Create a combination group using OR Create a group set Create a smart group which displays all items from the journal Nature Clear the Search pane Set up a new search for Nature contained in the journal title Convert the search into a smart group, called Nature Magazine Create a combination group which shows items in Apollo magazine that are in the Bacteria group Display all references Choose Groups Create From Groups In the Create From Groups dialog, choose the Bacteria group (a custom group which you created earlier) and the Nature Magazine group (a smart group) Link them with AND to create the new group Name the new group Bacteria in Nature Experiment with creating some further combination groups, using logical OR and NOT as well as AND Create a group set to keep together all the groups you have made today Choose Groups Create Group Set A new Group Set appears in the Groups panel Immediately give the new set a name: Current investigations, then press ENTER 9 IT Learning Centre

12 Drag the groups Mammals, Early Work and strato in GRL into the Current investigations set Rearrange the order of the group sets by dragging them up and down the Groups panel, into any order that you prefer IT Learning Centre 10

13 Exercise 6 Searching within the library Use the Quick Search control Search to match text or numbers Show all references again Search for a number range Search for multiple criteria Continue work in the Paleo2 library, with the library list displayed Use the Quick Search box to find all references containing 1986 Ensure that you have All References showing Find the Quick Search box in the toolbar: or Type 1986 When you press ENTER, EndNote shows only the references from the Paleo2 library that include 1986 Notice that these references found were not all written in the year examine their detailed contents to discover why they were included in this Search Results Search for all works dated in 2012 [about 31 references] Ensure that you have All References of the Paleo2 library list showing Display the Search panel If it is hidden, use or In the Search panel, complete the first row: select Year in the first box select Contains in the second box and type 2012 in the third Ensure that there are no other search criteria set Those references which match your search criteria are now displayed (the Search Results group) Check that the status message in the bottom left corner says Showing 31 of 31 references in Group 11 IT Learning Centre

14 Show all the references in the library: All References in the Groups panel (or use the useful keystroke CTRL+M in Windows or SHIFT+CMD+M with a Mac) Run a search to show only works dated 2012 or later Tip: use Greater than or equal to In the Search panel, clear any previous criteria Choose Year in the field box Choose Is greater than or equal to in the next box Type 2012 in the third box Confirm that there are 51 references showing, all with Years from 2012 onwards Display all works with paleontology (note the spelling) and fossil among their keywords Show all references Display the Search panel and clear old entries Choose Keywords in the Field box, then Contains and type paleontology in the text box (note the spelling) In the second row, choose Keywords in the Field box and type fossil in the text box Ensure that both rows use the Contains operator Ensure that AND is shown at the start of the second row and confirm that there are 4 references found Try some more searches; remember to Show All References after each search Finally, display all references IT Learning Centre 12

15 Exercise 7 Backup copies of a library Create a backup copy of the library for storing in a safe place Create a compressed copy of the library for sending to a colleague Resolve to make backup copies frequently and regularly Continue work in renaissance library Create a backup copy of the library Resolve to make frequent backups of your library Choose File Save A Copy In the Save A Copy dialog, choose to save the file in your drive H (ask your teacher or demonstrator if you are not sure) Name the file renaissance backup1.enl Use Windows Explorer or Finder to confirm that the backup has been made, and that both the library.enl file and the attachments.data folder have been backed up You would usually move these files to a removable storage device such as a CD, or to a network drive which is backed up frequently Wasn t that easy? Make a plan to do this frequently and always keep plenty of backup copies in a safe place Create a compressed copy of the library, suitable for sending to a colleague Choose File Compressed Library Create Note the options available here, including the possibility of creating a library from just one group, ready for sharing with a colleague Choose to save this file with today s other work, in your drive H Name this file renaissance2.enlx Use Windows Explorer or Finder to confirm that the compressed copy has been made You might send this compressed copy to a colleague who is collaborating on the same documents Close renaissance.enl Use or File Open to open and decompress renaissance2.enlx 13 IT Learning Centre

16 Exercise 8 Finding and removing duplicates EndNote finds any references which appear to be duplicates Inspect them carefully Delete any surplus duplicate references Alter the list of fields which need to match to define duplicate references Repeat the search for duplicates and discover whether there were more pairs to be found Continue work in renaissance.enl Search for any duplicate references which may have been collected from the various sources you have searched As you have collected references from various sources, it is likely that you will have found citations of the same work in several databases Choose References Find Duplicates EndNote displays a pair of references which match in terms of author, year, title and reference type Inspect the pairs If you agree that some are duplicates, delete the unnecessary references Looking at the pair of Liberal Arts Studiolo references, scroll down both references to see which contains more detailed information Choose to Keep the better-quality reference Look at the next pair Watch out for references which are similar but not actually duplicates If both members seem to contain useful (but different) information, use Copy & Paste to include all the useful information in one reference, and Keep that one (the other will be deleted) Work through all the suspected duplicate pairs, deleting the poorer member/s as appropriate When you searched for duplicate entries, the search may not have been rigorous for example, various online databases have different conventions for presenting multiple author names, so some duplicates entries may have been missed Look through and see if you can spot any such IT Learning Centre 14

17 Change the criteria for duplicates so that author names need not match exactly Choose Edit Preferences or EndNote Preferences and the Duplicates category Clear the Author checkbox and click Run the search for duplicates again Choose References Find Duplicates Examine the candidate duplicates carefully, before deciding which really are duplicates and which should be deleted 15 IT Learning Centre

18 Exercise 9 Changing the fields displayed (Optional) Rearrange columns displayed Control which fields are shown in the columns of the library list Add additional fields in the library list Change the column headings in the library list Continue work in renaissance.enl Drag a column heading sideways and drop it to rearrange columns Display Record Numbers in column 1 instead of the Image symbol Choose Edit Preferences Display Fields or EndNote Preferences Display Fields In the dialog, in the Field drop-down for Column 1, choose Record Number or Confirm that the leftmost column of the library now shows a number for each record the column heading Record Number to sort the references in numerical order by this value The record numbers are assigned automatically as the references are added to the library, so this is now the order in which records were created Display Keywords in column 6 instead of the Journal Choose ~ Preferences Display Fields again In the dialog, use the drop-down for column 6 and choose Keywords or Confirm that keywords now appear in the 6th column Change the heading of the URL column to read Web address Choose ~ Preferences Display Fields again In the dialog, click in the text box opposite the URL field Type Web address IT Learning Centre 16

19 or Confirm that the column heading in the library window has changed 17 IT Learning Centre

20 Exercise 10 Changing the way names are sorted (Optional) Set some name prefixes to be ignored when sorting Set some title words to be ignored when sorting Consider other preferences that can be adjusted Continue work in renaissance.enl Set up some items with author prefix el, von and de Edit a reference so that its author name has the prefix el Edit some more names to have the prefixes von or de Notice that we already have several references whose Title begins with on Set some name prefixes to be ignored when sorting: el, al, von, de Choose Edit Preferences or EndNote Preferences and the Sorting category In the Author Field area, type el in the text box Then click Repeat, adding some more name prefixes such as al, von or de Add a small word preposition such as on to the Title Field list to implement the changes References with author names or titles beginning with these prefices will be sorted correctly, taking account of the ignore-list Test the new items on the ignore-lists, by sorting the library Sort the library list in order of Author Name, to see how these small words el de and von are now ignored Sort the library list in order of Title, to see how on is now ignored Explore the other categories available among the Preferences Change some if you wish IT Learning Centre 18

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22 Exercise 11 Including further information with a reference Attach a web address to a reference Attach a figure to a reference (optional) Close the paleo2 library, and open renaissance.enl Open the Fletcher 2004 reference In the URL field, type Double-click the Fletcher 2004 reference in the library list to open it Locate the URL field - you may need to use Show empty fields from among the options or Type You could also insert an address by copying and pasting from your web browser Notice that the web address becomes a clickable link Attach the image file keyboard.jpg to the Hart, Day 1995 reference Open the Hart, Day 1995 reference or Choose File and browse to Drive H, to find the image file keyboard.jpg Open to attach the chosen file to this reference Scroll down as necessary to see a thumbnail of the image, in the Figure field Close any open references IT Learning Centre 20

23 Exercise 12 Working with an attached PDF Attach a file whose PDF has previously been saved Read the full text of the document Work in the PDF viewer Highlight and annotate text in a PDF Continue work in renaissance.enl library Find and select the reference Koshikawa, 2001 (by sorting or by using the Quick Search box) Suppose the full text of this paper has already been downloaded and saved in Home Drive H Attach the PDF file which is provided with your student files, Apelles.pdf, to this reference With the Koshikawa reference selected, choose References File Attachments Attach File or use at the top of the Reference panel In the dialog, browse if necessary to the student files provided in Home Drive H Select the PDF file Apelles.pdf Make sure the checkbox Copy this file is ticked An alternative method of attaching a PDF to a reference is to drag the filename from Windows Explorer or Finder, and drop it onto the reference in EndNote Inspect the reference and confirm that the PDF text document has been attached In the Reference panel, scroll down the fields to find the File Attachments Confirm that the Apelles.pdf file has been attached here A copy of the original file has been saved in the folder renaissance.data View the PDF file in the PDF panel Use the tabs at the top of the Reference panel to view the PDF Use the buttons at the top of the PDF panel to page through the document 21 IT Learning Centre

24 Experiment with zooming and rotating the document Try out the annotating and highlighting tools and drag over some text in the PDF, to highlight a phrase and type a note such as Check this with Bob Open the PDF in a separate window to open this PDF in a separate reference window, which may be more convenient for reading Use to close the PDF viewer window Open the PDF using Adobe Reader In the panel at the right of the EndNote window, right-click the tab that shows the PDF filename Choose a command similar to Open with Adobe Reader (if available on your computer) Here you can use all the familiar controls for reading, annotating and managing the PDF Close the Adobe (or similar) software, saving as you wish IT Learning Centre 22

25 Exercise 13 Finding the full text PDFs Obtain the full text of a paper automatically See the paper PDF downloaded and attached to the reference A group called Get full text please has been set up in the renaissance library These are the papers for which you are seeking the full text as PDFs Find the full text of some of the selected papers, using EndNote s automatic tool Select all the items in the group that we have labelled Get full text please Choose or Wait while EndNote connects to online sources to locate and downloads the text of some of these articles You may be asked to give your Oxford credentials Watch the progress While some papers are being downloaded, you can follow progress in the Find Full Text group (look under My Groups in the Groups panel on the left of the screen) This temporary group will be deleted when the library is closed A message appears in the status bar, showing progress If the full text of a given paper cannot be downloaded, a URL (clickable link) may be inserted in the URL field Not all papers can be found online View a paper that has been downloaded on a reference which has a paperclip symbol added View the attached PDF in the PDF viewer 23 IT Learning Centre

26 Exercise 14 Creating a reference from a PDF Look at a PDF which has previously been collected Create a new reference in the EndNote library Examine the new reference Continue work in renaissance.enl library Inspect Medici Skeletons Article.pdf which has been downloaded Suppose you have previously downloaded the full text of a paper, as a PDF file Using a file navigation tool such as Windows Explorer or Finder, browse to drive H Locate the paper Medici Skeletons Article.pdf Open the paper in a pdf reader such as Adobe Reader, and briefly notice the details such as authors, title, year It would take some time to create a reference in your EndNote library, by typing or copy/pasting the details into appropriate fields Close the pdf reader, without changing the paper Import the details from the PDF file into the EndNote library or choose File Import In the Import dialog, click if present Browse to drive H Open Medici Skeletons Article.pdf Set the Import Option to PDF If this item does not at first appear on the drop-down list, choose Other Filters and find it in the full list to import the data from the text file into the EndNote library A new reference has been created, with the PDF attached (notice the paperclip icon) Examine the new reference that has been created, a paper by Casatta and others in IT Learning Centre 24

27 Exercise 15 Creating a library with EndNote Online Create a new library account with EndNote Online Carry out the first sync between desktop and online libraries Close the renaissance.enl library Open the smaller library alpine2.enl Check that EndNote is in integrated mode In the toolbar, look at the mode selector: or Check that Integrated Mode (third button) is selected as shown You are going to create a new library for EndNote Online EndNote Online is sometimes known as EndNote Web Note: Even if you already have a personal account with EndNote Online, do not use that for these exercises, as this may damage your own collection of references, and syncing may take a long time At the EndNote online website, create an EndNote online account With a web browser such as Firefox, visit Follow the instructions on the site to create an account Answer the questions Give fictitious answers if you prefer not to give personal information Make a note of the address and password that you have set up; you will need them shortly Set up your online account credentials In EndNote, choose Edit Preferences or EndNote Prefer ences Look at the Sync category Under the EndNote Account Credentials, in both boxes delete any text Now enter the fictitious address and password which you set up at the EndNote Online site 25 IT Learning Centre

28 Apply Close the Preferences dialog Start Sync or choose Tools Sync Authorise with your (fictitious) credentials and answer further questions if asked When registration is complete, click Sync The first time you sync a desktop library to an online library, you are encouraged to make a compressed backup copy of the library The first sync may take several minutes when you have the habit of syncing frequently, future syncs will be quicker IT Learning Centre 26

29 Exercise 16 Synchronising libraries online and on the desktop Look at the library online Sort references in the library Search for a reference in the library PDFs are synced between the desktop and online libraries Groups are synced Changes, edits and deletes are synced Sync frequently to avoid long delays Continue work in alpine2.enl Start Firefox Visit In the Sign In page, give the address and password that you gave when registering Explore the library on the My References tab The references in the online library are listed in the centre panel All the references from the desktop library have been copied into the online library column headings to sort the references by Author, Year or Journal Experiment with the Sort by control at top right Type leaf into the Quick Search box at top left All My References to display the full list again a blue title to look at the field data in detail again to see the whole list of references Where a file or PDF was attached to a reference, this has been transferred a blue paperclip to view an attached PDF A grey paperclip means that no PDF is attached If a URL has been entered, a clickable Online Link is offered below the reference 27 IT Learning Centre

30 Groups have been synced from the desktop library Notice that the same group names have been set up, which you had in the desktop library The same references are now shown as members of the same groups Edit some references in the online library Open Anderson, 2012 Edit the journal title to J Geomorphology Return to the full list Select Argnani, 2013 by clicking the checkbox beside the reference Use the Add to group control to make this reference a member of the SEBS group Select Baldi, 2012 and use reference (it is moved to Trash) to delete the Sync In EndNote, click or choose Tools Sync Changes made in the online library are now shown in the desktop library The more recent version of a reference (from either library) is the one that is kept IT Learning Centre 28

31 Exercise 17 Sync preferences Inspect the Sync preferences Confirm the credentials of your online library Control the frequency of syncing Continue work in alpine2.enl Display the Sync preferences In EndNote, choose Edit Preferences or EndNote Preferences In the Preferences dialog, choose the Sync category in the list on the left Confirm the EndNote Account Credentials Under EndNote Account Credentials, edit the address if necessary This should be the address (possibly fictitious) that you gave when registering for EndNote Online Edit the password as necessary Confirm the filename and path of the desktop library you are working in Most workers have one desktop library which they sync frequently with one online library Set the automatic sync checkbox as you prefer Under Sync Automatically, clear the checkbox Many workers prefer never to have their libraries synced automatically; sync is then only performed when you decide to click or choose Tools Sync Close the Preferences dialog Your changes are saved 29 IT Learning Centre

32 Exercise 18 Sharing references online (Optional) Manage groups in EndNote Online Create a new group Share the new group with a colleague Note that EndNote X8 has improved provision for sharing a whole library with colleagues via EndNote Online these notes were written for EndNote X7 Visit your EndNote Online library at using Firefox View the groups already set up On the Organize tab, choose Manage My Groups Notice that the same groups are here, which you have in your desktop library You can manage the groups here: rename or delete a group, create a new group Create a new group called Trinity term project At the bottom of the list of groups, click Enter the new group name Trinity term project Share the Summer school prep group with a colleague Allow them to read and edit the references Check Share next to the group called Summer school prep the link to Start sharing this group In the pop-up, type the address of the person who you want to share this group: p.tucker@sys.ox.ac.uk or your teacher on today s course Note you must give the address with which the colleague registered their EndNote Online library Choose Read & Write When you have closed this window, return to My References and check that the Summer school group now has a share icon This folder will appear in your colleague s online library, in the list of Groups IT Learning Centre 30

33 They will be able to read the references in the group which you shared If you have allowed read & write access they will be able to edit your references When finished, close all browser windows and close EndNote 31 IT Learning Centre