Guides to using EndNote Online (sometimes called EndNote Web) for Oxford Brookes staff and student

Joanna Cooksey

English

Oxford Brookes University: RADAR

 1 An introduction to EndNote Web   Section 1: About EndNote  EndNote Web is a service which allows you to collect, store and manage your own collection of references. It’s free and can be accessed online from anywhere.   For help with EndNote Web, check the Library’s EndNote help pages. On the Brookes Library home page http://www.brookes.ac.uk/library/  choose ‘EndNote’ from the Quick Links section, or go straight to:  http://www.brookes.ac.uk/library/library-services/endnote/   EndNote Web allows you to create your own database of references, known as a ‘Library’. You can add references manually or transfer them from many databases and library catalogues. Your EndNote Library will be fully searchable and you can annotate your references e.g. to add your own notes or keywords.  You can insert your EndNote references into Word documents in the form of citations and bibliographies, formatted in the style of your choice. We have made the local Brookes Harvard style available on EndNote Web.  EndNote desktop There is also a software version of EndNote, also known as EndNote desktop, which has been installed on all university networked PCs and is available to buy for home use (£60-£63). To check which version best fits for your needs - go the Library’s EndNote help pages and follow the link to the Thomson Reuters web site. This will give you a comparison of the features of both products. You can transfer references between the two versions - further information is on our EndNote help pages.   Section 2: Setting up your EndNote Web Library  2.1 To access EndNote Web  You can access EndNote Web through the Library Web site following the steps below, or go directly to http://www.myendnoteweb.com/: 1. On the Brookes Library home page http://www.brookes.ac.uk/library/ choose ‘EndNote’ from the Quick Links section. 2. In the EndNote Web box, choose ‘Connect to EndNote Web’. 3. You may be prompted to log in with your Brookes username and password. 4. You’ll be taken to the EndNote sign in page.  2.2 Create your EndNote Library account  To set up your EndNote Web account, or ‘Library’: 1. On the Thomson Reuters EndNote home page, click on the ‘Sign up’ below the login boxes and enter your email address to start the registration process. 2. Next choose a password for your EndNote Web account. 3. You will be sent an activation email to the address you have provided. Note that if you are using Google Mail, you may see a warning message saying that the activation email looks suspicious. This is due to the settings of Google Mail and is nothing to worry about. Just click on the link in the activation email to activate your EndNote Web account.   4. When logging in to EndNote Web in the future your login details will be the email address and password you set during this registration process. Note that it is possible to change both your password and email address if  2 necessary. To do this, log in to your EndNote Web account and select 'Options' from the top tab, then choose 'Password' or 'E-mail Address', as appropriate.   2.3 Check you have ‘roaming access’ As a member of Brookes you can get access to added features such as the Brookes referencing styles through ‘roaming access’. When you first create your account, we recommend that you check whether you have roaming access activated: 1. Sign in to your EndNote account. 2. In EndNote, select ‘Options’ from the top menu bar and then ‘Subscription’. If this indicates you have roaming access for a year, you don’t need to do anything further.  3. If it tells you to activate your roaming access, sign out of your EndNote Web account using the option at the top right of the screen.     This will take you back to the EndNote sign in page.  4. Click on ‘Sign in via your Institution / Shibboleth login’ below the sign in boxes.   5. At the Web of Science page, don’t sign in using the login boxes. Instead go to the drop-down menu under INSTITUTIONAL (SHIBBOLETH) USERS SIGN IN and select ‘UK Federation’ from the list of regions. Click on Go. 6. At the page ‘Which organisation would you like to sign in with?’ type in Oxford Brookes, select it from the results. Click on ‘Continue’. 7. At the grey Brookes login page, login with your staff/student number and password. 8. You’ll be returned to the EndNote sign in page. Sign in to your EndNote account and choose ‘Options’ from the top menu bar and then ‘Subscription’ to check your roaming access has been activated.   Section 3: Building your EndNote Web Library You can add references to your Library manually or transfer references and PDFs from electronic resources such as databases or library catalogues.   3.1 Adding a reference manually 1. In EndNote Web, click on the ‘Collect’ tab and select ‘New Reference’ 2. Select the reference type you require from the drop-down list of options e.g. book/journal article/web page. 3. Type the details of your reference into the relevant fields. EndNote automatically saves each field as you add information.  Your name  3 4. If copying from Word, EndNote may copy the formatting of the text. Copying text from Notepad or WordPad will work better. 5. Scroll down the screen to see a number of other optional fields, e.g. Keywords; Research Notes.  Try this yourself: 1. In EndNote Web, click on the ‘Collect’ tab and select ‘New Reference’.  2. Use the drop-down menu next to Reference Type to select ‘Journal article’ 3. Add the following reference:  Author: Foley, David C. Title of article: Ivory Tower meets James Bond Title of Journal: Naval War College Review Source details: Year: 2009 Volume: 62 Issue: 4  Pages: 155-162 4. EndNote will automatically save each field as you add information.  3.2 Transferring references from Discover An easy way to add references to your Library is to export them from Discover on the Brookes Library home page.   Try this yourself: To transfer a single reference 1. On the Brookes Library home page http://www.brookes.ac.uk/library/ run a search on Discover for a topic of your choice.    2. Tip: To see just the book results, select ‘Books & e-books’ from the Format option in the left-hand menu. 3. From your search results, find a record you want to transfer into EndNote and click on the title. 4. Click on the 'Actions' option on the right of the screen and select 'EndNote' from the list.  5. You'll be prompted to log into your EndNote account and the reference should be transferred straight into your EndNote library.  To transfer a batch of references 1. If you’d like to transfer a batch of references, you will need to click on the 'Log in' option at the top right of the Discover screen first. You'll be prompted to log in with your Brookes student/staff number and password.  2. Once logged in, run a search for the topic of your choice.  3. Tip: To see just the book results, select ‘Books & e-books’ from the Format option in the left-hand menu. 4. From your search results, find a record you want to transfer into EndNote and click on the title. 5. Click on the 'Actions' option on the right of the screen and select 'Add to e-shelf' from the list. Repeat the process to add further items to your e-shelf. 6. When you've finished, go to the 'e-shelf' option at the top of the Discover screen. 7. On the e-shelf screen, choose the items you want to transfer by clicking the check box next to each, then click on 'select how to save' from the options on the right.  8. Choose 'Push to EndNote' and click on ‘Go’. You'll be prompted to log into your EndNote account and the batch of references should be transferred straight into your EndNote Web library.   3.3 Transferring references (and PDFs) from databases   4 Many databases allow you to transfer references into EndNote Web via an import or direct export feature. You can also save PDFs and store them in your EndNote library with the relevant reference.  If you wish to transfer references from a library database into your EndNote Web Library, we recommend you first check the Library’s EndNote help pages to see if the database works with EndNote Web and what options you’ll need to select:  1. On the Brookes Library home page http://www.brookes.ac.uk/library/  choose ‘EndNote’ from the Quick Links section. 2. In the EndNote Web box, choose ‘Adding references to EndNote Web’. 3. Select the option ‘Transferring references and PDFs from databases’ from the list to view the list of databases with relevant instructions.   Exporting references Many databases allow you to export references directly into your EndNote Web Library, in a similar way to Discover. All of the EBSCO databases work in this way.  Try this yourself: Exporting references from Academic Search Complete 1. On the Brookes Library home page http://www.brookes.ac.uk/library/  choose ‘EndNote’ from the Quick Links section. 2. In the EndNote Web box, choose ‘Adding references to EndNote Web’. 3. Select the option ‘Transferring references and PDFs from databases’ from the list to view the list of databases with relevant instructions. 4. Academic Search Complete is at the top of the list of databases. Click on the blue title link to connect to the database (opens in a new window).  5. Log into Academic Search Complete if prompted and do a search for “James Bond” (with quotation marks).  6. Select around 6 results by clicking on the folder icon next to each. When you’ve finished, click ‘folder view’ to view your selected references.  7. On the ‘Folder contents’ page, select the references you want to export and click the ‘export’ option.  8. At the next screen, select ‘Direct Export to EndNote Web’ and click ‘save’. Log into your EndNote account if you are prompted to do so.  9. In your EndNote Web library, select ‘My references’ to view your new references. Check that they have been exported correctly - you can amend/add information as needed.  Transferring PDFs into your Library EndNote Web also enables the storage of full-text files like PDFs. 2GB of file storage space is provided free of charge – a handy way to keep all your research together.  Try this yourself: Transferring a PDF from Academic Search Complete 1. Search Academic Search Complete as above.  2. Find an article record which includes a Full Text PDF link. 3. You will need to transfer the reference and PDF separately. To save the PDF, click on the PDF option to view and download the file. NB Make sure you remember where you have saved it! 4. Next select the reference by clicking on the folder icon next to it. Click ‘folder view’ to view your selected reference.  5. On the ‘Folder contents’ page, select the reference you want to export and click the ‘export’ option.  6. At the next screen, select ‘Direct Export to EndNote Web’ and click ‘save’. Log into your EndNote account if you are prompted to do so.   5 7. In EndNote Web, select ‘My references’ to view your new reference.  You can now attach the saved PDF file to this record.  8. Click on the paperclip icon in the row of icons at the bottom of the reference. 9. Click the ‘Attach file’ link. This will open a dialogue box. Click on the ‘Browse’ button and locate the file you wish to upload.  10. Click the ‘Upload’ button to save a copy of the file in EndNote.  Importing references Some databases allow you to select your references and save them as a file. You then import them into EndNote using an “import filter”.   Try this yourself: Importing references from JSTOR 1. On the Brookes Library home page http://www.brookes.ac.uk/library/  choose ‘EndNote’ from the Quick Links section. 2. In the EndNote Web box, choose ‘Adding references to EndNote Web’. 3. Select the option ‘Transferring references and PDFs from databases’ from the list to view the list of databases with relevant instructions. 4. Scroll down the list of databases to find JSTOR. Click on the blue title link to connect to the database (opens in a new window). 5. Log into JSTOR if prompted and do a search for “James Bond” (with quotation marks). 6. Select around 6 results by clicking in the check boxes next to each. 7. Go to the top of the list of search results and click on the option ‘Export selected citations’. 8. From the drop-down menu, select the option ‘Export a RIS file (For EndNote…).  9. Save the RIS file when prompted by the dialog box. NB Make sure you remember where you have saved it! 10. You are now ready to import this file into EndNote Web. Go to your EndNote Web Library and from the ‘Collect’ tab, choose the ‘Import References’ option.  11. ‘File: Choose File’: Browse for your file of references and select it.  12. ‘Import Option: Select’: Click on the drop-down list of import filters and select ‘RefMan RIS’.   13. ‘To: Select’: Choose where you want to save these references e.g. your ‘Unfiled’ group.  14. In your EndNote Web library, select ‘My references’ to view your new references. Check that they have been exported correctly - you can amend/add information as needed.   3.4 Online Search The ‘Collect’ tab in EndNote Web also provides an ‘Online Search’ option which allows you to connect to remote databases & library catalogues. This does not usually work well with databases, but can be a useful way of searching library catalogues such as COPAC, The British Library, and Oxford University.  3.5 Organising your references into groups EndNote Web allows you to organise your references into groups. For example, you might want to create groups of references relating to different subjects or modules you’re studying. References can belong to more than one group. You can also share groups with other EndNote Web users (read only or read and write).   6  To create a group, click in the check box next to the reference(s) you wish to add. Use the drop-down menu above the list of references to create a new group and give it a name.  To add references to an existing group, click in the check box next to the reference(s). Use the drop-down menu above the list of references to add these references to the group. Note that you can add references to more than one group if you wish.  To share a group with another EndNote Web user, click on the ‘Organize tab’ and select ‘Manage My Groups’. Click on the ‘Manage Sharing’ button. Select read only or read and write, as appropriate.   3.6 Searching for references  To display all your references, click on the ‘My References’ tab.   Use the Quick Search box to search through all of your references or those in specific groups.   You can create a temporary list by selecting individual records and clicking on the ‘Copy to Quick List’ button.  Section 4. Using EndNote Web with Word References in your EndNote Web Library can be added to a Word document as in-text-citations and a bibliography, all formatted in the style of your choice.   4.1 Brookes Harvard referencing style We have written the EndNote style ‘Brookes Harvard’ which follows the guidance set out in Cite Them Right Online. You will need to make sure you have ‘roaming access’ in order to see this style – check pages 1-2 of this guide. NB Please note there are 2 versions of the Brookes Harvard style available on EndNote Web. The only difference between them is how they deal with multiple authors. Always check with your School/Department about their referencing requirements:  BrookesHarvard style will use 'et al' for four or more authors.  BrookesHarvardAllAuthors style will list all authors regardless of number.   4.2 Creating a stand-alone bibliography If you just want a list of references, you can use EndNote Web to create a stand-alone bibliography. To do this: 1. Go to your EndNote Web library and click on the ‘Format’ tab and then ‘Bibliography’.  2. Use the first drop-down menu next to ‘References’ to select either which references you want to include (specific group, ‘Quick List’, or all). 3. The second drop-down menu allows you to select a bibliographic style. The local styles ‘BrookesHarvard’ and ‘BrookesHarvardAllAuthors’ have been added to this list.  4. You can then choose the appropriate format for your bibliography (HTML, plain text, rich text) and can save, email or preview and print this bibliography.   4.3 Using EndNote with Word If you want to use EndNote Web with Word on your own computer/laptop, you need to download the ‘Cite While You Write plug-in’ from EndNote Web: 1. Sign in to your EndNote Web account and choose either the ‘Format’ or ‘Downloads’ tab. 2. Select the ‘Cite While You Write plug-in’ for Windows or Mac as appropriate and follow the on-screen instructions.   7 3. Once you have installed the plug-in you should find that when you go into Word on your computer/laptop, the EndNote Web option will be displayed in the top toolbar.   Using EndNote Web on Brookes networked PCs On pooled room PCs, both desktop and Web versions of EndNote are available, so you need to make sure Word is pointing to EndNote Web. 1. Open up Word.  2. Click on the ‘EndNote’ option in the top toolbar to display the EndNote toolbar. 3. Click on ‘Preferences’ in the Tools box.  4. Click on the ‘Application tab’ in the dialog box.  5. Select ‘EndNote Web’. You'll be prompted to type in your EndNote Web account details (email address and account password). 6. The EndNote option in the top toolbar should now point to EndNote Web.    Inserting references 1. First check that the style you want is the one displaying in the EndNote Web toolbar. Use the drop-down menu to browse the styles and select the one you want. Remember there are 2 versions of the Brookes Harvard style: BrookesHarvard style will use 'et al' for four or more authors. BrookesHarvardAllAuthors style will list all authors regardless of number.  Tip: If you can’t see these styles, you will need to activate your ‘roaming access’. See pages 1-2 of this guide. 2. Position the cursor in the text where you would like to place your next citation – make sure you add a space after the last word of text. From the EndNote Web toolbar, choose ‘Insert Citations’. 3. A new window will appear. Enter a search term to look up the reference in your EndNote Library. From the results, highlight the reference you want and click ‘Insert’.  4. The citation will appear in the text of your document and as a bibliography at the end. These should be formatted in the style you have selected. Continue adding further references and these will be slotted into your alphabetical bibliography in the correct place.   Section 5. Help using EndNote Web  For help with EndNote Web, check the Library’s EndNote help pages at: http://www.brookes.ac.uk/library/library-services/endnote/   EndNote Web offers detailed online help. In EndNote Web, click on the option at the top right of the screen, then choose Help from the drop-down menu.        endnotwebguide.doc  rev. Mar 2018  

An introduction to EndNote Online

https://radar.brookes.ac.uk/radar/file/f5396ab8-446f-4790-98eb-f8c899ff9a64/1/endnotewebguide.pdf

An introduction to EndNote Online

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