EndNote: Collecting references
- I already have my references in a bibliography that I typed in Word. Can I transfer these references to EndNote?
- How do I import citations from Refworks, Reference Manager, or ProCite into EndNote?
- How can I search the McGill Library catalogue directly through EndNote?
- How can I search other databases directly through EndNote?
- How can I export records from McGill’s WorldCat Local catalogue to EndNote?
- How can I export records from McGill’s Classic catalogue?
- How do I know which databases are set up to export references directly into EndNote?
- How do I use the "Find Full Text" feature in EndNote?
- What do I need to know if I'm off-campus?
- How do I export a large number of records from an EBSCOhost database?
- How can I make changes to a particular field (such as adding keywords) for a batch of references in my library?
I already have my references in a bibliography that I typed in Word. Can I transfer these references to EndNote?
Generally speaking, there is no easy way of transferring a bibliography in a Word document into EndNote. As one EndNote user puts it: "it's very difficult to import 'human-readable' typed references into EndNote because there are no tags to show which parts of the reference should go into the individual 'slots' of an endnote record."
There are a few ways that it can be done (at least partially), but in many cases it would be easier to just copy and paste the references to collect the references in EndNote through another method.
Here are some options (modified from http://www.library.uq.edu.au):
- Manually enter all your data into EndNote, using copy-and-paste.
- Locate the references in a database or library catalogue, and download them to EndNote using direct export or a filter. If the database or catalogue can be searched using an EndNote connection file, this will speed up the process.
- Use the free citation management program Zotero to extract references via CrossRef.
- Create your own tagged file and filter to import the references from the Word document into EndNote. Instructions for this are here, here, here, here, and here.
- If most of your citations are included in the PubMed database (for medicine), you can use the HubMed Citation Finder to locate the citations. Instructions are posted here on an EndNote user forum.
- Use the free web-based citation manager WizFolio. While it is NOT perfect, the program allows you to paste in a reference list (e.g., copied from a Word document or PDF), and it extracts the information into formats that are readable by citation management software. After you have extracted the references, you can export them all as a RIS file, which can then be imported into EndNote. This method will require that you check your references for errors in data entry, but it can save time in the long run.
- Mac users can install Ref2RIS, which will convert a bibliography (in TXT, RTF, DOC, DOCX, ODT, HTML, or webarchive) into the RIS format that EndNote can read. Some editing will be required!
How do I import citations from Refworks, Reference Manager, or ProCite into EndNote?
- To import citations from RefWorks into Endnote, please see the following guide from the EndNote website.
- To import citations from Reference Manager into EndNote, please see these instructions from the EndNote website.
- To import citations from ProCite into EndNote, please see these instructions from the EndNote website.
How can I search the McGill Library catalogue directly through EndNote?
EndNote allows you to search some databases and library catalogues directly from within the EndNote program. With this option, you don't need to go outside the EndNote program to collect references.
From library computers, you can directly search the library catalogue directly through EndNote by going to the Tools menu, selecting Online Search, and then selecting “McGill U.”
If you’re using your own computer, you first need to download the McGill Library connection file from this page. Once the file is installed in your connection file folder, you will be able to select the online search function.
Save the downloaded files in your Connections folder, which is typically located at Program Files\EndNote X5\Connections, or to your personal Connections folder. You can see the location of your Styles folder by going to the Edit menu in EndNote and choosing Preferences. Click on Folder Locations.
To change a folder location, click the Select Folder button, open the folder that you would like to designate as the new Style, Filter, or Connection folder, and click Select Folder.
EndNote allows you to search some databases and library catalogues directly from within the EndNote program. This option, called online search, allows you collect references wihtout needing to go to the database's own website. Note, however, that it only works for some databases, not all of them!
If you are prompted for a password when using the online search function, leave the boxes blank and click "OK." If the database is set up to work for McGill, you can then conduct your search.
If you are off campus, you will first need to connect to McGill's Virtual Private Network before using the online search feature. It doesn't work with EZProxy (the library's other system for off-campus access).
How can I export records from McGill’s WorldCat Local catalogue to EndNote?
Citations can be directly exported from WorldCat Local. From the full record for an item, click on the icon labeled “Cite/Export” and then choose “Export to EndNote.” The citation should be directly transferred to your open EndNote library (if prompted, choose the option to OPEN the file).
You can export more than one reference at once by creating lists in WorldCat. This requires that you first sign up for a WorldCat account. To do this, click on WorldCat sign in in the upper right corner of any page and then click on create a free account. You can add items to your lists from the full record. To export a list of references to EndNote, go to the WorldCat link on the right side of the page and choose “My Lists.” Click on the list name to view it, then choose the “Citations View” tab to export the references to EndNote.
Video of this procedure: http://www.youtube.com/watch?v=1zihOABKRUU
How can I export records from McGill’s Classic catalogue?
- Conduct a search at http://catalogue.mcgill.ca/F/
- Click on the check box next to the records that you want to save.
- Click on the Save/Mail tab.
- Select Reference manager (RIS) from the drop-down menu under Record format. If you are saving transliterated non-Roman script records (Russian, Arabic, Chinese, etc.); also set the encoding to Unicode/UFT-8.
- Click on the Save/Mail option
- Confirm your request on the next screen and click on save to download the file.
- Select the destination folder (Save in...) for your file, such as your desktop. The default file name is mcgillcat-[number].end. The number is unique for each saved set.
- To import the file into EndNote use the Reference Manager (RIS) filter or the McGill filter, which provides call numbers for the records.
If you’re using your own computer, you first need to download the McGill Library filter from this page. Once the file is installed in your filter folder, you will be able to select the online search function.
Save the downloaded filter in your Filters folder, which is typically located at Program Files\EndNote X4\Filters, or to your personal Connections folder. You can see the location of your Filters folder by going to the Edit menu in EndNote and choosing Preferences. Click on Folder Locations.
To change a folder location, click the Select Folder button, open the folder that you would like to designate as the new Style, Filter, or Connection folder, and click Select Folder. See also this information about getting additional filters.
How do I know which databases are set up to export references directly into EndNote?
A partial list of databases that are configured to directly transfer reference to EndNote is available on the EndNote website. Most databases that are NOT on this list therefore require you to save references to a file on your computer and then import the references into EndNote using a import filter. You can get instructions for individual filters through the EndNote program. Go to the Edit menu, choose Import Filters, and select Open Filter Manager. Click on the name of a resources to view further information.
How do I use the "Find Full Text" feature in EndNote?
After you have a reference in your EndNote library, you can click on the Find Full Text button to have EndNote seek, automatically download, and attach a PDF version of the article if available. For best results, you should first configure the Find Full Text settings in your EndNote program.
To do this: open the EndNote program, go the Edit menu, and choose Preferences. Click on the option for Find Full Text. Under the OpenURL path settings, type: http://mclink.library.mcgill.ca/sfx.
If you are not on the McGill network, an additional configuration is needed. To do this, you have two options. First, you can activate an off-campus connection (VPN). Alternatively, you can enter the following text in the Find Full Text option labelled "Authenticate With": http://proxy.library.mcgill.ca/login?url=. You will then be prompted to log-in with your McGill e-mail address and password.
Please note that the Find Full Text feature does not have a high success rate. Because there are many variables involved, including how the publisher/database authenticates users, the automatic download of PDFs doesn't always work. You will have more success with items whose records include a DOI or other standard numbers, but it's not 100%.
The University of Queensland has some concise tips for increasing the success of Find Full Text: http://www.library.uq.edu.au/faqs/endnote/find_full_text.html
EndNote also has a PDF about the feature here: http://www.endnote.com/support/helpdocs/EndNote_FullText_030510.pdf
What do I need to know if I'm off-campus?
EndNote desktop version
The “online search” function, which allows users to search databases remotely through the EndNote interface, does not work with EZproxy, McGill's off-campus authentication service. However, you can still use the online search function with free databases such as PubMed and library catalogues as well as with Web of Science.
Additionally, to optimize the “Find Full Text" feature when you’re off-campus, see the instructions above in "How do I use the "Find Full Text" feature in EndNote?"
In order to sign up for an EndNote Web account from off-campus, you need to first identify (authenticate) yourself as a McGill library user. You can do this using a special link to EndNote Web:
After creating an account, you should sign in using this link if you want to access McGill’s article subscriptions through links you’ve saved in EndNote Web.
How do I export a large number of records from an EBSCOhost database?
In the EBSCOhost interface, search results typically need to be added to a folder in order to be exported to EndNote together. Up to 50 records can be added to your folder at a time (the maximum number that can appear on a page of results), forcing the user to scroll through each page of results, adding 50 records to the folder.
An alternative to this process, when one has 100s or 1000s of records to export, is the “Export All Records feature that appears when clicking, “Alert, Save, Share” on the results screen:
This feature can be used to export up to 5000 records resulting from an EBSCOhost search. Select “Export All Records (Up to xxx)” and enter the information on the form that is displayed:
Be certain to select the option to e-mail a link for “Endnote, ProCite, or Reference Manager format” before clicking on “Send.”
Once completed, EBSCO will send an email directly to your inbox (be sure to check any Junk Mail or Spam folder) within 24 hours. The email will contain a link to a website where the entire set of records can be saved to a computer and imported using the correct database filter. EBSCO makes this link available for 72 hours once it is posted, and then removes it.
How can I make changes to a particular field (such as adding keywords) for a batch of references in my library?
1. Select all of the citations that you want to update (To select a whole group, go to Edit > Select All ; or CTRL-A)
2. Select Tools > Change and Move Fields
2. Select the field from the list that you want to update. For example, "keywords"
3. Select "Insert before field's text:"
4. Enter the text that you want to appear in the field
5. From the Insert Special menu > select Carriage return
6. Click ok.
This video demonstrates how to add your own keywords to a batch of references that have just been imported.