EndNote Tips

EndNote is a software tool designed to help you organise references, with the eventual aim of using these references in publications of various sorts. The following page outlines some of the most useful tips we have found for using EndNote which should help save you some time when you come to use it yourself.

EndNote

EndNote is available for download from the ICT Software Shop. You will need to register for the download. Once you do this, you will then receive an email giving confirmation and explaining how to download and install the software.

EndNote is really just a database of references. These can be sorted by name, date etc, and can be inserted directly into Word documents, or exported in a number of formats (Excel CSV, BibTex etc) which you can use elsewhere.

Adding references

The first problem is getting your references into EndNote itself. You can either do this by inputting the information by hand, field by field, or using the automated import tool to do the job for you. There are several ways to do the latter.

  • If you're looking for a book that is in the IC Catalogue you can obtain a connection file directly from the Library EIS helpdesk (eis@ic.ac.uk) . They will also explain how to install it into EndNote and use it. Basically, it will allow you to search the library catalogue from EndNote, then easily import any results you like.
  • For geoscience references, try GeoRef WebSPIRS (log in with Athens username and password). Once you have found your reference, mark it using the check box next to the title, then select Email from the menu at the top of the screen. Enter your email address, then in the Which fields? section click 'All fields', then 'Mail Records' at the top. Now go to your email and save the message that arrives as a text file.
  • Open EndNote and select File->Import...
    In Import Options, select GeoRef(SP), leave everything else as it is, and click Choose File...to find your saved email. EndNote should them import it straight into your main reference database (don't worry if it looks like it has deleted all your other references whilst doing so, just right click the database window and select 'Show All').

Labels (BibTeX Tip #1)

Within each reference, there are several fields to fill in. Some of the more obvious include 'Title', 'Journal', 'Authors' etc. If you are thinking of using BibTeX and LaTeX at some point you will need to make sure you fill in the 'Label' field with an appropriate value so that you can cite the reference in future. Explaining BibTeX citations is beyond the scope of this page, but it is worth remembering to add labels to each reference as you go along, otherwise you'll find yourself having to do 150 odd labels at once, which is annoying.

Capital letters (BibTeX Tip #2)

BibTex tends, by default, to turn all letters in the title to lower case, except the very first one.
e.g. 'What I Did On My Holidays in France' becomes
'What i did on my holidays in france'.
To stop it doing this, make sure to correct your EndNote references manually, putting {} around any letters you want to keep as capitals. The above example would then be listed in EndNote as:
'What {I} did on my holidays in {F}rance'

Managing paper references

The following tip covers what to do with the actual, physical paper references. It helps if you develop some sort of cataloguing system, be it alphabetical or by subject, so that if you need to find a certain paper you don't have to spend two hours looking for it. From the experience of several people, it seems that cataloguing alphabetically is easier, because some papers don't necessarily fit into a particular category very well. In any case, the point of the exercise is to make papers easy to find, not re-write the library classification system. Whatever you choose, it's worth starting an Excel spreadsheet with the name of each paper and the folder it's in, so that you can find it easily (and also so that you can check whether you actually have the paper, without having to look for it). It goes without saying that the sooner you start doing this, the easier it is to keep it going.