Introduction to EndNote X1
Importing references into an EndNote library
Before searching an online database, it is advisable to determine if the records can be imported into your EndNote library. A list of CQU library databases which are compatible with EndNote is available. Instructions on the options for importing your citations in each database is available from this list. Some databases are not compatible with EndNote and the citations have to be entered manually.
There are three basic methods in which to import references into your EndNote library from online databases.
1. use a filter to import a saved text file listing citations 2. use direct export option from within the database
3. use a connection file to connect remotely with a database
Importing references using a filter What is a "filter"?
A filter is a piece of software that will take a file of references which have been downloaded from a database and convert them into references in your EndNote library.
The file of references must be in plain text (*.txt) and must be split up into labelled fields, something like this:
AU: Smith, J.
TI: New developments in instructional software
SO: Journal of Educational Technology, vol. 3 (2001): 305-318
A filter is specific to a particular database (e.g. Biological Abstracts, PsycINFO). When the database is
marketed by more than one vendor, separate filters will be required for each vendor's version of the database (e.g. Biological Abstracts from EBSCOhost, Biological Abstracts from SilverPlatter, Biological Abstracts from Ovid).
Some filters are provided with the EndNote software and some have been created for CQU databases. Please refer to the following table to identify whether filter is available for the database you wish to use.
If the filter to be used is not supplied with EndNote you need to save the file (with the extension .enf) into the EndNote Filters folder (usually located at C:\Program Files\EndnoteX1\Filters).
Note: Macintosh users will need to convert the files to a format recognizable by Macs.
Example: importing references from ERIC (CSA) using a filter.
Go to ERIC Index on CSA. Using the instructions from the Filters page, save the references in the correct format for import to EndNote. Save the downloaded references in any convenient folder.
Remember an EndNote filter can only import a plain text file (*.txt).
Return to EndNote, and make sure that your library is open. ( Note: You may need to close EndNote and reopen it before proceeding to the following step. Sometimes this is necessary if you saved a new filter.)
Click on the Import Button import icon on the main toolbar. You should see a dialogue box that looks like:
Import dialogue box
Now click on the Choose File... button. Locate and select the file of references that you downloaded.
Click on the Open button, and you will return to the previous dialogue box.
In the box labelled Import Option, click on the down arrow to see some of the standard import options. Then click on Other Filters to open the list of filters:
Filters List
Browse down the list of databases until you find the filter required In this case ERIC (CSA).
Highlight the filter and click on the Choose button. This will return you to the previous dialogue box.
Next, in the Duplicates box, select Import into Duplicates Library.
In the Text Translation box, the default option Unicode (UTF-8) is appropriate in most cases. The dialogue box should now look something like:
Import Dialogue Box
Click on the Import button and the references should be imported.
More on filtering references
After filtering, only the references which you have just imported will be visible in the library window. This is the time to add information into the label field for the references you have just imported using the Change and Move Fields option. To see all the references in the EndNote library, click on References on the menu bar, then on Show All References.
No filter is perfect, and all references should be checked after import. For this reason, it is often better to import references into a temporary library, and leave them there until they can be checked against the file of downloaded references and amended. They can then be transferred to the permanent library.
Importing references using Direct Export What is "direct export"?
When you are searching some databases via the web, you will find that they allow you to select references and then send them directly to your EndNote library. The database locates your EndNote software and asks you to choose the EndNote library. It will then transfer the references to your library. This is called "direct export".
With some databases this feature works very well. However with certain databases you will find that the records do not import accurately. In such cases, you may find it better to download the records and use a filter to import them.
Go to ProQuest.
Step 1. Perform your search. When your results are displayed, click on the boxes beside some of the references to "mark" those references. Now click on the My Research tab on the top navigation menu.
Step 2. At the top of your list of selected references is a box with the option to Export Citations into EndNote, ProCite, RefWorks or Reference Manager.
Click on Export Citations.
ProQuest Marked List options
Step 3. You now have a number of options to download your records. Click on Export directly to ProCite, EndNote or Reference Manager. [Direct Export function]
Export citation options
Step 4. After a short delay, your EndNote software will open
You will be asked to Select a Reference Library. Locate the library, highlight it and click on the Open button.
The references (highlighted) will now be imported into that library. In the library window you will see only the references which you have just imported. To see all references in your library, click on References on the menu bar, then select Show All References.
More on Direct Export
The direct export option automatically uses a filter to import the references. Therefore as when using a filter, all references should be checked after import. For this reason, it is often better to import references into a
temporary library, and leave them there until they can be checked against the file of downloaded references and amended. They can then be transferred to the permanent library.
Connecting Directly to Databases via the Internet What is a "connection file"?
A connection file is a piece of software that allows you to search a database over the Internet, without leaving EndNote. You can then select references from the database and import them directly into your EndNote library.
Connection files only work with databases which support a particular search protocol called Z39.50, so not all databases can be searched using a connection file.
Example: Download references from CQU Library catalogue
From the instructional guide click on the connection file name to download the connection file. Save it in your EndNote\Connections folder. The default location of the connections folder is: C:\Program
Files\EndNoteX1\Connections
You may need to close EndNote and reopen it before proceeding to the following step. Sometimes this is necessary before you can see the connection file which you have just downloaded.
Click on the Connect button on the main toolbar. A list of available connection files will appear:
Connection Files List
Browse down the list of databases until you find the connection file which you downloaded (Central_Qld_Uni).
Please note that CQU presently does not have access to connection files for databases that require usernames and passwords. Please access these databases via the library database page.
Highlight the file, then click the Chose button, and EndNote will use your Internet connection to access the database. You must have a connection to the Internet currently open in order to use the EndNote Connect function.
When the connection to the database is successfully established, EndNote opens an Online Search window.
The Connection File Search Window
Enter a search term in the first search box. If required, you can check the appropriate Boolean operator underneath that box, and enter a further term in the second search box.
You can display more search boxes by clicking on the Add Field button.
Your screen should now look something like:
Constructing a Search with a Connection File
Now click on the Search button, and you will see a dialogue box stating the number of references which match your search:
"Confirm Remote Search" Dialogue Box
It is best to retrieve a small references at one time. To retrieve the first ten references, change the figure in the second box to 10. Then click on the OK button and the references will be displayed in the Retrieved References window, which acts as a temporary EndNote library. Close the search window so that you can see the retrieved references.
The Retrieved References Window
You can double-click on any of these references to open them and view the full details.
Select the references that you would like to transfer into your EndNote library by holding down the Ctrl key and clicking on the required references.
Click on the Copy Selected To button. EndNote will ask you which Library you want to save the references to (eg. New Library, Choose Library or any library which is already open).
If you wish to search the database again, click on Window on the top menu bar, and when the drop-down menu appears, click on Library Catalog at Central Queensland University. This will display the retrieved references window again. Click on the Search button on the main toolbar to display the search window.
When you have finished searching, close the Search window, then close the Retrieved References window.
You will be asked to confirm that you wish to discard the retrieved references. Click on the OK button, because you have already transferred the references which you want into your EndNote library.
More on connection files
In addition to the connection files which you can download from the CQU EndNote website, you can use many of the connection files supplied with the EndNote software. Databases such as PubMed and library catalogues are freely accessible without a password. CQU does not at present have usernames and passwords for subscription databases to be accessed via connection files.
Boolean operators are processed strictly in the order of input. So if you are looking for material on "Forestry in Indonesia and Malaysia", you must construct your search as "Indonesia OR Malaysia AND forestry". If you input the search "forestry AND Indonesia OR Malaysia" you will retrieve every record on the database which includes the term "Malaysia".
As with filters, the connection files do not always import data accurately. All references should be checked after import.
Notes for Macintosh users
Macintosh users (operating system IX or older) will need to convert the files to a format recognizable by Macs.
To do this:
Go to the University of Maastricht, The Netherlands: http://mac.unimaas.nl/endnote.html and download
"this archive"
Decode with Stuffit Expander or similar (this may be done automatically). Double click on the
"Endnotes.sit" icon to create an "Endnotes folder" with the 3 applications create_endnote_filter and create_endnote_style and create_endnote_connection
Download the required filter from the Library's web page and drop it onto the relevant application in the
"Endnotes folder" you have downloaded from the University of Maastricht
Move the new filter file to the correct EndNote folder so that it becomes available in the EndNote filter manager
