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Importing Bibliographic Information From Databases

Creating a library

Download EndNote onto your computer if you have not already done this.
You should now see the EndNote icon in Word. If it is not there this FAQ may help you.





You now need to create a library in EndNote.
Open EndNote



1. Click on File/New
2. Give your library a name in File Name (the default is My EndNote Library)
3. Choose where you want to store it in Save in (ie under My documents on your laptop or your student number file on the Avondale computers)
Click Save

IMPORTANT Once you have created your library, you will not need to create another one. From now on, when you open EndNote, select File/Open then click on your library name to open your existing library.

Select a style

When you first open your library, you must choose your style (eg. APA 6th or Turabian bibliography)
1. Click Select Another File.
2. A window will pop up. Highlight the style you want and click choose
All references will now appear in the style chosen. You will not need to do this again as your option will be saved.



Also check within Word that the same style has been chosen, under References/Style



View a 1.27 minute tutorial about getting started with EndNote.

Adding records to EndNote

Once you have created your library you will want to add the details for books, articles etc that you have used in your assignment.



1. Check that you have selected the correct style eg APA 6th, Turabian etc
2. Click on the green plus sign New Reference
3. Select the correct Reference Type (from the drop-down list - Book, Journal article, etc)
Type in details eg Author, Title, etc
Press CtrlW to save the reference.

Required Fields for Publications
More fields are given than are actually required for a complete reference. Some of the fields are useful – for example you can add notes to the entry to remind you why you included it in the reference database, or add files to your record. The list below shows the format and fields for the 5 most commonly used publications types. When you are entering information into the database you should try to fill most of the fields listed for each type.

Journal Article: Author. (Year). Title. Journal, Volume(Issue), Pages.
Book: Author.(Year). Title. City: Publisher.
Conference Proceedings:Author. (Year of Conference, Date). Title. Paper presented at the Conference Name, Conference Location|.
Magazine Article: Author.(Year, Date). Title. Magazine, Volume, Pages.
Electronic Source (website etc):Author.(Year, Last Update Date). Title. Series Title Edition. from URL

View a 2.20 minute tutorial that demonstrates how to add a record.

Importing records from the Library Catalogue

There are two ways to download records from the Catalogue into EndNote. The first way is worth it in the long run even though it is a little complicated to set up. The second method requires you to make changes to every record you download.

Method 1
Go to Connection files scroll down to Avondale College and download the connection files to:
My Computer/C:/ Program Files/Endnote/Connections.

Now go to EndNote/Tools/Online Search/Avondale College/Choose and select Avondale College
1. A box will pop up and you will need to enter a User ID and Password.

User ID = Z39-AVN
Password = Z39AVN

2. Avondale College will now appear in the blue box on the left under Online Search



3. Check that Avondale College is highlighted in the blue box and search for items through the catalogue. The record will download straight into EndNote. Be specific with your search as you cannot browse your results! Remember you can always delete records that you didnt want.

Method 2

Using Basic Search in the Catalogue, find the book you require

Tick the box at the front of each record entry

Click on Save/Email selected.

Click Go

Click Save Selected

The record will automatically download into EndNote but you will need to make some corrections:
1. Delete anything after the backslash in the title
2. Add the city to the record (go back to the Catalogue and double click on the title of the item. Here you will find the full record - look beside Imprint to find the city.)

Importing records from the Databases

View a 1.23 mintue tutorial explaining this concept.

Importing records from EBSCO Databases (ATLA, Religion and Philosophy Collection, ANZ Reference Centre, Medline, Teacher Reference Centre, etc)

Find an article and add selected results to folder

Open Folder and tick the items you wish to save

Click 'Export'

Select 'Direct Export to EndNote, ProCite, or Reference Manager' and then 'save'.

The record will automatically download into EndNote

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Importing records from PROQUEST Central

Select articles by ticking the box on the left

Click Export

Select Export directly to Procite, EndNote or Reference Manager

The record will automatically download into EndNote

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Importing records from Academic OneFile

Double click on the titile of the article you want.

In the box on the right select citation tools.

Tick EndNote

Select Export

Select Open

The record will automatically download into EndNote

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Importing records from SAGE

Tick box beside Check Item.

On the right, under Email/Downlaod/Save/Print click Go.

Tick Download to Citation Manager

Select EndNote

Select Open

Importing data from OVID Nursing full text plus

Tick the box beside the articles you wish to reference.

In Results Manager select the defaults:
Results – Selected results
Fields – Citation
Result Format – Direct export
Actions – Save

From the box Choose an Import Filter select ABI-Inform (Ovid SP)

Click Choose and the item will download into EndNote

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Importing data from GOOGLE SCHOLAR

Go to Google Scholar

Not all references are full text. Many give you the abstract only and invite you to purchase the article!

Once you find a full text article you will generally be able to download to EndNote from within the article

Importing data from Taylor and Francis

Tick the box beside the articles you wish to reference

In Choose an action – select Download citation – Go

Select Endnote Direct Export

Tick Download file – Go – Open

Importing data from Informit

Tick the box beside the articles you wish to reference

At the top of the page click Citation - Save

Click Save Records

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Science Direct

Tick the box beside the articles you wish to reference

In the grey bar at the top of the list of articles tick Export citations

Click Export and the reference will download straight into EndNote

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Creating groups

You can create Groups for organising your references. Right click on My Groups and create and name as many groups as needed. You may wish to sort your references by course code, subject or assignment. Drag references into the groups.

The original reference stays in the main library and a count is kept of your 'unfiled' references.

You can also create Smart Groups to automatically sort and store your references.
View this 2 minute tutorial which explains how to create a Smart Group.

Adding citations to your paper

Once you have added all your references to your library, you are able to use them in your assignment.
Position your cursor at the place where you wish to add the citation in your assignment.
Open EndNote and highlight the item from which you have quoted (just one click)



Click the red arrow Insert Selected Citation
Your citation will now be in front of your cursor and a bibliographic reference appears at the end of your document to create your reference list.

Example
Citation (Fisher, 2008)
Reference list Fisher, C. (2008). Fishing as a hobby. Sydney, NSW: ABC.

View a 1 minute tutorial which explains this step.

IMPORTANT note when using Turabian style
If you are using the turabian style you will need to insert a footnote each time you want to add a reference.

In Word, go to References/Footnote THEN insert your reference from EndNote as in the instructions above. You will need to do this each time you wish to add a citation.

Adding page numbers to a citation

When you add a citation to a document it looks something like this: (Savitch, 2005)
Adding page numbers to a citation is simple.



1. Highlight the citation in your document
2. Click Edit citation
3. Type in page numbers (do not add p. or pp.)
Click OK

Citing a source within a source

For sources that you have not actually seen but which are referred to in another work, list the secondary source (the book you have read) in the Reference List. For the citation, name the original work and give a citation for the secondary source.

For example, if Bennett's work is cited in a book by Rudman and you didnt read Bennett's original work, list the source you did read (in this case the Rudman reference) in the Reference List.

In-text
Your citation would look like this: Bennett (as cited in Rudman, 1999) defined ....

To add the words "as cited in" to your citation:
1. Enter the details for the Rudman book (the book you have in your hand) into EndNote
2. Insert a citation from the Rudman entry
3. Highlight the citation
4. Click Edit Citation
5. Add the words "as cited in" to the prefix and click OK

The entry in your Reference List would look like this:
Rudman, R. (1999). Human resouces management in New Zealand (3rd ed.). Auckland, New Zealand: Addison Wesley Longman.

Referencing an article or chapter in an edited book

1. Select Book Section as your Reference Type in EndNote
2. The first three fields (Author, Year and Title) are for the chapter details
3. The Editor, Book Title, City, Publisher and Pages are for the book itself
4. Fill in the details. Your citation and reference will look like this:

Ctation: (Sullivan, 1994)

Reference: Sullivan, B. (1994). Social behaviour. In H. Heatwole & R. L. Carroll (Eds.), Amphibian biology (pp. 67-92). Chipping Norton, NSW: Surrey Beatty & Sons.

Notes for entering author details

Author and editor names
Always enter authors one name per line. Enter author names as they appear in the book, eg Robert White.
If you are entering initials, type a space between initials, eg J O Fisher, otherwise EndNote puts initials as a single name : Jo.

Using "et al." or similar abbreviations
Enter all the author names, one under the other, and EndNote will add the "et al." or "and others" as required by the bibliographic style.

Anonymous works
If a reference has no author, you should leave the Author field blank. Do not enter "Anonymous" unless the work has "Anonymous" printed on the title page.

Corporate authors
When entering corporate authors, put a comma after the name eg U.S. Department of Agriculture,
Do not use commas within the name, as all text before the comma is treated as a last name.

Complex author names
For multiple-word last names, like Charles de Gaulle, enter the name with the last name first, eg de Gaulle, Charles