Notes

Outline

Using EndNote and RefWorks:  A Stanford Science and Engineering Libraries Workshop Grace Baysinger Head Librarian and Bibliographer Swain Chemistry and Chemical Engineering Library graceb@stanford.edu November 5, 2002

Workshop Outline Personal Reference Database Managers EndNote and RefWorks How to Get EndNote and Refworks Functions and Features Overview of Interface Creating your own database Creating a bibliography Creating a paper with footnotes and bibliography Support Glossary of Terms

How to Get EndNote Software program in Mac and PC Latest version for both platforms is 6.0 Mac OX Compatible but need to download free updater to address Jaguar compatibility.  See: http://www.endnote.com/support/en601_mac_updater.asp Buy at Stanford Bookstore Academic Price: $199, $99 to upgrade Student Version: $99 Software Licensing may set up agreement so copies can be purchased from them

How to Get RefWorks Web-based product http://www.refworks.com/refworks Stanford University Libraries purchased campus-wide site license so RefWorks is free to all Stanford students, faculty, and staff Access: IP address plus personal Login Name and Password Read-only access is possible for a Login Name Global privilege for all folders of a Login Name For remote access, need to enter Stanford’s Group Code

Comparing EndNote & Refworks EndNote Must load on a specific computer Mature product with many features Users purchase copies themselves RefWorks Web-based product New product, launched Spring 2002 Contains basic features but is still evolving Stanford has campus site license At UCB, some people are using both products

Glossary of Terms Database Field Connection Files (Internet Database Service) Z39.50 Filters (Importing) MARC, Tagged Data Library or Folder Reference Types (DT) Add-in (for Word & WordPerfect) In-Text Citation Traveling Library Styles (Output) Definitions in Appendix

Creating Your Own Database Search library catalog or bibliographic citation database to find information Three ways to create a database: Direct connection or export Import records from a saved text file using a Filter Manually type in data

Direct Connections/Export and Import Filters: Stanford Sci-Tech Databases

Direct Connection/Export Use EndNote or RefWorks search interface, for direct connection or export of records. Some databases have an Export button for EndNote or RefWorks within their interface. Advantage: Ease of transferring information into EndNote or Refworks Disadvantages: Direct connection is not available for many databases Only a few search features of a database are available May miss or get too much information May violate license agreement if you download large number of records (> 200-300)

Direct Connection to Socrates via EndNote You can use EndNote to connect directly to Socrates through the appropriate connection file. This way of connecting to Socrates works only from computers on the Stanford University Network. For more details, please see: http://library.stanford.edu/webhelp/enconnect/

Direct Connections/Export: Stanford’s Sci-Tech Databases EndNote Agricola, PubMed, Web of Science, and WorldCat are also available via a direct connection with EndNote. RefWorks Agricola, Appl. Sci. & Tech. Abst., ASFA, California Digital Library, Dissertation Abstracts, Environmental Sci. & Pollution Management Databases, GeoRef, GRIP, Mags, NTIS, Oceanic Abstracts, PubMed, Web of Science, and WorldCat are all available via a direct export with RefWorks.

Import Filters Use search interface of database, save results in a tagged format, and then import records afterwards using a filter. Advantage: Use full search features of databases to find relevant information. Disadvantages: Must use the specific filter that was created for a specific information provider of each database. Need to do extra step in transferring results into EndNote or RefWorks. Filters don’t always map correctly all the different fields in a record (this can happen with connection files too).

EndNote Filters: Stanford Sci-Tech Databases LANL Databases http://lib-www.lanl.gov/filters/ Instructions:  http://library.stanford.edu/depts/physics/services/endnote.html MathSciNet http://ams.rice/edu/msnhtml/whats_new.html#downloads

EndNote Filters: Getting the Latest Filters and Some Quick Tips A current set of Import Filters are available for downloading at: http://www.endnote.com/support/enfilters.asp Quick Tips for using Filters: Download filters and put into Filter File in EndNote. Run search in database, saving records in tagged format.  Add “.txt” to name of saved file. Import records by going to File menu in EndNote and choosing Import. It is possible to customize Import Filters or create your own.

RefWorks Filters: Stanford Sci-Tech Databases Socrates: Stanford’s Online Catalog Select Import in RefWorks Under Import Filter/Data Source, select SIRSI Library Software Under Database, select Stanford University’s Online Catalog (Socrates) Filter is defined to import both the saved and emailed formats. LANL Databases http://lib-www.lanl.gov/filters/ Filters developed for EndNote work with RefWorks too Instructions: http://library.stanford.edu/depts/physics/services/endnote.html MathSciNet: filter not available yet (11/7/02) Other databases: save records in tagged format.

BibTex Formats EndNote User-contributed utilities (e.g. conversion tools) and instructions for converting BibTex files are available at: ftp://ftp.isiresearchsoft.com/pub/bibtex/ RefWorks While it is possible to export records from RefWorks in BibTex format, it is not possible to import records yet.

Manually Entering Records and Making Global Changes Both EndNote and RefWorks have the capability of manually entering new records or putting in data in fields (user defined fields). It is possible to globally edit any field or globally add new data in an EndNote Library (e.g. add descriptor, grant number, etc). In RefWorks it is only possible to globally edit authors, descriptors, and periodical titles.  While it is possible to put information in user defined fields, these fields cannot be renamed or searched (yet).

EndNote Main Menu Options

EndNote Edit Menu Options

EndNote Preferences

EndNote: Add-in Tools for Word

EndNote: Output Style for Socrates Socrates Call Number Output Style http://www.stanford.edu/~mjockers/limited/Pages/readme.html

RefWorks : Getting Started Entirely web based, thus records are stored on RefWorks server (be sure to back up files) Login via Individual user name and password (encrypted) Group password for off-campus access Read-only access for collaboration: Only for an entire account, not at folder level Add read-only password by updating User Info Readers must be at site that has RefWorks license or reader must purchase individual acct ($50/yr). You can have as many accounts as you like and there’s no size limitation for an account. You can set up a personal RefWorks account when you leave Stanford for $50/yr.

RefWorks: Getting Started Export records directly from a number of databases.  Use the search interface of a supported database and then press Export button to copy records into RefWorks Filters exist for a number of databases, including Socrates (choose SIRSI as database vendor) Can also import records saved in a tagged format. If personal file is being imported, be sure to choose output style format that includes full names of authors. Output styles – a collection of output styles exists now. You can submit a request to have RefWorks add a style. Can create a separate bibliography or use Write-N-Cite for adding references in a paper (must download Write-N-Cite program). Compatibility: Browsers—IE 5.0 or later; Netscape 4.7 or later. Word Processors—Word for Windows 97 or later; Word for Mac 98 or later.

RefWorks: Main Interface

RefWorks: Browsing Authors, Descriptors, Periodical Title

Creating a Bibliography

Write-N-Cite: Creating a Paper With Footnotes and Bibliography Download and install Write-N-Cite software. See Quick Reference Guide. For detailed instructions, please see: http://www.refworks.com/RefWorks/help/OutputFormatEditor.htm

Helpful URLs for EndNote EndNote at Stanford http://library.stanford.edu/depts/physics/services/endnotestanford.html English Department Academic Technology Specialist Matthew Jockers (click on EndNote link) http://www.stanford.edu/~mjockers/limited/index.html The Notre Dame EndNote Companion http://www.nd.edu/~ndlibs/eresources/endnote/index.html EndNote Support and Services http://www.endnote.com/support/ensupport.asp

Helpful URLs for RefWorks UC Berkeley Bioscience & Natural Resources Library: Bibliographic Management Software http://lib.berkeley.edu/BIOS/refman.html NYU RefWorks http://www.nyu.edu/library/bobst/bib/refworks.htm RefWorks Help Online (must login first) http://www.refworks.com/refworks

Glossary of Terms for EndNote Add-in software integrates EndNote commands into an EndNote 6 submenu on the Tools menu of Word or WordPerfect and allows for a streamlined formatting process to cite references and create a bibliography. Connection Files store the information necessary to connect to and search online databases.  To see available Connection files, go to the Edit menu, choose Connection Files, and select Open Connection Manager.  You must open a Connection File to establish a connection to an online database (Internet access also required). Database is a file consisting of one or more records, each containing one or more fields of information. Examples of databases include: a library catalog, and a citation database such as Chemical Abstracts Online, and an EndNote Library.

Glossary of Terms for EndNote Field refers to a part of an EndNote reference, such as author, year, or title. Fields are arranged in EndNote styles to show how the data should be formatted and in EndNote import fields to show how the tagged data should be imported.  EndNote allows for up to 40 fields in each reference. Filters are used to import references from a properly formatted text file into your personal EndNote library.  As with connection files, each filter provided has been configured to import data files from a specific database offered by a single information provider. You may browse the list of filters by choosing Import Filters from the Edit menu and selecting Open Filter Manager. In-text Citation is the brief citation to a reference that appears in the body of the text of a paper.  Typically this is just the author name and year in parentheses, or a bibliography number.

Glossary of Terms for EndNote Library (EndNote) is a collection of references, each containing the information required to create a bibliography.  Additional information such as keywords, notes, and abstracts can also be stored in these references.  Each library can store up to 32,000 references or grow to 32 MB--whichever comes first. There is no limit to the number of libraries you can create, assuming you have the disk space to store them.   Library file names end in the suffix “.enl”. MARC (Machine Readable Cataloging) is a standardized format developed by the Library of Congress for producing machine-readable bibliographic records.  MARC uses numeric tags such as tag 100 for Personal Author, and tag 245 for the Title.

Glossary of Terms for EndNote Reference Types--a EndNote Library can contain references from a variety of different sources, such as books, journal articles, patents, etc.  EndNote calls these difference sources “reference types.”  EndNote provides built-in forms for these and other common reference types. Styles are the files that EndNote uses to determine how to arrange references for a wide variety of bibliographic formats.  Styles are typically for specific journals, though they can also be based on more general style guides.  Each output style is designed as a complete solution for formatting in-text citations, footnote citations, and bibliographies for all types of references.  EndNote includes more than 700 individual bibliographic styles. To preview and browse through the Styles, choose Output Styles from the Edit menu, and select Open Style Manager.

Glossary of Terms for EndNote Tagged Data consists of an identifier in the left margin of a data file followed by text for one or more fields of information.  Data must be consistently tagged so it can be put into the appropriate fields in EndNote. Traveling Library--when using EndNote’s “Cite While You Write” commands in Word, each formatted citation in your document is saved with field codes that embed reference data in the document.  The paper contains a “traveling library” of EndNote references cited, making it easy to use your document on other machines and share your document with colleagues. Z39.50 is a NISO protocol describes the search and retrieval of information from remote databases.  It is primarily used for data retrieval from bibliographic databases and is widely supported by libraries and information providers.  Only Z39.50 compliant databases can be accessed directly via EndNote.

Glossary of Terms for RefWorks Many terms defined for EndNote also apply when using RefWorks.  Exceptions are below: Folders are used to organize and store records in your RefWorks database. Internet Database Service (IDS) allows you to directly import records from Cambridge Scientific Abstracts by clicking on Save to RefWorks button within CSA.  For all other databases, you must import search results.