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Contents of this Section:
Copying References between Libraries — Searching an EndNote Library — Sorting an EndNote Library
If you have more than one library, moving references from one library to another is easy.
Your library should already be open. We will now open the EndNote Sample Library, which is supplied with the EndNote software. The default location is:
C:\Documents and Settings\All Users\Shared Documents\EndNote\
Examples\Sample_Library.enl (on Windows XP)
C:\Users\Public\Public Documents\EndNote\Examples\Sample_Library.enl (on Windows Vista)
Click on File on the top menu bar. Then select Open>Open Library. This will bring up a dialogue box where you can select the Sample Library:
Highlight the Sample Library file and click on the Open button to open the Sample Library.
You now have two libraries open. The easiest way to copy references is to tile the libraries, so that they appear side by side. To do this, click on Window on the menu bar, and then click on Tile Vertically.
You may find it helpful to hide the Groups pane. To do this, click on Groups on the top menu bar and select Hide Groups. Then click anywhere in the other library that you have open and repeat that step. You can also use the Hide Tab Pane button at the bottom of the library windows to hide the Tab Pane. Your screen should look something like this:
To copy a reference from the Sample Library into your library, click on the reference to highlight it. Then drag and drop it into your library.
You can select a group of references and drag and drop them in the same way. Remember that to select a group of adjacent references you must hold down the Shift key, but to select references which are not adjacent, you must hold down the Ctrl key.
You can close a library by clicking on the X button in the top right-hand corner of the library window.
At the end of the toolbar at the top of the library window is the Quick Search box. You can type some text here, and EndNote will look for those letters anywhere in the library.
EndNote also provides a more sophisticated search function. We will practise using this, searching the Sample Library.
If the Tab Pane at the bottom of the library window is not open, click on Show Tab Pane. In the Tab Pane, click on the Search tab to display the Search dialogue box. We have already used this to conduct an Online Search, but now we are using it to search an EndNote library.
Type the word sediment in the first search box. Leave the default options as they are:
Note that we have not checked the Match Words box. This means that we are searching for the string of letters sediment and not just for the word sediment.
Click on the Search button.
The results of your search will be displayed in the main part of the library window. You should see 22 references. Note that these include references containing words like sedimentary, sedimentology, synsedimentary. This is because we did not check the Match Words option in the search dialogue.
Let's do a slightly more complicated search. Assume we wish to find all references by the author Jones that were published after 1990. This means that we wish to find references which have jones in the Author field, and a number greater than 1990 in the Year field.
Go back to the Search dialogue in the Tab Pane. In the first search box, click on the first arrow to select the Author field, and then type jones as the search term. At the beginning of the next row, make sure that And is selected as the Boolean operator. In the box beside it, use the arrow to select the Year field. In the box beside that, use the arrow to select Is greater than. Enter 1990 as the search term. The screen should look like this:
Click on the Search button and you should retrieve two references. Neither of these references has Jones as the first author, but if you open the references, you will find that they both have Jones as a collaborating author.
When you open a library, it automatically sorts itself alphabetically by author. However you can sort your references on any of the fields in the record, e.g. author, title, year, label.
We will sort the Sample Library by year of publication, with the most recent references appearing first.
Click on References on the menu bar, and then click on Show All References.
Click on Tools on the top menu bar, and select Sort Library. The following screen will appear:
In the first box, click on the arrow to select Year.
At the end of the box is a button which indicates how you wish to sort items. There are two options:
from smallest to largest
from largest to smallest
Click on this button to change it to sort from largest to smallest, i.e. from most recent year to earliest year.
In the second box, click on the arrow to select Author and leave the default setting to sort from smallest to largest, i.e. from A to Z. This means that after EndNote has sorted the references by year, it will sort them within each year alphabetically by author.
The box should now look like this:
Click on the OK button and the references in the library will now be sorted chronologically, with the most recent references first.
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