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This guide aims to provide a fairly complete list of new or changed features in version 7 of EndNote. For more details, see the EndNote manual, which is installed on your computer along with the EndNote 7 software. The default location of the manual is:
C:\Program Files\EndNote\EndNote.pdf
A word of warning for EndNote trainers: the Examples folder of the EndNote 7 software is supposed to contain a sample bitmap image (Feather2.BMP) and a sample Excel spreadsheet (Hominid Evolution.xls). These were omitted in error, but can be downloaded from the EndNote website at: http://www.endnote.com/support/helpdocs/examples.zip
COMPATIBILITY
Windows
EndNote 7 is compatible with Windows 2000, ME and XP. It can also be used with Windows 98SE, providing that you do not wish to use it in conjunction with a Palm OS device. It will not work on earlier versions of Windows.
For word processing, EndNote 7 is compatible with Word 97, 2000 and XP, using Cite While You Write. It is also compatible with WordPerfect 9, 10 and 11, but you must use the Add-in with WordPerfect. The Scan Paper function, which was dropped from EndNote 6, has been reintroduced as RTF Document Scan, so that EndNote 7 can be used with other word processors that can save a document in Rich Text Format.
EndNote 7 is compatible with Word XP/2003, but users must copy two files (EN7cwyw.dot and EN7cwyw.wordxp.wll) to the Word startup folder. Full instructions can be found on the FAQs page of the EndNote website. Users of Word XP or 2003 who wish to use keyboard shortcuts for EndNote commands must download an amended version of the EN7cwyw.dot file from the EndNote website.
Macintosh
EndNote 7 is only compatible with OSX (10.1.5, 10.2). ISI report that it should also work with OS 10.3 (Panther) without major problems.
For word processing, EndNote 7 is compatible with Word X, using Cite While You Write. The Scan Paper function, which was dropped from EndNote 6, has been reintroduced as RTF Document Scan, so that EndNote 7 can be used with other word processors that can save a document in Rich Text Format.
Macintosh users must download the Microsoft Office v. X, 10.1.2 update from the Microsoft website.
INTERFACE
The screen looks much the same as in EndNote 6. The options on the menu bar are the same, but when you click on those options, you will see some new items on the drop-down menus.
When you open a library, you will notice that, by default, there is now an additional column on the left, which contains a paper clip if a reference includes attached files (e.g. images, tables). Similarly, there is an additional column on the right, which displays the URL field. You can select Edit|Preferences|Display Fields to remove these columns.
There have been some changes to the shortcut keys. For example, Show All References is now Ctrl+M, instead of the familiar Ctrl+H.
ENTERING REFERENCES
The same reference types are available, but the Chart reference type has been renamed Chart or Table.
The layout of the New Reference window has changed a little. The Image and Caption fields have been added to the default display for all reference types. In the Journal Article reference type, a new field, Type of Article, has been added to the default display.
FIND TEXT WITHIN A REFERENCE
When you have opened a reference, select References|Go To and EndNote will open a dialogue box where you can enter text. EndNote will find all occurrences of your search string in the open reference.
This is useful when you have performed a search of your library and wish to see how the retrieved references match your search criteria.
SUBJECT BIBLIOGRAPHIES
A new feature in EndNote 7 is the ability to generate bibliographies arranged alphabetically under terms extracted from any field in the references. Here are two examples of how you might use this feature.
1. A reading list arranged alphabetically under subject terms
You can select references from your EndNote library which contain specified terms in the Keywords field, then generate a reading list in which the references are arranged alphabetically under those keywords. If a reference contains more than one of the specified keywords, that reference will be repeated under each keyword.
2. A list of publications by members of your research group
If your EndNote library contains references for publications by members of your academic department or research group, you can select these and generate a list of publications arranged alphabetically by the name of each researcher. Authors who are not members of your research group can be omitted from the listing. When a paper is written by more than one member of the group, it will be listed under each author.
To access this function, open a library, select some (or all) references, and click on Tools|Subject Bibliography. You must first specify the field from which the terms are to be extracted. Then you must choose the terms from that field which are to provide the headings in the bibliography. The layout of the bibliography can be customized in several ways. For full details see Chapter 14 of the manual.
LOCATING FULL-TEXT WITH OpenURL
Do not confuse the term OpenURL with EndNote's existing Open Link command. The latter command uses a URL stored in an EndNote reference to open the corresponding webpage.
OpenURL is a mechanism that takes bibliographic data from a reference and transmits that data to a special webserver, called a link resolver. The link resolver then uses that bibliographic data to generate search queries which can be run against other web-based databases (e.g. library catalogues or full-text journal databases such as Science Direct). The link resolver will display clickable links to these databases or connect directly to a full-text source.
For the EndNote user, the main purpose of OpenURL is to quickly locate full-text of references.
By default, the EndNote software connects to the ISI demonstration link resolver, called "1Cate" (for "1-Click Access to Everything"). It is possible to change the settings to connect to alternative link resolvers. To use the OpenURL feature, you must first select Edit|Preferences|OpenURL and check the box labelled Enable OpenURL. Now open a journal article reference in your library, and click on References|OpenURL Link. EndNote will send a query to the link resolver, and the results will be displayed in your browser window.
This can be a very quick way of locating full-text of journal articles. The problem is that the link resolver will often link to full-text resources which the EndNote user cannot access, because their institution is not a subscriber. It may fail to list alternative sources of the article to which the user's institution subscribes. If the OpenURL command does not retrieve an article which you require, you must still check the reference in your local library catalogue.
Many libraries are now purchasing link resolvers and configuring them to record details of all the full-text sources to which the library subscribes. If your library has purchased a link resolver, ascertain the URL for the link resolver, and then go to the OpenURL preferences in EndNote. Insert the URL of your link resolver in the box labelled OpenURL Path. You should now get much more reliable results when using the OpenURL function in EndNote. The University of Queensland Library is currently implementing a WebBridge link resolver.
For more information, see our guide to OpenURL and EndNote.
DATA VISUALIZATION
If you have purchased the RefViz software, you can use it in conjunction with EndNote 7 to analyse the data in your references. "RefViz provides users with a powerful way to explore reference literature visually. It analyzes large numbers of references by thematic content and presents an at-a-glance overview of the main topics discussed in the reference set." For more information on RefViz, see: http://www.refviz.com/rvinfo.asp
To turn on the data visualization feature, go to Windows Explorer or My Computer and double click on the file:
C:\Program Files\EndNote\Configure Omniviz.exe
The Data Visualization command will now be active on the Tools menu in EndNote. The EndNote manual advises that "data visualization is most useful when most of your records contain information in the Abstract field."
FORMATTING DOCUMENTS WITH MICROSOFT WORD
As before, the EndNote commands can be accessed from a submenu of the Tools menu in Word, or from the EndNote toolbar. The commands and toolbar buttons have not changed.
Word XP
Two notes for those using Word XP:
1. Smart Tags must be enabled if you wish to use Cite While You Write.
2. The latest Microsoft Service Update should be installed on your computer. Download this service update from the Microsoft website.
Manuscript Templates
There are about 20 new manuscript templates to bring the total to around 170. This is still quite a small number. There is no facility for users to create their own manuscript templates, so this feature is still of limited use.
Finding Citations
It is now possible to highlight text in your document and select the Find Citation(s) command. EndNote inserts the highlighted words into the Find box and searches your library for references which contain those words.
Editing Citations throughout an Entire Document
When you select the Edit Citation(s) command, the dialogue box now displays all the citations in your document. For each citation, it displays the text surrounding the citation, plus the unformatted temporary citation. Select the citation which you wish to edit. A window at the bottom of the dialogue box displays the full details of this reference, as stored in the field codes.
The manual describes this feature as: "Preview and edit in-text citations throughout an entire document." As the in-text citations are only displayed in the form "(...)", it is difficult to see how this constitutes a "preview".
Inserting Figures and Tables
As in EndNote 6, you can store figures in your library, either as separate references or attached to another reference type, and you can insert them into a Word document.
A new feature in EndNote 7 is the ability to insert tables into a Word document. In EndNote 6, you could store a table in your library, but you could not use EndNote to insert it into a Word document or generate a list of tables.
Use the Find Figure(s) command in Word to insert both figures and tables. If EndNote finds an attachment in a reference with the Chart or Table reference type, it assumes that the attachment is a Table. If it finds an attachment in any other reference type (e.g. Figure, Journal Article, Book), it assumes that the attachment is a Figure. So you must store your tables in references with the Chart or Table reference type. It would be logical (but is not essential) to store your figures in references with the Figure reference type.
To insert a table in your document, position your cursor at the appropriate place. Click on Find Figure(s) on the EndNote Tools submenu or on the EndNote toolbar. This will open a dialogue box which will search only for references which contain attachments. Select the table and EndNote will insert a table citation in the document, e.g. "(Table 1)". The table citations are always formatted upon insertion. They do not need to be separately formatted. Tables can be inserted whether or not instant formatting is enabled.
At the same time, EndNote will insert the actual table into the document, with the caption that was stored in the reference in your library.
The placement of figures and tables now depends on the output style. (In EndNote 6, figures were always placed at the end of the document.) All output styles written in EndNote 7 contain a section which specifies if the figures and tables are to be placed in the text or at the end. If they are placed at the end, the tables appear first (with the heading, List of Tables) followed by the figures (with the heading, List of Figures).
Output styles written in earlier versions of EndNote will by default place figures and tables within the text.
If the output style is configured to place figures and tables in the text, it will place them after the paragraph in which they were cited. You can cut and paste a figure or table to move it to another location, but when you select the Generate Figure List command again, EndNote will move them back to their original position. To keep the figures or tables where you have placed them, select the Cite While You Write Preferences command and click on the Figures and Tables tab. Check the option "For custom placement, keep figures and tables in their current position when re-generating the figure list."
Figures and tables are always aligned to the left-hand side of the page. You can move the figure or table to the centre of the page, using the normal Word procedure, but when you next select the Generate Figure List command, EndNote will re-align them to the left. Changing the Cite While You Write Preferences will not make any difference here. If you want to centre your figures and tables, wait until the final editing to do this.
To delete a figure or table, highlight the citation, including the parentheses, e.g. "(Table 3)". Then press the delete key. Now select the Generate Figure List command to remove the graphic and renumber the remaining figures or tables.
SCANNING AND FORMATTING RTF FILES
EndNote 7 has re-introduced the function which was known as Scan Paper in earlier versions of EndNote. It allows EndNote to be used with any word processor which can save documents in RTF (Rich Text Format). It can be used to format documents in versions of Microsoft Word earlier than Word97, or in versions of WordPerfect before version 9.
The procedure is reassuringly familiar to those who remember earlier versions of EndNote. Copy references from your EndNote library and paste them at the appropriate place in your RTF document. The references will be inserted as temporary unformatted citations. Save and close your document. In EndNote, click on Tools|RTF Document Scan and select the document. When EndNote has finished scanning, it will display a Citations window where you can check for any mismatched citations. Specify the output style which you require, and click on the Format button. You will be prompted to choose a name for the formatted paper. The unformatted paper remains as a separate document, and you should retain it as your master copy, in case you need to make changes.
This function can also be used with footnote styles. For full details see Chapter 12 of the manual.
As in earlier versions of EndNote, the scanning function allows you to format a series of separate documents and put a cumulative bibliography at the end of the last one. This is a useful technique for those who are reluctant to use the master document/subdocument configuration in Word. If you unformat the citations in your Word documents and save the documents in RTF format, you can use the RTF Document Scan function and select the Scan Next command to scan the documents one after another. When all have been scanned, click on Format and EndNote will produce a series of formatted documents, with the cumulative bibliography appended to the last document.
EXPORT IN XML FORMAT
When using the Export command, you now have the option of exporting in XML format. A reference for a journal article in XML looks like this:
Bear in mind that there are no standard field names in XML. This is EndNote's "proprietary" XML format.
The only oddity in this format is the reference type. EndNote is using a numerical code to specify the reference type, e.g. 0=Journal Article; 1=Book; 2=Thesis. These codes do not seem to be documented anywhere.
OUTPUT STYLES
Output styles written in EndNote 7 have a new section called Figures & Tables. This allows you to specify where your figures and tables should be inserted in a document, whether the caption should be placed above or below the figure/table and how many blank lines should separate the figure/table from the text.
Note that output styles written in earlier versions of EndNote will automatically acquire this new section when they are first used in EndNote 7. By default, they will be configured to place figures and tables in the text. If you require placement at the end of the document, you must edit the style to reflect this.
FILTERS
There are three standard import options which always appear on the Import Option menu when you are filtering records: EndNote Import, Reference Manager (RIS), and ISI-CE.
In EndNote 7, there are filters in the Filters folder which correspond to each of these standard import options and they show how the standard import options are configured. These filters can be edited like any other filter, but the filter is independent of the standard import option, and editing it will not affect the function of the standard import option. However, you can now select your amended filter as the Import Option when importing references.
There is a new standard import option, EndNote Generated XML. It is not immediately obvious why you would wish to use this import option.
When writing templates for filters, it is now possible to import data into a slightly wider range of fields.
USING PALM OS HANDHELD DEVICES
With EndNote 6, users could export references to a Palm OS device. EndNote 7 now allows users to enter and store references on their handheld device and later synchronize with their desktop copy of EndNote. This feature will be very useful for researchers who spend a lot of time gathering references in libraries.
This feature is hardware specific. It is only available for handheld devices from Palm Inc. from the Zire, m or Tungsten series running Palm OS 4-5.2. It will not work with computers using Windows 98 or ME.
Once the software is loaded to the handheld device, the user can perform a limited range of functions to display, enter, edit and delete references and to search the library by keyword. The handheld device will hold only one EndNote library, which must be synchronized with the corresponding library on the desktop. For full details see Chapter 20 of the manual.
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