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This document aims to provide a fairly complete list of new or changed features in version X4 of EndNote.
An seven-minute video demonstration of the new features in EndNote X4 can be viewed on the EndNote website.
CONTENTS
Windows
EndNote X4 will run on Windows XP (service pack 3), Vista (32 or 64 bit) and Windows 7 (32 or 64 bit).
For word processing, the Cite While You Write function will work with Word 2003, 2007 and 2010 (32 bit version only) and OpenOffice.org Writer 3.
Macintosh
EndNote X4 will run on OS X (10.5.x and 10.6.x).
For word processing, the Cite While You Write function will work with Word 2004 and 2008. EndNote X4 can also format documents in Pages 09. An update is due for release late in 2010 which will provide compatibility with Word 2011.
Import and Create Records from PDF Files
If a PDF file contains a Digital Object Identifier (DOI), EndNote should now be able to import that file and automatically create a record for it. EndNote checks the DOI against the CrossRef database to extract the bibliographic information, and then creates the record in the EndNote library, and finally attaches the PDF file to the record.
To do this, use the normal Import function (as used for importing text files for filtering). At the Import File option, select the PDF file. At the Import Option, select PDF. The normal duplicate functions can be used to exclude duplicate references.
It is even possible to import a whole folder of PDF files in one step. To do this, you must click on File>Import>Folder.
If the PDF does not contain a DOI, EndNote will create a blank reference, containing only the filename of the PDF file in the Title field. The PDF will be attached to this blank reference.
Bear in mind that Digital Object Identifiers were first introduced around 2000. Although DOIs were retrospectively assigned to some journal articles, they will not usually appear on the PDF of a journal article published before that date. Many journals are still not assigning DOIs to their articles.
Select the Search tab in the Tab Pane at the bottom of the library window. If you look at the dropdown field menu, you will see that at the top there are new options: Any Field + PDF and PDF. By selecting one of these options, you can search the full text of the attached PDFs.
Unfortunately when the results are displayed, you cannot easily view occurrences of your search term in the attached PDFs. It is still necessary to open the attached PDF with Adobe and use the Adobe search function to locate your search term in the document.
There seem to be some anomalies in the PDF search function. If you opt to search the PDFs only, and type two words into a single search box, EndNote searches the terms as if there were an OR operator between those words. However you can use inverted commas to force EndNote to search the words as a phrase. This is not how the normal Any Field search of the EndNote library works. If you select the Any Field search option, by default EndNote searches the contents of a search box as a string, so multiple words are always searched as a phrase: inverted commas are not required for a phrase search and are not recognised. If you select the Any Field + PDF search option, EndNote processes the search terms in the same way manner as with the Any Field search option.
A Quick Edit tab has been added to the Tab Pane at the bottom of the library window. Select this tab and then click on a record in the library, and you can edit it in the Quick Edit tab, without having to open and close the reference. The changes are saved as soon as you move to another reference.
If a reference window is open, the Quick Edit feature is disabled for all references until the reference window is closed.
It is now possible to make Boolean searches (AND, OR, NOT) to find references which are (or are not) common to a designated combination of groups.
From the Groups menu on the top menu bar, select the Create from Groups option. First give the combination group a name, and then select the groups that you wish to search, with the appropriate Boolean operator. As in other EndNote search functions, Boolean operators are processed in order of input (i.e. from top to bottom). Up to ten groups can be included in these searches, but only groups can be searched in this way. Group sets (i.e. collections of groups) cannot be used in such searches.
Note that combination groups are also smart groups. This means that if any references are added to groups which were searched to create the combination group, the combination group will automatically be updated if the new references match the search criteria of the combination group.
It is not possible to perform nested (bracketed) searches of groups.
If you delete one of the groups from which a combination group was created, the icon of the combination group will change to a question mark to warn you about this.
The asterisk can now be used as a wildcard when searching an EndNote library. It has always been the case that the default option for searching an EndNote library is with the Match Words option turned off, so by default search terms have always had automatic truncation. The usefulness of this new feature seems limited. It cannot be used within a search string to search for variant spellings: it can only be used for left-hand or right-hand truncation.
Editing References while Checking Duplicates
When you have selected the References>Find Duplicates command, and you are viewing duplicate references side by side, you can now use standard editing functions.
For example, you can copy text from the reference that you do not want to keep, and paste it into the reference that you plan to retain. Similarly, you can correct errors in the reference that you plan to retain.
Hyperlinking In-Text Citations in Word to the Bibliography
There is a new option in the Format Bibliography dialog in Word that gives you the option to Link in-text citations to references in the bibliography. If you check this option, you can hold down the Control key and click on an in-text citation and move to the full reference in the bibliography at the end of the document or end of the section.
There is an additional option to Underline linked in-text citations. This underlines the in-text citations and changes the font colour to blue.
These features seem designed to help the user to check that references are formatting correctly. They do not seem to be designed to assist readers of the document in its final published form, because the hyperlinking is removed when EndNote field codes are removed from the document (which is the normal step before submitting a document for publication). However the hyperlinks will apparently be preserved if converting the document to PDF using the Publish feature in Word 2007.
If you edit the library reference to change the first author's name, or the year of publication, or if you have duplicate references (with different record numbers) and delete the reference that you have cited in your document, EndNote is now able to reflect these changes in your Word document when you use the Update Citations and Bibliography command (or the Format Bibliography command in earlier versions of Word.) Previously, any change to the first author's name, the year of publication, or the record number would mean that EndNote could no longer find the reference in the library, so EndNote would instead use the reference from the traveling library (as stored in the field codes of the Word document).
Editing Citations in a Word Document
The Edit Citation(s) function has been renamed Edit and Manage Citation(s). The dialog box has been altered.
References cited in the document are now listed at the top of the Edit & Manage Citations window. You can see how often a reference has been cited in the document and you can see which library it came from.
There are new options to edit the reference in the library (Edit Library Reference), and to replace the reference in the document with a different reference (Update from My Library).
In the lower pane of the Edit & Manage Citations window, there is a Reference tab which allows you to see full details of a reference which you have highlighted in the upper pane.
There is also a Tools button at the bottom of the Edit & Manage Citations window which gives you quick access to some of the other EndNote commands in Word.
Auto-group for References in Currently Open Documents
If you have one or more Word or OpenOffice documents currently open, EndNote will create for each document an auto-group in the Groups pane of the library window. The auto-groups for a document contain all of the references cited in that document.
After first opening a document, you need to use one of the EndNote tools in Word to activate this command. When you close the document, EndNote will delete the auto-group.
This feature will probably be useful when you want to cite again a reference that you have already cited in the document.
It also provides a better alternative to the Export Traveling Library command, because it makes it easy to copy all references cited in a document, with their abstracts, notes and file attachments, to create a new library which you can share with a colleague. The Export Traveling Library command will export references from a document, but those references will not include the abstracts, notes and file attachments.
Footnote styles now have increased capacity for configuring repeated citations. Repeated citations fall into two categories:
Citation Repeated in the Footnote Immediately Following
In the Footnotes>Repeated Citations section of the style, there is now a box where you can specify the format of citations in consecutive footnotes. You can enter literal text such as Ibid. or you can enter field names such as Title, Short Title. You can also enter Cited Pages if you wish to cite specific pages. The special formatting characters for forced separation, linking adjacent text, distinguishing singular from plural, are also available.
There is also an option Use short form, which means that you can use the short form of the reference as defined in the footnote templates (see below). In practice, this is probably the best setting to use, unless you require the standard ibid.
Citation Repeated in a Later (but not Consecutive) Footnote
In the Footnotes>Templates section of the style, there are now two templates for each reference type: a standard form and a short form.
If you use the Reference Types button to create a template for a new reference type, EndNote also creates a template for the corresponding short form. For the first occurrence of a citation, the full form of the template is used. For repeated citations which are not in consecutive footnotes, the short form of the template is used. If you want subsequent citations to use the full form of the reference, you must copy the template for the full form and paste it into the Short Form. You can leave the template for the short form blank, but EndNote will then use the Short Form of the Generic reference type. You cannot delete the template for the short form without deleting the template for the full form as well.
A common practice will be to include the Short Title field in the short form of the template. As in previous versions of EndNote, the user must decide on the shortened version of the title and type that in the Short Title field of the reference in the EndNote library. If the template specifies that the Short Title should be used, but the Short Title field is blank in the reference in the library, EndNote will automatically use the Title field instead.
In the Footnotes>Author Lists, Footnotes>Author Name, Footnotes>Editor Lists and Footnotes>Editor Names sections of the style, there are further provisions to define the format of repeat citations. For example, you can specify whether or not author forenames or initials should be included in the short forms.
In the Footnotes>Templates there is a new option When using short form, include the title field only when needed to disambiguate a citation. This allows you to shorten the short forms even further by removing the title unless it is required to distinguish between different works by the same author. This is a requirement in certain footnote styles (e.g. MHRA). However if you have used the Short Title field in your short citations, this setting has no effect: it will only omit the Title field.
The styles now have new options in the Bibliography>Author Lists and Bibliography>Editor Lists sections to cover the situation where a reference has eight or more authors. This is to comply with the new requirement in the 6th edition of the APA manual which requires that such references should list the first six authors in the bibliography, followed by three ellipses and the last author's name.
The Find Full Text function should work with an increased number of electronic journal databases, including JSTOR. Articles on ScienceDirect can again be retrieved.
Two new reference types have been added: Dataset and Electronic Book Section. The latter is not entirely new: it was provided in version X3 as part of a package designed to assist with formatting references according to the 6th edition of the APA style.
When creating or editing output styles, it is now possible to use small capitals as a formatting option in all fields. Previously small capitals were only available for formatting author and editor names.
When the ouput style has been opened for editing, if you go to any of the templates and highlight a field in the template, you will see on the toolbar at the top of the style edit window a new icon for small capitals.
There is no longer a complete PDF manual for EndNote. A shorter Getting Started Guide is installed as a PDF file during installation. It covers some of the most basic functions. The Help files in EndNote are now the most comprehensive guide to using the software.
Later in 2010 EndNote plans to launch an application programming interface called RSServices API that will allow other programs to interact with it. Technically sophisticated users will be able to create plug-ins and custom workflows. The development kit for the API will be available from the EndNote developers.
