EndNote Web FAQs

Problems with roaming access? (July 2011) If you get a message saying your 'roaming access has expired', you need to reactivate it by logging in via via Web of Knowledge. If you are off campus, remember to log into Athens first. When you connect to the database, you will taken to a page entitled 'ISI Web of Knowledge Service for UK Education'. Click on the orange button which says 'Click here to access Web of Knowledge' You will be taken through to the at the ISI Web of Knowledge home page. Click on the My EndNote Web option at the top of the screen.     Sign in with your EndNote Web account details - email address and password. Your roaming access should now be restored.

Getting started:

1. EndNote desktop or Web - which version should I use?

2. Do I need to register to use EndNote Web?

Adding and managing references:

3. What's a quick way of getting my existing references into EndNote Web?

4. Can I transfer references between EndNote desktop and Web?

5. What should I do if I see messages about pop-ups/scripted windows in EndNote Web?

Working in Word:

6. Which versions of Word is EndNote Web compatible with?

7. How do I change the EndNote toolbar in Word?

8. What is instant formatting ?

9. How do I customize my citations e.g. to add page numbers or leave out the author?

10. Why do the names of corporate authors look odd?

11. Can I use EndNote Web to create footnotes?

12. How do I create a stand- alone bibliography?

13. How do I put together the separate chapters of my thesis?

Further help:

Where can I get more help? - links to guides, online help and other support options for Brookes users.

Getting started:

1. EndNote desktop or Web - which version should I use?

There are differences in functionality between EndNote and EndNote Web. To check if EndNote Web will meet your needs, go to the Thomson Reuters web site which gives an in-depth comparison of the versions.

Can I use both desktop and Web versions? Yes, references can be transferred from your EndNote desktop library to EndNote Web and vice versa, so you can use both products if you wish. For example, you might choose to use EndNote Web at home in conjunction with EndNote desktop while on campus.

If you decide to use EndNote Web, you should be aware of the following :

• You will be able to use EndNote Web whilst you are a member of Oxford Brookes University. If you are no longer at Brookes, or at another eligible institution, you will no longer be able to use EndNote Web and access your data.
• Your EndNote Library will be stored on a server in the United States. If for any reason the server is unavailable then your references will also be unavailable to you. In addition, be aware that US government agencies are able to access your data at any time and without notice.
• As with EndNote desktop, some connection files and import filters may not work properly.
• You may sometimes find the service slow or experience problems when trying to search for references in your EndNote Web library to insert in your Word document.
• If you also use EndNote desktop, you can transfer references between the two versions of EndNote but these will be 2 separate libraries and you cannot automatically synchronise them.

2. Do I need to register to use EndNote Web?

Yes, you need to register and create your own EndNote Web account. This is a simple procedure - you just need your email address and a password of your choice.

Off campus?

You need to log into Athens in order to register for, or access, your EndNote Web account off-campus. However your EndNote Web account is separate from your Athens account.

Web of Science user?

Note that if have already set up an account with the Web of Science database, for example to create alerts, then an EndNote Web account will also have been created for you automatically.

For help with setting up an EndNote Web account, see our guide to Registering for EndNote Web.

Adding and managing references:

3. What's a quick way of getting my references into EndNote Web?

You can now transfer references from our Library Catalogue into EndNote Web and desktop -for desktop EndNote see our guide Oxford Brookes Catalogue and EndNote, and for EndNote Web see our guide Oxford Brookes Catalogue and EndNote Web.

If you have been storing your references in Word or Excel, you might want to know if you can export them into your EndNote Web library. Unfortunately it is not possible to export data from either Excel or Word. You would need to create a record in EndNote Web for each item and copy and paste the data into the appropriate fields.

However, there are some other options for adding references to your EndNote Web Library:

• If you have journal references that you'd like to add to your EndNote Web Library, the best way to do this is to search for them on a bibliographic database and then export or import the records into EndNote Web - see our guide to Import filters and direct export features for specific instructions. Databases may also list other sources such as books, book chapters, theses etc. You could use a subject-specific database, or one of the multi-disciplinary services such as Zetoc or Web of Science.
  

The easiest method for adding book records to your EndNote Library if they are not listed on the Brookes Library Catalogue is to use the Online Search option which is under the Collect tab in EndNote Web. This allows you to connect to remote databases and library catalogues and search for references. Note that many of the links to databases will not work for Oxford Brookes users either because the Library does not have a subscription to the database or because the connection file is pointing to a server to which we do not have access, but links to library catalogues will usually work. Use the Online Search to connect to catalogues such as COPAC, The British Library, Oxford University and the Library of Congress.

4. Can I transfer references between EndNote desktop and Web?

5. What should I do if I see messages about pop-ups/scripted windows in EndNote Web?

When you are exporting references from databases into EndNote Web or creating groups, you may get a message about pop-ups, or one which says "This window is asking for a scripted window to ask you for information. If
you trust this website, click here to allow scripted windows"

As long as you are happy that EndNote Web is a trusted site, you can use the Tools menu in Internet Explorer to turn off your Pop-up blocker whilst you are working in EndNote Web (you may wish to switch the pop-up blocker back on afterwards).

If you see a message about scripted windows you can just click on this to proceed.

Note that we do not recommend that you alter your computer's security settings.

Working in Word:

6. Which versions of Word is EndNote Web compatible with?

EndNote Web is compatible with Word 2003 and Word 2007. It is also compatible with the 32 bit version of Word 2010, but not the 64 bit version. If you are using Word 2010, you'll need to download the updated Cite While You Write Plug-in from EndNote Web.

More information is available from the Technical Support & Services section of the EndNote web site.

7. How do I change the EndNote toolbar in Word?

See our instructions on using EndNote Web with Word for how to get the right EndNote toolbar on a pooled room PC or when using your own PC.

8. What is instant formatting ?

Instant formatting is the default setting in Word. It means that as you insert each reference into your Word document it will appear in a formatted style, for example (Kelly, 2005), and your bibliography will start appearing at the end of your document.

However, this can lead to problems especially when you are dealing with very long documents as it can cause Word to hang or crash.

We recommend working with instant formatting switched OFF especially on network PCs. See our guide to Using EndNote Web with Word for how to do this.

9. How do I customize my citations e.g. to add page numbers or leave out the author?

In the Brookes Harvard style, the usual format of a citation is author and year, for example: (Kelly, 2005)
However, you can customize citations in various ways, e.g. to add specific page numbers or text, or to omit the author or year.

Customizing formatted citations

1. In Word, insert and format all the citations in your document.
2. To customize your in-text citations, click on the first formatted citation you wish to change.
3. In Word 2007:From the EndNote Web toolbar, choose Edit Citations. ( If using Word 2003, click on Tools, EndNote Web, Edit Citations). This will bring up an EndNote Web Edit Citation dialog box. All of the citations in the document are listed in the left column of the dialog box. Make sure the citation you want to customize is the one which is highlighted.

1. You can now customize your citation as needed. You can enter page numbers in the Suffix box if you want them to appear after the citation. Add a space and then your text, e.g. p.162. Click OK to implement the change (not Insert!).
2. If you have several citations you would like to customize, scroll through the list of citations in the document shown in the left column of the dialog box, highlight the citations and customize as before.
3. When you have edited your citations you'll need to re-format them. In Word 2007, go to the Bibliography section of the EndNote Web toolbar. Go to the drop-down menu in the Style box and choose your style, then click on Update Citations and Bibliography.(If using Word 2003, click on Tools, EndNote Web, Format Bibliography again to re-format your citations).
4. Your new citation will look something like this: (Kelly, 2005 p.162)

You can also use the Edit Citation(s) option to customize citations in other ways:

• Exclude Author:  If you have already mentioned the author's name in the context of the sentence, you can select this option to omit the name from the formatted citation.
• Exclude Year: If you have already mentioned the year in the context of the sentence, you can select this option to omit the date from the formatted citation.
• Prefix:  Enter text here to print immediately before the citation text (remember to add a space), for example "see also..."

Customizing unformatted citations
If you prefer to work with Instant Formatting switched off, it is still possible to customize individual citations as you go along.

1. To include the page number, put a space and then type the details at the end of the unformatted citation, e.g. p.92.
2. When you need to format your document, in Word 2007, go to the Bibliography section of the EndNote Web toolbar. Go to the drop-down menu in the Style box and choose your style, then click on Update Citations and Bibliography.(If using Word 2003, click on Tools, EndNote Web, Format Bibliography ).
3. Your formatted citation will look something like this: (Milne and Scope, p.92).

You can also customize your unformatted citations in other ways:

• To exclude the author or year, just delete that part of the unformatted citation:
• To add a prefix, e.g. "see also..." type the details you want to include, then put a backslash to separate this text from the rest of the citation.

10. Why do the names of corporate authors look odd?

When Endnote Web puts references with corporate authors (e.g. organisations) into the body of the text they may look a little odd. To get EndNote to interpret a corporate author correctly, it must be entered with a comma after the name, for example:

• University of Sunderland. Autism Research Unit,
• National Autistic Society,

If you are importing references from databases, it is a good idea to check them as you import them to make sure they have imported correctly. At this stage you can edit corporate author entries as well as adding any extra information e.g. in the keyword or notes field.

11. Can I use EndNote Web to create footnotes?

EndNote Web doesn't create footnotes within your documents, but can be used to insert and format citations within footnotes.

Inserting footnotes in Word

In Word, position the cursor where you wish to add the footnote and click on Insert, Reference, Footnote. Word allows you to select whether you want your footnotes to be numbered in a continuous sequence, or to restart the numbering in each page or section.

Adding citations to a footnote

In Word, position the cursor in the footnote where you would like the citation to appear. Insert the citation as you normally would - in Word 2007, choose Find Citations from the EndNote Web toolbar (If using Word 2003, select Tools, EndNote Web, Find Citation. Note that the number sequence for your footnotes and that for your citations are separate.

12. How do I create a stand-alone bibliography?

You can create a bibliography formatted in a specific bibliographic style, directly from your EndNote Web library in the following way:

• In EndNote Web, select the Format tab and then Bibliography
• Use the drop-down menu to select your entire Library of references, a specific group or a Quick List
• Use the second drop-down menu to select a blibliographic style. The local styles BrookesHarvard and BrookesBritishStandard have been added to this list.
• Choose the appropriate format for your bibliography (HTML, plain text, rich text).
• You can save, email or preview and print this bibliography.

13. How do I put together the separate chapters of my thesis?

• Make a copy of each chapter as a backup.
• If you have already formatted each chapter you will need to unformat them. To do this, open each chapter copy in Word and in Word 2007, click on the drop-down menu next to Convert Citations and Bibliography in the EndNote Web toolbar. Choose the top option Convert to Unformatted Citations. (If using Word 2003, select Tools, EndNote Web, Unformat Citations). This will remove the bibliography at the end of the chapter and change the references in the text to their unformatted form. Save these changes.
• Now you can combine the chapters so the whole thesis is one document. You can use the Master Document feature in Word to do this. Create a new Word document and designate this as the Master document, by selecting View, Outline. For each of the chapters you want to insert, click where you want to add the relevant document and on the Outlining toolbar, click Insert Subdocument. In the File name box, enter the name of the document you want to add, and then click Open. When you have added all your chapters, save the complete document.
• Finally format your complete document. In Word 2007, go to the Bibliography section of the EndNote Web toolbar. Go to the drop-down menu in the Style box and choose your style, then click on Update Citations and Bibliography.(If using Word 2003, click on Tools, EndNote Web, Format Bibliography again to re-format your citations).
• EndNote Web will format all of the references in your document, including those in footnotes, and create a single bibliography at the end of the thesis.