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EndNote: Other functions

How to use EndNote software to save, manage, and print citation information within your papers.

Miscellanious EndNote Functions

This page contains a number or EndNote functions that did not quite fit into other pages. Please let me know if you want something added.

Features and Functions

E-mailing EndNote Libraries

Each EndNote library is made up of two files. There is an .ENL file and a .DATA file.  You must mail both files for your recipient to be able to open a complete library. i.e. do not mail just the .enl file.  To mail a library you must create a compressed library containing both files. To do this;

  • Open and EndNote library

  • Click on File in your EndNote top tool bar

  • Click on Compressed Library

  • Click on Create and Email, make sure that all attachments is selected

  • Select the .ENL library you want to email

  • Choose a location to save the .ENLX compressed library

  • Once you save it you have created desktop and email versions of your compressed library

       Of course you recipient must have EndNote installed on their machine to be able to open the library.

NOTE: Even a compressed library can be quite large. Libraries with more than 100 references can take a while to deliver.

Create custom styles (e.g.  Publication Date first)

NOTE; EndNote has over 5000 styles to choose from. You may want to check out a standard style before creating a custom one

NOTE; Once you have created a custom style, you can email it to others. See Emailing custom styles at the bottom of this section

To create a custom style you need to create a custom version of an existing style.

  • Under Edit Choose Output Style

  • Choose Open Style Manager

  • Highlight the style (don't just checkmark) you want to use (e.g. APA 6'th) as a base for your custom style I usually choose Chicago or APA as a base style

  • and click Edit.

  • On the Left Menu Under  Bibliography click on Templates

  • These are all the current templates for the references types (e.g. journal article, book section, conf report) in the stype you chose  (e.g. Chicago). In this window you will need to create the custom style in each reference type you will be using the custom style for.

  • We will customize the Journal Article reference type first

    • If the reference type is not shown click on the Reference Type box upper left and choose the referenct type you want displayed in the window (or to unclick ones you don't want displayed)

    • Scroll down or up to the Journal Article reference field listing

    • If the field you want to list is already in another part of the listing, highlight and delete this field along with it's punctuation  (e.g. Date, which you want to list first on the left).

    • Place the cursor where you want your custom field to be displayed (e.g. You want to Date displayed first on the left)

    • Click on the Insert Field button upper right and select the field you want to insert at your cursor (e.g. Date)

    • Add the punctuation you want between your new field and the other field(s).  You can always highlight, copy and paste punctuation between the other fields to recreate the same punctuation.

  • You will need to re-do this with every reference type you will be using this custom style for (e.g. conference item)

  • Under File choose Save As

  • Name your new custom Style, e.g. Date First Chicago

  • Under File choose Close Style

  • Under File choose Close Style Manager

  • If this does not work you will need to configure the sort listing for your new style

  • Under Edit Choose Output Style

  • Choose Open Style Manager

  • Highlight the style (don't just checkmark) you just created

  • and click Edit.

  • In the Style Editor Column on the left side under Bibliography click on Sort Order

  • Under Bibliography Sort Order you can click on any of the standard sort orders. If the sort order you just set up (e.g. Date first)  is not displayed click on Other

  • This will bring up the Sort Options window. For example if you want to sort by Year, click on the dropdown menu next to Sort First by this and choose year, or any other field you want to sort by (Record Number is another favorite)

  • You can click on the AZ button to sort by descending (A to Z) or ascending (Z to A).

  • Use the Then By This menus to sort by secondary and tertiary fields if you have two references with the same year etc.

  • Click OK

  • Under File click Close Style

  • In Save Changes window click Yes

  • In Style Name window give your new costom style a name you will remember (e.g. APA 6'th date ist)

  • Click Save

  • Under File click Close Style Manager

  • You now have a new style with the sort order determined by your chosen fields.

Emailing Custom Styles

Once you have created a custom style, you can email it to others.

When EndNote is installed on your machine an EndNote folder is created in your documents file. Within this folder is a Styles folder. Whenever you create a custom style, a copy is parked in this folder. You can add this style as a attachment to an email and email it to others. All a recipient needs to do is to drag and drop the custom style  in the email into their style folder and they should be able to use your custom style. If their style folder is read only, they should

  • open the style in the attachment

  • Click on File then Save As

  • Save the style.  This should save the style into their desktop EndNote program

Subject Guide

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Tom A
Cold Spring Harbor Laboratory
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Cold Spring Harbor, NY 11724