REFWORKS AND ENDNOTE BIBLIOGRAPHIC SOFTWARE
AT BARNARD AND COLUMBIA

Main Features of RefWorks and EndNote | Introduction to RefWorks | Introduction to EndNote

RefWorks and EndNote are bibliographic software packages that are available, free of charge, to all current Barnard and Columbia students, faculty and staff.  Both programs allow you to export citations from library catalogs and databases, store them in lists that you create, and cite them in papers and bibliographies using any citation style you choose.  Lists of references can be transferred between the two programs.

EndNote, on the other hand, is a program which must be downloaded onto your computer from the CUIT software server.

• Contact Lois Coleman, Barnard reference librarian, at 212-854-9095 or lcoleman@barnard.edu to schedule a one-on-one session.
• Consult the page EndNote and RefWorks at Columbia.
• Both RefWorks and EndNote have useful tutorials that come with the software.

• Go to the RefWorks web site (using this link provided via Columbia) and create an Individual Account.
• The online tutorial gives a good overview of the program's features.

1. To enter a reference for which you already know the details, click on References - Add New Reference.
2. Select the Ref Type (the most frequent being Book, Edited; Book, Section; Book, Whole; Journal; Journal, Electronic; and Newspaper Article).
3. Select the Source Type (Print or Electronic).
4. The most important information to enter accurately is the information that is required by the bibliographic style you wish to use when you cite your references, (usually the Author, Date, Title, Source, Publisher, and Place of Publication).
5. If you select your citation style in View fields used by: at the top of the New Reference page and scroll to the bottom, a list of the necessary fields is given.
6. If you wish to print out a list of references in the form of a bibliography, go to Bibliography - Create Bibliography.
7. Remember that bibliographic software like RefWorks only records whatever information is put into it, and it is always important to double-check every reference after it has been input or imported.
    

1. You can search library catalogs from within RefWorks,
   e.g. to search CLIO, click on Search - Online Catalog or Database.
2. Select Columbia University (CLIO).
3. A Quick Search is a Keyword search in CLIO.  Use ? for truncation.  AND is assumed between words.
4. For a phrase search, use the Advanced Search, selecting "Any Field" from the drop-down menu.
5. There is no equivalent of a CLIO Title search - use an Advanced Search and select "Title, Primary" from the drop-down menu.
6. When you click on "Search", a new Web browser window will open up for the results, and the number of asterisks will indicate how many references have been imported.
7. Once the references have been downloaded, they go into a folder called the "Last Imported" folder (bumping out the previous group of last imported records).
8. Select all or some in the list, and specify which folder you wish to import them into.
9. If you wish to print out a list of references in the form of a bibliography, go to Bibliography - Create Bibliography.

However, some databases do not provide direct export into RefWorks (e.g. the Web of Science databases like Science Citation Index, which is produced by the same company as EndNote).  Here are tips for exporting references from these databases:

1. After carrying out your search in the database, tag the records to be exported into RefWorks.
2. Click on "View Marked Records" or the equivalent, to view only those records tagged.
3. Save this list of records as a plain text file.  In order to do that, find the button that allows you to save or display these records as a Text file.
4. Using either the database's Save function, or your browser's Page - Save As function, save this file to your desktop as a .txt file (change the name of the file to something that is easy to remember, or remember the name given to it by the database). Choose the option to save the records in a "field-tagged," a "plain text," or an "ASCII" format.
5. If you are exporting records from CLIO, at the bottom of the CLIO page select the download format Full View and click on "Display for Print/Save". The records will be displayed as a plain text file.  Use the browser's File - Save File As menu command to save the file temporarily as a .txt file on your desktop.  You must save the file as type .txt, but the encoding does not matter.
6. Once the list of references has been saved as a text file on your desktop, open RefWorks and go to References - Import.
7. Choose the appropriate Import Filter/Data Source.  For the Web of Science databases (Arts and Humanities Citation Index, Science Citation Index, etc.) the Import Filter is called "ISI (Institute for Scientific Information)."  For CLIO, it is called "Endeavor Voyager".
8. Select the appropriate Database filter from the list.  For CLIO, use any of the databases listed, since there is no filter specific to CLIO.
9. Browse to find the text file containing your references on your desktop, and then click on "Import."
10. CLIO does not yet have its own import filter for RefWorks, and if you use a filter designed for another database some of the data (the publishing information and the subject headings) do not get imported properly. However, you can copy these data into the reference after importing it, from the text file or from CLIO, by opening the reference and clicking on Edit. (Alternatively, do your search in Worldcat and export the references to RefWorks from there, because that will export all the information.)

1. To get started, download Write-N-Cite, which is a small program that must be downloaded to your hard drive from RefWorks under the Tools menu.
2. When writing a paper in Word, open the Write-N-Cite program (you do not need to have the RefWorks Website open, although you do need to be on the Internet to access your references).
3. In Write-N-Cite, open the appropriate folder of references, using the View button at the top left.
4. Make sure that Write-N-Cite can "see" your Word document; if it can't, the message "MS Word Status : Word is not Running" or "MS Word Status : No Document is currently Open" will appear at the top of the Write-N-Cite window.
5. When ready to insert a citation in your paper, either in the body of the paper, or after you have used Insert - Reference - Footnote (or Endnote) in Word, switch over to Write-N-Cite and click on "cite" to the left of the appropriate reference.
6. Switch back to Word, and you will see that the citation initially appears in the paper with double curly brackets around it.
7. To insert page numbers or otherwise edit the citation, put the curser in the citation (in the Word document), then switch back to Write-N-Cite, click on "Edit Citation" at the top right, edit it, and click on "Save to Word".
8. When all the references are inserted in your paper, save the Word document, and then, in Write-N-Cite, click on "Bibliography" at the top, select the correct Output Style from the list, and click on "Create Bibliography".  The program creates the formatted paper as a new document with the document name preceded by the word "Final-".

1. Go to the CUIT page and download the EndNote program.
2. If you are upgrading to a new version of EndNote, uninstall the old version first.  The filters, connection files and libraries will not be deleted.

1. EndNote supplies many connection files, for both library catalogs and journal databases, but most of those for databases cannot be used due to subscription restrictions; for those databases, you need to search in the database itself and then export the records into EndNote (see below).
2. Library catalogs, in general, can be searched using the connection files supplied with EndNote.
3. To use a connection file, use Tools - Connect and then select the one you need.

1. An EndNote library is a list of references.
2. The extension for library files is .enl, and the default location for saving them is C:\Program files\Endnote X1\

One example of searching a library catalog and one example of searching a journal index/database are given here:

Searching a Library Catalog from within EndNote - e.g. CLIO

1. In EndNote, go to Tools - Online Search - CLIO.
2. Searching CLIO here is similar to a Guided Keyword search in the regular CLIO, except that two or more words together are always taken as a phrase.
3. As in CLIO, truncate words to find variant endings using ?.
4. A Keyword search here is the equivalent of a Guided Keyword in Subject search in CLIO.
5. When the references are retrieved, they are put in a buffer; click on "Copy All References To" to add them to your library.
6. To open up and edit a reference, double-click on it; to return to the library, just close the reference.
7. To enter a new reference into the library manually, use References - New Reference.
8. To customize the fields in your references, use References - Change and Move Fields.

1. Go to Tools - Online Search - Biological Abs (OVID).
2. EndNote asks for User ID and Password, but they are not needed - just click on OK.
3. Search in Abstract, not Keywords.
4. Click on "Copy All References To" to add the references to your library.

Databases without Direct Export
Here are tips for finding and downloading a filter, and then importing references, using databases without the direct export feature (e.g. Ageline, Books in Print, Cambridge Journals Online):

1. Go to http://www.endnote.com/support/enfilters.asp, sort by database, and find the correct filter for the database you are using, or find it in the list of filters provided by Columbia at http://www.columbia.edu/cu/lweb/help/howto/endnote/filters.html.
2. Save the file to C:\Program Files\EndNote X1\Filters\.
3. After carrying out your search in the database, tag the records to be imported into EndNote.>
4. Click on "View Marked Records" or the equivalent, to view only those records tagged.
5. Save this list of records as a plain text file.  In order to do that, find the button that allows you to save or display these records as a Text file.
6. Using either the database's Save function, or your browser's Page - Save As function, save this file to your desktop as a .txt file (change the name of the file to something that is easy to remember, or remember the name given to it by the database).
7. In EndNote, open up the EndNote library where you wish to save the references, then go to File - Import.
8. Under Import Option, select Other Filters and select the correct filter.
9. Choose the correct file from your desktop.
10. Only the imported references are shown at this point, but if you close the library and re-open it, all the references in the library will display.
11. There are other sources for EndNote filters; you can search for them on the Web - e.g. do a Google search for "lexis nexis" and "endnote filter".
12. A useful page on importing LexisNexis records into EndNote is at http://steenbock.library.wisc.edu/instruct/endnote/EndNote_lexis.htm.

Importing Records From CLIO
More detailed instructions are available in the CLIO Help file.

1. Download the filter for CLIO by clicking here: Columbia U.  Save this filter on your computer to the folder C:\Program Files\EndNote X1\Filters.  Do not rename it.  If EndNote is open, you will have to close and open it again before the filter will show up in the filter list.
2. In CLIO, carry out your search and tag the records to be imported into EndNote.
3. Scroll to the bottom, to the Print/Save/Email options, where you should choose "Full View" for Format, and then click on "Display for Print/Save".
4. Use your browser's File - Save As function to save the records to your desktop as a .txt file (give the file an easy-to-remember name).
5. In EndNote, open up the EndNote library where you wish to save the references, then go to File - Import.
6. Under Import Option, select the filter Columbia U, and choose the correct file from your desktop.
7. Only the imported references are shown at this point, but if you close the library and re-open it, all the references in the library will be displayed.

1. Includes Business Source Premier.
2. To search for articles, click on "Find Articles" at the top, then on "Find Articles by Text".
3. Select the records to export by clicking on "Mark" to the right.
4. Click on "Marked Items" at the top to display the marked list.
5. Check the boxes of those to be exported, or click "Check All," and click on "Export to citation manager...".
6. The EndNote "Select A Reference Library" dialog box will open up, and you can select the library you want to save to.
7. At this point, only the newly added references are shown, but if you close the library and re-open it, all the references in it will display.

1. Includes ERIC, Medline and PsycINFO.
2. After retrieving articles, check boxes to the left of those to be exported.
3. Scroll to the bottom of the results screen, and in the Result Format section select "Direct Export".
4. Click on "Save" to the right.
5. The EndNote "Select A Reference Library" dialog box will open up.
6. At this point, only the newly added references are shown, but if you close the library and re-open it, all the references in it will display.

1. Search for articles in ProQuest and check the boxes to the left of those to be exported.
2. Click on "View marked documents" at the top, then on "Export Citations into EndNote, ProCite, RefWorks or Reference Manager" and "Export Directly to ProCite, EndNote or Reference Manager" (at this point, EndNote may require you to choose a filter, in which case, choose the ProQuest filter, or download it if necessary).
3. The EndNote "Select A Reference Library" dialog box will open up.
4. At this point, only the newly added references are shown, but if you close the library and re-open it, all the references in it will display.

1. Includes Arts and Humanities Citation Index, Science Citation Index and Social Sciences Citation Index.
2. Search for articles in the Citation Indexes and use the checkboxes to select individual records for marking.
3. Click on "Submit" to add them to the Marked List, and then click on "Marked List" at the top to display them (you have to scroll down to see them).
4. Click on "Export to Reference Software", and the EndNote "Select a Reference Library" dialog box will open up.
5. At this point, only the newly added references are shown, but if you close the library and re-open it, all the references in it will display.  

1. In EndNote, go to Edit - Preferences…
2. Click on "OpenURL".
3. Check the box "Enable OpenURL."
4. Delete any text already in the "OpenURL Path" box.
5. Type in this address: http://e-link.cul.columbia.edu:9003/culink
6. Leave the Arguments as they are in the box below. Click on OK.

1. Open a reference in an EndNote library.
2. Go to References - OpenURL Link.
3. e-Link will check the available databases to see if any of them have the article in full text.

1. Open the EndNote library you want to use.
2. Choose the citation style you need to use for the paper; go to Edit - Output Styles - Open Style Manager, check the box, and the style will be added to the short drop-down list of styles.
3. When you are ready to insert a citation into your paper, on the Word menu bar, use Tools - EndNote X1 - Find Citation.
4. After clicking on "Insert" wait for a second or two, and the citation will be added in the paper and in the bibliography at the end of the paper.
5. If you need to add a footnote or an endnote, on the Word menu bar, use Insert - Reference - Footnote or Endnote, and then use Tools - EndNote X1 - Find Citation to put in the citation.
6. To change the citation style used in your paper, in Word, use Tools - EndNote X1 - Format Bibliography (making sure that the style you want is one of those checked in the EndNote Style Manager).