9/17; Using Endnote to generate and manage a bibliographic database
How do you deal with references for your paper?
Bibliographic database programs
We use a program that is called Endnote Plus 2.
It is a "...bibliographic database program that manages bibliographic references and creates
bibliographies automatically in your word
processor" made by Niles and Associates.
Creating the database
Creating a library
Endnote works by permitting you to create a library of references. Each
is like a digital filing card on which you might write some information
about a references such as the authors, the title, the publication date,
Launch Endnote plus on the Macintosh side of the machines. Create a new
library or open an old one. Try to save it on a floppy or a server to
which you can connect later.
Entering your own references
Click on references and then choose new. You will be able to choose the
type of refere3nce by clicking at the top where it now probably says
Journal Article. Manual entry of the fields a reference can be done by typing
the information or by cutting and pasting from another application where
you have bibliographic information.
NOTE: You should type the author names with last name first and the first
hames or initials separated by commas. Each new author name should be
entered on a new line.
NOTE: You should type in the least information as possible for the
fields. For example, only type the number of the volume (e.g., "2), don't
type "vol. 2."
You can add some extra information at the bottom that can be of use such
as annotations and call numbers in the notes field.
FItration of GEOREF output
As you might imagine, typing lots of information like that would get
tedious, especially now that you all are pros at GEOREF. Search as you
would normally in GEOREF and download your marked documents. Move the
download file to PCSHARE (F: drive) so that you can see it from the Mac.
Hook up to the department Appleshare server Catbert (PSF zone; guest
In side of Endnote, under the file menu, click on import. It will ask you
for the file to import. CHoose the download file from Georef. Then it
will ask you to choose a filter file. Choose the one called ASUGLGGEOREF
on the top level of the Catbert Public folder.
We have to have a way to filter the
fields as defined by Georef into the fields that Endnote wants. I found
this filter at the Niles and Associates web site in here:
Finish the operation, and you should see a status screen that tells you
how the filter is going. Once it is done, you will see the newly filtered
references appear in you library. If you had others, they won't show
unless you go to the reference menu, and then choose "Show All." Note that the
filtration is not always perfect, especially with odd or old
references. You shoul check all of the references to see that they were
done correctly while you still have the downloaded file handy.
Inserting your references into a Microsoft word document
As you write your paper, you will find an occasion when you should provide
a citation to illustrate your point, provide a link to previous or related
research, or to otherwise give credit to somthing that someone else has
done. When you come to such a point, from inside of Microsoft Word, choose
the Tools menu and then select Endnote 2.1. If it the first time you do
this, it may take a moment for Word to establish communications with
Endnote. Once it has, you choose the relevant citation or citations
(shift click to get more than one), and then paste them into Word a the
correct point. You will see a strange citation that looks something like
[Sieh, 1977 #206; Sieh, 1978 #71; Sieh, 1995 #427; Sims, 1989 #252]
This is a shorthand for Endnote to hold the place until you are ready to
format the paper. Note that the insertion is surrounded by brackets. If
you have lots of other brackets in your paper, it can confuse Endnote, so
Formatting you Word document
Once you are ready for the final draft, under Tools menu in Word, choose Format
Bibliography. You will be given a choice of format style. These are
customizable. Choose an appropriate one (I usually use J. of Geophysical
Research). The program will do all kind of things with numerous stauts
screens flashing by. In the end, your intext citations should be
formatted (pretty much correctly):
[Sieh, 1977; Sieh, 1978; Sieh, 1995; Sims, 1989]
So should the reference list, which will usually appear at the end of the
Sieh, K.E., A study of Holocene displacement history along the
south-central reach of the San Andreas fault, PhD. thesis, Stanford
Sieh, K.E., Prehistoric large earthquakes produced by
slip on the San Andreas fault at Pallet Creek, California, Journal of
Geophysical Research, 83, 3907-3939, 1978.
Sieh, K.E., The repetition of
large earthquake ruptures, Proceedings of the National Academy of Sciences,
Sims, J.D., Field guide to the Parkfield-Cholame segment
of the San Andreas fault, central California, in The San Andreas Transform
Belt, edited by A.G. Sylvester, and J.C. Crowell, pp. 98-103, American
Geophysical Union, Washington, D. C., 1989.
Note that the Reference list and the citations are live fields in the Word
Document. Try not to alter them much. If you don't, you can unformat the
bibliography easily enough if you need to make some changes. This way if
you add or delete references, the changes will be reflected in the text.
Using Appleshare and Your AFS Space
Pages maintained by
Prof. Ramón Arrowsmith
Pages last modified on Thurs Sept 18 1997.