Endnote Information
Introduction
Endnote is a piece of software that manages bibligraphic entries by storing them in a database and allows easy referencing of bibliographies from within Word documents. The bibliographic entries in the database can refer to refer to the documents themselves through html thereby providing a mechanism for indexing the documents.
DVMM has decided to use Endnote to consolidate all its bibliographic entries and to use Endnote to index its shared pool of papers.
Endnote
Endnote runs on Windows or Macs and need to be downloaded and installed on your computer for use. It is available to all Columbia users free, as explainrd in the Download section below.If you are new to Endnote, it is recommended that you go through the following steps:
Download and Install the software Go through the online tutorial Create a local bibliographic database Add some entries manually Search for entries, and add them to the database Link the paper to the the entry Refer to entries from Word Send entries for inclusion in the DVMM database The following sections will guide you through the steps mentioned above.
Questions? Contact Raj Kumar.
Endnote runs on Windows and Mac and needs to be installed on your machine. It is available, free, to Columbia affiliates from Columbia's Endnote SIte. Please follow the download instructions on that page.
If you successfully complete the installation, when you start up Word, endnote will appear either as a toolbar or as an option under the "tools" menu item.
If you are not familiar with endnote, it is recommended that you go through the online tutorial . Chapter 3 is a guided tour through endnote, and provides enough hands-on help so that one can start using the basic functionalities of Endnote after the tour.
DVMM's bibliographies are collected into two libraries: The DVMM papers (dvmm.enl) contains a bibliography of all papers written by members of DVMM. The Collection (collection.enl) is a libraty of bibliographies and papers referered to by DVMM authors, or deemed interesting by DVMM members.
All DVMM entries, and most Collection bibliographic entries will have links to the actual papers themselves in PDF format (occassionally compressed postscript).
Both these bibliographies reside in the UNIX directory /proj/papers, and the papers refered to by entries in these bibliographies will reside in /proj/papers/{user} where user is the DVMM member who created the entry.
Adding entries to DVMM's bibliography database
To keep the bibliographies consistent, for now, one designated person will update entries once a month. Currently the designee is Raj.
There are two basic ways in which one can add entries to Endnote. The first is to directly enter it into the Endnote as described in the tutorial above. The second is to use a text editor to create text files with BibTeX entries and import it into Endnote. This second method is very useful when searching the web or databases for papers, as many sites provide BibTex entries along with papers. Other bibliography databases return sets of entries in response to a query. These BibTex entries can be cut-and-pasted into a text file, then imported into Endnote.
Users can send entries for inclusion into the two DVMM bibliography libraries in BibTeX format, or in the Endnote format. Many bibliography and paper search sites provide one or more BibTeX entries as the result of a search. Some of these sites are listed in the Finding Bibliographies on the Web section below.
If you just have a few entries to add, it will be more convenient to enter them directly into Endnote. If you have many entries to make, it will be more convenient to use the search engines listed below and cut-and-paste the entries into a BibTex file first.
If you decide to create the entries in BibTeX first, please follow the folloing steps when sending entries for inclusion.
Create a local Endnote library (say local.enl). Add entries directly to this local database using the Endnote Interface, as instructed in the tutorial. Link the paper to each entry wherever possible (as explained in the linking section below). Email the person coordinating the central DVMM bibliographies the local Endnote library (in our example, the file local.enl) If you decide to create a BibTex file first, use the following steps:
Create a local Endnote library (say local.enl). Create a temporary text file (say temp.bibtex). Cut-and-paste or type in entries into this file. Once you are ready to send them off, convert the entries into the ref format, which Endnote understands, using the following perl script located in in the directory /proj/papers/tools : convert.pl. A second perl script clean.pl in the same directory cleans up your text entries. (Save the perl scripts and change the file extension from .txt to .pl) Use this first if you have problems converting the text file into ref format. The usage is as follows: Note: These perl scripts are setup to run on UNIX machines. If you would like to run them on your PC, copy them over and edit the firt line to reflect where perl resides on your PC.# clean.pl temp.bibtex > clean.bibtex
# bibtex2ref.pl clean.bibtex > clean.ref
Now the entries in clean.ref can be imported into Endnote using the pulldowm menu item File->import. The "Import Option" should be Refer/BibIX. Email the local Endnote library to the person coordinating entries to the central repository
Linking papers to bibliographic entries
The directory /proj/papers is the central repository for endnote bibliographies as well as the actual papers the bibliographic entries refer to. Whenever you create a bibliographic entry please try to link it to the paper in pdf format also.
Each user (say jdoe) has a directory for storing papers with their username in /proj/papers (would be /proj/papers/jdoe) which can be refered to as http://www.ee.columbia.edu/dvmm/papers/...
Suppose our user jdoe decides to add a bibliographic entry and has downloaded the paper as paper1.pdf. These are the steps he would need to take:
Our friend would copy over this paper paper1.pdf to /proj/papers/jdoe/paper1.pdf. Create a link in the bibliographic entry to the paper as http://www.ee.columbia.edu/dvmm/papers/jdoe/paper1.pdf. Make sure that the world has "rx" permission on the directory jdoe, and "r" permission on paper1.pdf.
Referencing Bibliographies in Word
Oce Endnote has been installed on your computer, it is very easy to refer to the entries in the DVMM bibliography libraries in word.
Start Endnote from within Word (Tools->Endnote->Goto Endnote). When prompted for a bibliography database to open, give it the name of the appropriate endnote library. (The two libraries are /proj/papers/dvmm.enl and /proj/papers/collection.enl). Note:If UNIX directories are not yet mapped to a PC network drive, you will need to do so before you can open the DVMM Endnote databases. Choose appropriate entries. Insert the selected bibliographic entries (Tools->Endnote->Insert Selected Citations). The style of the Bibliographic entries and the reference can be easily changed if needed also. Please refer to the tutorial for these details.
Finding Bibliographies on the Web
When referencing a paper, creating a list of bibliographies, or downloading papers, it is often convenient to download the bibliographic entries from websites in BibTex format. Here are a few sites that prvide this service.
The Bibliography collection has more than 1.2 million entries, and returns sets of bibliographies in BibTeX format in response to queries Citeseer is an excellent collection of papers. Searches return a paper and a bibliography for it in BibTeX format. The Hypertext Bibliography Collection is an ongoing project to collect technical bibliographies in the web.
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Last updated: October 14, 2002.
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Last updated: July 31, 2003.