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Molly Beestrum: Hi I'm Molly Beestrum, education and curriculum librarian at Galter health sciences library, and this is part three of Endnote 20. in part three, will look at how to organize your endnote library.

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Molly Beestrum: Some of the different organizational functions we will look at include creating groups, creating groups sets getting and keeping your unfiled to zero, and why that's important; finding duplicate citations; finding full text and attaching pdfs and sharing your endonote library with other people.

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Molly Beestrum: In an earlier tutorial I did talk about creating groups for organization we'll talk a little bit more about why you would create groups and why you would want to keep your unfiled at zero.

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Molly Beestrum: We currently have a group called influenza and I have seven references in that file and I have 18 total references in my library.

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Molly Beestrum: At this point I want to move some of my additional references into the influenza group because all of the searches that i've done all of the resources that i've imported have had to do with influenza.

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Molly Beestrum: So, since I already have seven references in here, I can click on my unfiled to see the additional 11 references, I can select one of those references.

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Molly Beestrum: Do a control A or command A to select all of them, and just drag them all into my group for influenza.

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Molly Beestrum: let's say know that i'm doing a bigger paper on influenza, so I want to create what's called a Group Set i'm going to right click create group Set and this one's going to be called Influenza Project.

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Molly Beestrum: that's the title of my group, said that i'm going to create some smaller groups that are some groups called first one my background information.

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Molly Beestrum: Number so that these don't go in alphabetical order but rather going numerical order.

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Molly Beestrum: second group.

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Molly Beestrum: Studies.

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Molly Beestrum: My background and I have my studies and then i'm going to have a third group.

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Molly Beestrum: Maybe some.

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Molly Beestrum: references that I have not sure how i'm going to include, but I want to have them included in my project as well.

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Molly Beestrum: So this will just be one example of how you might structure and create a group setting so that you can further organize the references in your library.

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Molly Beestrum: Now any of the references that I have in my influenza group can also be group can also fall under some of those other groups.

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Molly Beestrum: So if I take a look at some of these references and I have my Center for Disease Control and Prevention webpage with influenza at guidelines, I might also want to have that in the background information, so I can highlight that and drag it to background and it'll show up in both locations.

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Molly Beestrum: I it looks like I also may have some studies about the seasonal influenza so I might want to have those in the studies folder and looks like I may have some duplicates so we'll look at how to address the duplicates in a second.

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Molly Beestrum: But first i'm going to take this Keilman article i'm gonna highlight that i'm going to drag that into my studies folder.

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Molly Beestrum: And let's also look at Abdulahi seasonal influenza that during pregnancy also put that into studies.

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Molly Beestrum: So this is just one way that you can keep your references organized and have them assigned to different groups.

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Molly Beestrum: If you're not sure how to use something you might just want to have it in something like a reference group so that you can identify the later where might be useful.

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Molly Beestrum: So, like thing with a square brackets that indicates to me that this may be a translation i'm not sure if i'm actually going to use this i'm just going to highlight this one and drag This is my references folder.

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Molly Beestrum: If I decide that I actually want to use this somewhere else, I can click on references go to the highlighted reference right-click and remove it from that groups that it's not located in that same in that group perhaps where it's not actually relevant.

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Molly Beestrum: So those are just a couple of the different ways that you can organize references within your Endnote library.

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Molly Beestrum: i'm going to give you an example of why you may want to keep your references filed rather than unfiled where you might want to keep them organized into groups or groups so let's say, for example, that I imported some references from [PubMed] i'm going to go back out to [Pubmed].

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Molly Beestrum: So this time i've done a search and note for influenza guidelines for pregnancy, I have 242 results and there's actually quite a few articles here that i'm really interested in so i'm gonna go ahead and click and check into some of these different boxes.

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Molly Beestrum: Great so now i've made some selections i'm going to go back up to the top click send to citation manager and create the file.

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Molly Beestrum: And here's the .nbib be file that i'm going to download.

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Molly Beestrum: So those are not imported into my references now automatically have those seven references in my library and now up to 25.

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Molly Beestrum: If I realized Oh, these are all about influenza and guidelines for pregnancy these aren't just about that influenza in general.

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Molly Beestrum: I cannot differentiate between the articles that have to do with influenza and pregnancy and the ones that just have to do with influenza the guidelines.

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Molly Beestrum: It makes it a lot easier for me if I inadvertently download articles without thinking about how to organize them ahead of time, I will not be able to tell the difference between those two topics so i'm going to create a new group under influenza.

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Molly Beestrum: Like all of these articles, but I just imported and drag them into the pregnancy folder.

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Molly Beestrum: So this makes it a lot easier to be able to determine if I have a narrower focus in the topic after the importance of references it helps if you have that if you have your set of articles and citations grouped and organized by different groups and different topics that you won't inadvertently.

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Molly Beestrum: Get different references confused with other ones, and this also is just a good practice to have your unfiled zero so let's say that, for example, you were out in PubMed again.

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Molly Beestrum: And you went to do send to citation manager, but you actually accidentally sent all the results so now i've got all the results on that page.

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Molly Beestrum: Oh no I did all the results I have 242 references that I accidentally important.

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Molly Beestrum: That is not what I meant to do so if these were combined with the original 25 articles that I downloaded I would have no idea which articles, I have to touch it to have my library and which ones were the mistake.

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Molly Beestrum: So now i'm going to click on file folder i'm going to highlight all of these, and I can just move them directly to the trash and now I don't have to worry about the article that I downloaded by accident, I could just have to the trash and it's like it never happened.

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Molly Beestrum: Another function that's really useful to know about in endnote is to know how to remove duplicates so since we.

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Molly Beestrum: Export and references from pubmed a couple of different times we may have some duplicates citations in our library.

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Molly Beestrum: This may happen if you are searching across different databases as well, you may come across the same citation multiple times and not realize that you've already recorded it to your I know library, so what we're going to do is go to all references make sure that we are in.

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Molly Beestrum: The group that searching all the citations that you have in your library.

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Molly Beestrum: select one of those references and do a control A to select all of them.

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Molly Beestrum: That go to Library and Find Duplicates.

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Molly Beestrum: And what this will do is bring up a window that will allow you to do a side by side comparison of the references that are appear to be the same, you can go ahead and do this with each reference, but if you have a fairly sizable library of references, this may be a little bit time consuming.

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Molly Beestrum: So you can do, individually or you can go ahead and exit out of that and just go with the duplicates that are identified by Endnote.

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Molly Beestrum: So I know it will compare different fields, usually they're comparing the author field, the title field, the journal title or secondary title, as well as the date field.

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Molly Beestrum: I don't know that that's displaying let's see if I can show this there we go so it'll be looking at those different fields and comparing looking for consistency across those fields in order to identify duplicates.

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Molly Beestrum: The second citation that was added is the one that's highlighted in blue and the original citation has the one that's in white so with the ones that are highlighted to blue color I can just go ahead and drag those to the trash with the assumption that those are in fact duplicates.

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Molly Beestrum: So this means that I won't have multiple instances of the same citation in my my.

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Molly Beestrum: library, so that takes me down to 20 references, I can go ahead and empty the trash probably just a good habit to get into to get rid of everything that's in there and that has removed any of those duplicates from my endnote library.

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Molly Beestrum: Another thing that I might want to do is identify any articles that are available in full text, so this can take a little bit of time i'm just going to select this group that I have for influenza the guidelines for pregnancy.

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Molly Beestrum: To run this example search for finding full text so again i'm going to select this group i'm going to control a select all of the references in the scriptures all six of those references.

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Molly Beestrum: And you go to References Find Full Text and Find Full Text again, and this will run through.

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Molly Beestrum: The resources that northwestern subscribes to and attach pdfs or any articles that we have available.

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Molly Beestrum: In full text, this is not find everything that we have access to at northwestern it's usually about 50 to 60% successful so you may not actually get a whole lot of the full text articles that are available through this method.

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Molly Beestrum: So it's running through that function right now it's searching for the articles, as you can see, does take a little bit of time, even just for six articles.

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Molly Beestrum: But it can do up to 250 full text references, at a time search for 250 time looks like it's still processing to it has found pdfs for three and gone ahead and attach those you can see the paperclip icon icon for the citations that it's located.

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Molly Beestrum: And then, it has not found two so far and it's still searching for one so while it's running through that, let me just show you what that looks like so i'm just going to click on this example the martin's article.

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Molly Beestrum: So you can see, when I highlight that over here in the right hand pane.

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Molly Beestrum: I have that information details again I have that edit ability, so I can go in and make changes if there were an error in any of this information, like if the authors last name was spelled incorrectly or there was a typo, for example in the title field just a possibility.

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Molly Beestrum: I also have the full text available here, I can choose to rename that attachment ran the PDF I can choose to save it, so I could download the PDF I wanted to for my desktop here as well.

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Molly Beestrum: And then I also have that output style.

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Molly Beestrum: So you can see right now it's such to Vancouver style I can change that to analyze them and just see how the publication information would change for the different output styles.

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Molly Beestrum: And if you wanted to see more information, you can actually show that citation preview down, and you can see some more information that's included in the summary view, including the abstract, of the article, for example.

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Molly Beestrum: stuff how you would find full text and let's see that, for example, you wanted to attach a PDF.

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Molly Beestrum: So I actually have a copy of this Meijer article on my desktop is also attached here so probably not the greatest example, but I know that I have this one, so I can highlight that go to References, File Attachments, Attach File and then find that article in the desktop.

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Molly Beestrum: And attach.

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Molly Beestrum: So it actually attaches twice again like I said I already had that one on my desktop so that was just an example that I had but that's how you can attach an example of an article.

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Molly Beestrum: In addition to that you may want to let's go to our full references share your I know library, with a colleague.

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Molly Beestrum: When you share an endnote library, you are sharing a snapshot of your library in time, it is not going to be a dynamic for endnote library.

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Molly Beestrum: But you can share the reference list or share that I know library, with a colleague so you'd want to go to all references control a select all the references go to file compressed library.

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Molly Beestrum: And then we would go ahead and do on with file attachments.

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Molly Beestrum: And we're going to do all the references in the library go ahead and click next and then choose where you want to save that and then save that to my desktop, and this is going to create a file called .enlx

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Molly Beestrum: The .enlx is the particular file type that you need in order to share a library.

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Molly Beestrum: You may recall, at the beginning of the first tutorial so that when you create a new library, it always creates two files, the .enl and the .data file.

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Molly Beestrum: This compressed the files together so that when I share them the person that i'm sharing that with has access to the full library without needing both file versions.

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Molly Beestrum: So that is how you would share in a library, it is not a dynamic library, as I said.

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Molly Beestrum: So, this would just be a snapshot in time there's not a great way to share and references.

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Molly Beestrum: dynamically it's usually best to have one person or to be in charge of the references that are going to be added to a manuscript we can talk a little bit more about output styles and sharing was called a traveling library, if you are collaborating with a manuscript or paper.

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Molly Beestrum: and other people, but just a short way to share an endnote library with somebody is to use that compressed endnote function.

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Molly Beestrum: So this is taking you through a couple of different organizational functions within a note for part four will take a look at how to get these citations into your manuscript in Microsoft word using the Cite While You Write function