EndNote for Scientists
Searching and Downloading Citations from Remote Databases Using EndNote

Return to the EndNote for Scientists Home Page (URL: http://www.ppath.cas.psu.edu/LIBRARY/WritingandCitationGuideEndnoteHome.htm)

Introduction to EndNote Connection Files

Connection Files

A connection file contains all the information necessary to directly connect to, search, and import references to your personal EndNote library from a online library catalog or remote database. Each connection file represents a different catalog or database.

EndNote comes with numerous reconfigured connection files. Check the EndNote web site for an updated list of connection files.

Connecting Directly to Online Catalogs and Databases Using EndNote Connection Files

A number of U.S. and foreign library catalogs are accessible using EndNote connection files. However, only a few selected databases listed on the Penn State University Libraries' E-Resource List (A-Z) are accessible using EndNote connection files. These databases include:

• The CAT, Penn State University Libraries' online catalog
• The Library of Congress online catalog - Connection name: Library of Congress
• The National Agricultural Library's (NAL) catalog (aka AGRICOLA) - Connection name: National Agricultural Library. Note: Only books can be searched using this connection file. See below for Instructions on searching and importing journal article citations using EndNote.

1. If you connect to the Internet through a telephone modem, start your service prior to establishing an EndNote Connection.
   
2. Open your EndNote program.
   
3. In EndNote go to Tools>> Online Search>> New Search. Select the connection file for the database that you want to search.
   
4. Click Choose. EndNote will connect to the database. A search window will appear.

Figure 1. Connecting to Remote Database Using EndNote

Figure 2. EndNote Search Window

Example:

To connect to the CAT: Select the connection PennsylvaniaState_U_E-CAT from EndNote's menu.

Searching a Library Catalog or Database Using an EndNote Connection File

To search a remote library catalog or database using an EndNote connection file:

1. Enter search terms in the EndNote search window. Select the field that you wish to search from the drop down list (e.g., Any Field, Author, Title, etc.). Click on the Add Field button at the bottom of the search window to add additional search fields.
   
2. Click on Search.
   
3. EndNote displays a results window listing the number of references found.
   
4. You can accept all references by clicking OK or you can limit the the number of entries by typing over the reference numbers.

Selecting and Saving Citations To Your EndNote Library

To select and save citations from a library catalog or database to your EndNote library:

1. Select the citations that you want to save to your EndNote library by holding down the CTRL key while you single click on each of the citations that you wish to save.
   
2. Click on the button in the top right corner of the results list that reads: Copy [X] citations to:
   
3. Select the library that you wish to copy the citations to. The citations are automatically copied into your library.

Searching and Downloading Citations from Databases That You Cannot Connect to Using EndNote Connection Files

1. Access the database from the E-Resource List (A-Z)
2. Search and mark the records that you want to add to your EndNote library.
3. Import the records to your EndNote library. EndNote filters and custom settings are required to successfully import the information. Full instructions are given below.

Note: Selected E-Resource databases do not provide the ability to mark and save records. Citations found in these must be manually entered into your EndNote library.

Also, some databases on the E-Resource List (A-Z) are available to all users and others are restricted to people using a psu.edu connection. The Libraries' Remote Database Access page provides a list of database resources and connection restrictions.

EndNote Import Filters and Importing Citations into EndNote From E-Resource Databases

You can import marked citations into EndNote from many database resources available through Penn State University Libraries' E-Resource List (A-Z).

To do this you must gather the following information from both the database and EndNote to determine how to accomplish the export/import.

• Information Needed About the Database
• Database Provider: Click on the database link from the E-Resource List (A-Z). Examine the information on the welcome screen. Look for corporate logos or other information that will tell you who the provider of the information is. Each provider formats exported data files somewhat differently. EndNote's filters are configured to match the format that the database provider uses and therefore it is vital to identify the database provider and to match it with the correct EndNote filter.

Example:
The University Libraries' provider for GeoRef is CSA.
EndNote provides six different filters for GeoRef : (GeoRef (CDL), GeoRef (CSA), GeoRef (FOLIO), GeoRef (SP), GeoRef (STN), GeoRef file 89.)
Only the GeoRef (CSA) filter will work correctly for Penn State researchers because the our provider for GeoRef is CSA.

• Database Export Features: Look for help resources in the database or for explanations on exporting information from the database. Ideally the database provider has included an option for export as an EndNote or reference manager style (ISI and OCLC are examples of database providers with this feature).


• Information Needed From EndNote
  
  • EndNote Filter/Import Instructions: Import filters are the files used by EndNote to transfer information previously downloaded from an online database into an EndNote library.

  Check to see if there is an EndNote import filter that matches the database and provider. If so, specific instructions for exporting information from the database are provided in the EndNote filter description. To view the instructions:

1. Open EndNote, go to Edit >> Import Filters >> Open Filter Manager .
2. See if the database that you are working with is listed with the provider that you found when you examined the database from the E-Resource List (A-Z).
3. Click on the database name in the filter manager.
4. Export/Import instructions appear at the bottom of the filter manager window (Mac - click on More Info).

Note: Instructions are not provided for databases that provide EndNote format or reference manager export format. It is assumed that EndNote Import or Reference Manger (RIS) filters will be used. These filters are preconfigured in the import option list in EndNote.

• EndNote Filter Available as a Download?
  Search EndNote's Import Filters to find a filter that matches the database/provider combination you are using. Place any filters that you download into Filters folder within the EndNote Filters directory on your computer. Note: You cannot download and load filters in Penn State labs.
  

• No EndNote Filter Available?
  If your database does not have an EndNote filter check to see if there are any filters provided for the same database provider and for a database with similar content (e.g., a science topic). Often a close match will work well.

1. Search and mark records in an E-Resource database.
2. Save/export your marked records according to the database and EndNote instructions. Note: The EndNote software is not needed for steps 1-2. You can search, export and save citations from E-Resource databases at any computer that allows access to the E-Resource databases and has the capability to save files to personal network space or to a disk.
3. Open your EndNote library or create a new library.
4. In EndNote go to Edit >> Import Filters >> Open Filter Manager.
5. Click in the checkbox of the appropriate Import Filter to add it to your Import Option list (Mac - click in Favorites Column). Close this window.
6. In EndNote go to File >> Import.
7. Select the appropriate Import Filter from the Import Option dropdown list (all items that you checked in the Filter Manager are available in this dropdown list).
8. Click on Choose File and select the file that you saved from the database.
9. Click on Open.
10. Click on Import .
11. Your marked records should now be available in your EndNote library!
    Note: After import, the imported records appear in a separate library window. You must click on References, Show All References to see your entire EndNote library

Example: Importing Data into an EndNote Library

1. Select "Environmental Sciences" from the E-Resource List (A - Z). Click on the "Go There" button.
2. Read the database welcome screen. Note: CSA Internet Database Service at the top of the screen. This is the information provider.
3. Select the database Environmental Sciences and Pollution Mgmt
4. Before you perform your search, look for an EndNote filter for this database/provider. ( Edit >> Import Filters >> Open Filter Manager.) Check "Environmental SCI (CSA)". See the instructions in the Comments area. Close the filter manager.
5. In your Web browser, search and mark your record(s) in the database.
6. Follow the EndNote instructions for export. In this case you will...
   1. Click on the Save/Print/Email button.
   2. Select the following settings:
      Records: select "Use XX Marked Records" or "Use Records from Current Database" - ('XX' will reflect the number of records you've marked, the "...from Current Database setting will retrieve ALL records in the result set).
      
      Record Format: Complete Record (actually reads - "Show" and you should select "full record" from the drop list).
      
      Save File Format: PC or MAC (as appropriate)
      
   • Click the Save button. Your web browser will ask you where to save the file. If your web browser gives you the option to save in different file formats, be sure to save as Text Only (*.txt) file.
     Note: You may change the file name but do not change the extension
     e.g.) csaAAAaaAnza .txt (example default name) could be changed to myrecords. txt once you see the Windows Save as dialog box.
7. In EndNote, click on File >> Import. Select the filter: Environmental Sci (CSA) from the dropdown list.
8. Click on Choose File and select the file that you saved from the database (csaAAAaaAnza.bin)
9. Click on Open.
10. Click on Import.

Example: Downloading an EndNote Filter for America: History and Life

America: History and Life is a database available via Penn State University Libraries' E-Resource List. Two databases, America: History and Life and Historical Abstracts, are accessible from this site.

1. The filter for America: History and Life is available from EndNote's Import Filters page on the EndNote website. Go to this page and download the filter for this database.
2. When saving the file(s), place them in the Filters folder within the EndNote directory on your computer.
3. Go to the Filter Manager and select the Amer Hist Life(abc-clio) filter. Select "About this filter" to get instructions for saving records from the database.
4. Go back to the database in E-Resources, mark and save and export your records as instructed.

Examples of Other Situations

Databases that Do not Allow You to Save Records:
Some databases allow you to create a collection of citations but will not allow you to save or export the citations. In these instances, you must enter citations manually into EndNote.
Examples: AIP and APS E-Journals.

Databases That Do Not Allow You to Mark Records:
Some databases do not allow you to mark records. In these instances, you must enter citations manually into EndNote.
Examples: American Mathematical Society journals.

Notes on Filters for Use with Selected Databases Available Via the E-Resource List (A-Z)

EndNote for Scientists Seminar Instructor:

Marsha Ann Tate
Dept. of Plant Pathology Librarian
Hildebrandt Library
222 Buckhout Laboratory
Phone: 814-865-7736
Email: mat1@psu.edu

This handout has been adapted, with permission, from the Pennsylvania State University Libraries handout EndNote 8 & Penn State Library Resources, http://www.libraries.psu.edu/itech/endnote/default.htm