Expert Research Tip: PDFs & EndNote

It feels like I've been focusing a lot on EndNote lately, but that's because 1) a new version (with some of the expected bugs) was just released and 2) it's still the beginning of the semester, which means that a larger than usual number of people are experimenting with it.  There are a lot of "insider" tips that can help you use EndNote efficiently, and one of those is:

Import PDFs, or entire folders of PDFs, into EndNote to automatically generate entire references.


Now, like all other EndNote functions, the "import PDF/PDF folders" option doesn't work right 100% of the time.  Nevertheless, utilizing this EndNote X4 feature can save you a lot of time, energy, and frustration.  Basically, if you already have a PDF or a folder of PDFs that you would like to add to your EndNote library, you should be able to generate an entire reference, with the PDF attached, by following these steps:

1) Open the EndNote library you'd like to add to
2) Go to the Import option (located in the File menu)
3) Select  the correct option (File or Folder)
4) Make sure the Import Option box has the "PDF" option as the drop-down selection
5) Navigate to the file or folder you'd like to import using the "Choose" option
6) Select the file or folder you'd like to import, then click "Import"
7) Voila!  The file/folder you've selected should now be in your selected EndNote library.

There are a few things that are helpful to keep in mind about using this method.  EndNote uses crossref.org to pull metadata (basic information about a document, in this case, the DOI or "digital object identifier") from the PDF to fill out the reference information.  This means that the PDF must be created by the publisher AND be entered into the crossref.org database.  If not, then the PDF will still be added to your EndNote library, but without any of the related information (i.e., without the author, title, journal title, dates).

There are a few good tutorials that discuss using this method of importing references.  First of all, EndNote released a "What's New in EndNote X4" tutorial that is very helpful.  Go to minute 1:06 of this video for detailed instructions about importing a PDF (or folder of PDFs) into EndNote:



Next, I would recommend checking out this text (and image) based guide from Northwestern University Libraries:  http://libguides.northwestern.edu/content.php?pid=26823&sid=1137823.

And, you can always search the EndNote help files (the "Help" menu at the top toolbar when you open EndNote) for information about this option.  Simply go to "Help" and then select "Search for help on..." and then type in "Import PDF folder."

Questions?  As always, just ask me!