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How to Transfer References From a Database to EndNote

You can take an existing database and export it to a file in a form which
EndNote can import, using the ProCite format.  The following example is for
Mac (tab-delimited format) and journal articles only.  For information on
the codes and fields you need to create in order to to move other reference
types, such as books, see the EndNote manual.  The process explained below
provides an example, which you can modify according to the reference type.

Your database journal articles should have the following kinds of fields:

Author                    Notes
Title                     Abstract
Journal                   Keywords
Year                      Code
Volume                    Dummy Field 1
Issue Number              Dummy Field 2
Pages

This kind of structure is the only one that will import correctly.  The
names and order don't matter, but the information must structured like this,
and you may have to change your database to conform to it.

For purposes of exporting to EndNote, you have to have the two dummy fields
and the Code field.  The dummy fields will allow you to set up a file with
the correct number of fields for EndNote to import, so don't put any data in
them.  Use your database program to put "@D" in the Code field of all your
records..

You will need to separate authors and editors with two slashes, being sure
to leave no spaces.  For example, authors should look like this: Jones,
C.R.//Smith, A.J.  All other fields will be imported as straight text.  In
the journal article example, all journal titles will be imported into the
Journal field.

When you are ready to export, tell your database program to use a
"tab-delimited format", with the fields in the following order:

Code
Author
Title
Journal
Year
Volume
Issue Number
Pages
Dummy Field 1
Notes
Abstract
Dummy Field 2
Keywords

Database programs have various ways of choosing the fields and order to
export.  Please consult your manual for more information.

If you open the file from a word processor, it will look like this:

@D->Argus, M.V.->Stratigraphic excavation techniques for paleontologists->J.
Paleont.->1984->17->->119-127->->->->->
@D->Argus, M.V->New paleontological excavation techniques ->J.JPaleont.
->1986->19->->234-237->->->->->
@D->Billoski, T.V.->A stochastic model of the predator-prey ratio in late
jurassic Asia->Paleontology->1988->8->->19-20->->->->->

[In this case, -> (arrow) stands for a tab.  You can tell your word
processor to show "markers" or "invisibles", to see the tabs.]

If you make any changes in the word processor, "Save As" a Text file,
because EndNote only imports Text files.

Open the EndNote application, and a new library, so you can check the new
entries.  Then choose "Import" from the "File" menu. Select the "ProCite"
format, and the file you just output from your database, and EndNote should
import your references. Check the imported refrerences to make sure all is
well before copying them into your main library.


Yours,

Avi Rappoport
Niles & Associates, Inc.  2000 Hearst, Berkeley CA 94790
nilesinc@well.sf.ca.us    (510) 649-8176, fax +1 510 649-8179