EndNote or End Note Web:Application Preference

Use the Application tab to indicate which product to use when you Cite While You Write: EndNote (desktop) or EndNote Web.

To select the appropriate application for Word 2007:
On the EndNote tab, in the Tools group, click Preferences.

1.Click the Application tab.

2.Select the appropriate application:

3.EndNote is your desktop version of EndNote.

4.EndNote Web is the online Web version of EndNote.
If you select EndNote Web, you must also enter your subscription details, which include the appropriate URL, your email address, and your password. You may opt to remember the email and password for future sessions.

EndNote: Author: only the initials of the author appear in the preview and output style

This means that the author information was input incorrectly into the EndNote Library, probably in the unacceptable format of:

  • Cohen L

EndNote will accept either of the following formats:

  • Cohen, L
  • L Cohen

... but not Cohen L

The comma is necessary after Cohen to allow EndNote to identify this as the surname. Otherwise, EndNote interprets L as the surname; hence the odd appearance of the reference in the preview and output styles.

EndNote: Authors: changing the order in output styles

It's possible for anyone to edit output styles. Remember that each output style is just a file. Before beginning to tamper with them, it's crucial to make a copy of the original output style and give it a new name - like Author-Date(My version). Then edit this copy. That way the original output style reminds untouched and still available. Always encourage users to do this, rather than risk ending up with botched files.

  1. To edit a style, within EndNote click on Edit, then Output Styles, then Open Style Manager. Select the style you want to edit - eg, Author-Date(My version) - by highlighting it and then clicking on Edit.
  2. Scroll down to Citations - Author Name. You'll see an example of how the author's names will be presented for the first other and then any subsequent authors. Use the down arrow on the righthand side to select the order you want.
  3. Do the same for Bibliography - Author Names - Editor Names
  4. When you've finished, click on the X to close the edit screen and save as instructed.

EndNote: Bibliographies, free-standing

Sometimes people don't want to create a bibliography at the end of a document. They just want a separate, free-standing bibliography. Here's how to create one:

  1. Open up your EndNote library and highlight the references you want to include in your bibliography
  2. Click on Show selected references from the References menu.
  3. Click on Sort references from the References menu if you wish to change the order in which the references will appear in the bibliography.
  4. Make sure you have chosen the correct Output Style.
  5. From the File menu in EndNote, choose Export.
  6. Give your file a name, and include the correct file extension, eg Bibliography.rtf
  7. Save the file in your user area, hard drive or disk.
  8. Open the file in Word and edit as necessary, changing the font, line spacing, margins etc. as you wish.

It is recommended that when you save the file at point 6 above you choose Rich Text Format and definitely include the file extension as part of the file name.

EndNote: Bibliographies, mixed

Sometimes users will want to have a bibliography including both materials that have been cited in their document and materials that have not been. Here's the recommended method for doing this:

  1. Choose Format Bibliography from the EndNote toolbar.
  2. Select the Instant Formatting tab, click Disable and then OK.
  3. Make sure you have started a new paragraph at the end of your Word document and then select and insert the references you wish to include from your EndNote library. You can select them all at once by holding the Ctrl key down as you click. The citations which appear at the end of the document will look something like this: {Carroll, 1982 #6; Hill, 1975 #9}.
  4. You now edit these citations, deleting the author and year to leave only the EndNote reference numbers {#6; #9}.
  5. Then save the changes to your Word document. Note: This procedure will not work with numbered bibliographic styles.
  6. Choose Format Bibliography from the EndNote toolbar.
  7. Select the Instant Formatting tab, click Enable and then OK.
  8. EndNote will format the bibliography, including the references which you have not cited in the text.
  9. These added citations are not visible, but they are still present in the field codes. Do not delete any blank lines at the end of your document.
  10. You can delete blank lines in a copy of your document from which the field codes have been removed.

You will then need to cut and paste the individual references into the correct location within your bibliography. Taking this approach will allow you to change the output style of the bibliography later, if you want to.

EndNote: Bibliographies, notes in

There are two possibilities, the easiest being to manually edit the bibliography by just typing in the information at the end of each reference - but the problem with this is if you change the output style later, then all these notes will vanish.

The more complicated option is to edit the output style so that the Notes field will be shown in your reference within the bibliography. You'll then need to put any of the information that you want to show as a note into the Notes field.

EndNote: Bibliographies, vanishing

Why, when someone has removed the field codes, do the citations within the Word document remain but the bibliography vanishes?

Instant Formatting has not been enabled on the PC. When your bibliographic records appear in Cite While You Write, these are only temporary - unless Instant Formatting has been enabled. The citations, however, are permanent. When you remove the field codes, your bibliography will disappear so before you do this, you need to format your bibliography.

Instant Formatting does this for you invisibly and seamlessly:

"Instant Formatting actually works as you insert citations, and is enabled when you first start using Cite While You Write. EndNote uses the currently selected style to format citations and update the bibliography each time a citation is inserted. However, if you want to change the style or layout of references, you must use the Format Bibliography command." (EndNote 8 Manual, p. 254)

There is another way of formatting your bibliography but I hope that Instant Formatting will satisfy most requirements.

The manual also points out something that must be done if you're using EndNote with Word XP:

"To use Instant Formatting in Word XP, smart tags must be enabled (they are turned on by default). In Word XP, go to the Tools menu and choose Auto Correct Options. Click on the Smart Tags tab. Select the check box titled Label text with smart tags. In the list of Recognizers, make sure the Cwyw Citation Recognizer is selected." (p. 255)

You may need to have your IS team do this for you, depending on whether administrative rights are needed within your faculty.

EndNote: Bibliographies: creating headed bibliographies in Word

In order to add a heading to a free-standing bibliography in Word using your EndNote library, simply follow these steps:

  • Open the EndNote library from which you wish to produce a headed bibliography.
  • Select the references you wish to include in the bibliography. If you wish to include all of them, go to Edit - Select all.
  • Having selected the references, go back to Edit - Copy formatted references. Don't pick Edit - Copy or do CTRL+C as this seems to mash the references.
  • Open Word and head the document in whichever way you wish.
  • In Word, select Edit - Paste or do CTRL+V and you should be left with your references.

EndNote: Citations (multiple), removing from a document

It is not possible to remove multiple citations to a reference in a Word document in a single action.

The only way of removing all in-text citations which relate to a particular reference would be to use the Tools, EndNote, Unformat Citations option then search for the appropriate temporary citation eg {Smith, 1999 #23} and remove this from your document.

Another option would be to use the Unformat Citations option and then copy and paste all of your text into a new document. If you then delete the reference from EndNote this will flag up all of the instances of that reference in Word and allow you to change it if necessary.

EndNote: Citations (multiple), replacing in a document

It is not possible to replace multiple citations to a reference in a Word document with an alternative reference in a single action.

The workaround would be similar to the procedure for removing multiple citations from a document, by using Word's Find and Replace function to insert the new Author in place of the existing name.

EndNote: Citations, deleting

If you've used Cite While You Write to create a citation within your Word document, you must also use Cite While You Write to edit or delete citations that you've added. Use the Edit Citation(s) option on the EndNote toolbar within Word. Highlight the citation you wish to remove, then click on Remove and OK.

This is crucial. If instead you use the Delete button on your keyboard, your EndNote document may be corrupted.

EndNote: Citations in Word not following style guide formatting

As you insert citations, EndNote uses the currently selected style to format citations and update the bibliography. If the citations are not being formatted, Instant Formatting is disabled. To enable Instant Formatting:

  1. On the EndNote tab, in the Bibliography group, click the bottom corner arrow.
  2. Click the Instant Formatting tab.
  3. Click Turn On or Turn Off to toggle Instant Formatting.

EndNote: Compatibility with other Word Processors, in particular Open Office

EndNote can be used with other Word Processors eg OpenOffice, however the Cite While You Write toolbar is unique to Microsoft Word. The instructions for OpenOffice are as follows:

EndNote Desktop & OpenOffice

  1. When composing your document in OpenOffice, ensure that EndNote is open.
  2. When you wish to insert a citation, toggle to EndNote and highlight the reference you wish to use.
  3. Click on Edit, Copy in EndNote and then toggle to OpenOffice and click on Edit, Paste.
  4. The citation will appear in your text as {Smith, 1999 #23} or similar.
  5. When you have finished writing and inserting citations into your document, you need to save the OpenOffice document as a .RTF file.
  6. In EndNote, you can then use the Tools, Format Paper option to transform the .RTF file into a properly formatted document (with in-text citation and a full bibliography) using any of the supplied output styles.

NB There is further information regarding the use of Format Paper in the EndNote help file. EndNote X1 and X2 can read ODT files negating the need to use .RTF as the file format.

EndNote: Compatibility with Unix and Linux

Currently EndNote is only compatible with Windows and Macintosh machines. There are some users who have managed to run EndNote via emulators on other platforms however this is not officially supported.

EndNote: CWYW toolbar missing

This is a very common problem when EndNote is first downloaded to a PC and the (lengthy!) answer can be found on the FAQ page of the EndNote website . You'll need someone with full administrative rights to the PC (eg your local IST) to do this for you.

EndNote: Dragon Naturally Speaking

EndNote and Dragon Naturally Speaking can be used together. Their compatibility was tested on a Windows XP Professional, Pentium 4 running 768MB Ram. The software was EndNote 7 and Dragon Naturally Speaking 6.0 Standard. Using the voice recognition software in Normal mode (which allows both dictation and menu commands to be recognised) you can insert citations into Microsoft Word, utilise the EndNote menus from within the EndNote package and dictate normally into Microsoft Word. As Dragon Naturally Speaking uses the active window in which to either enter text or recognise menu commands, it is important to note which window is active when you are dictating.

One of the limitations is that when searching for a reference in a Library you can jump between references by saying the surname of the author, however if there are a number of authors with the same surname eg Smith or Jones then it is not possible to specify Smith 2003 or Jones 2000, instead you have to manually move the highlight to the appropriate reference and select it. This problem presents itself both in the main EndNote library window and within Microsoft Word when you use the integrated EndNote toolbar to search for References.

EndNote: Field codes (unwanted) showing in Word document

The Citation in my Word Document now starts with{< ADDIN EN.CITE<EndNote>...}and loads of other gibberish.

The information displayed is the Field Code. If you place your cursor over a citation and right-click your mouse you should get an option to Toggle Field Codes. This should make it revert back.

Alternatively, if this is affecting lots of citations, go to Tools in Word, select Options then View. Make sure that the box beside Field Codes is unchecked.

EndNote: Field codes: how to remove

Publishers usually demand that you remove field codes from your document and you should also do this if you plan to share the document in electronic format with others.

"To remove field codes and save the formatted citations and bibliography as text:

  1. Open your formatted Word document. If you are working with Master and Subdocuments, work with copies of your documents.
  2. From the Tools > EndNote 6 menu in Word, select Remove Field Codes.
  3. Single document: In Word's Save As dialog, type a new name for a copy of your document and click OK.
    Master and Subdocuments: You will be advised to first manually make a copy of the master and subdocuments. If you are already working with copies, click OK.

Word saves your document without embedded formatting codes, so you can submit your paper to a publisher.

Note: This copy does not contain Cite While You Write field codes, so you cannot reformat with Cite While You Write or generate a figure list. To reformat, start with the original document, which retains field codes."

The 9th icon (from the left) on the EndNote toolbar within Word will do the same.

EndNote: Fields missing in reference types (eg Images and Captions)

You may find that the Images and Captions fields mentioned on in the EndNote 8 manual on page 34 didn't appear among the available fields when you try to insert a new reference into your library.

Luckily, the solution is very easy and can be found on p. 363 of the manual - under To add a field to a reference type.

It seems that Images and Captions aren't automatically added as fields in order to save space. And you have the option of adding them to all types of references, or just particular types (eg Journal articles).

EndNote: Fields: searching for blank fields

  • Within EndNote, click on References, then on Search References.
  • Leave the Search term blank, choose the desired field from the Field list, and choose Is as the comparison operator.
  • Click Search and EndNote finds references in which the chosen field is blank.

EndNote: Footnotes: how to create footnotes

NB Creating footnotes is only possible with styles that are formatted for footnotes.

Procedure:

  1. Open a Word document.
  2. Open your EndNote library that contains the references that you will be citing in your paper.
  3. Place your cursor at the point in the text of your Word document where you want to insert your citation.
  4. In Word, go to Insert, and from the dropdown menu, choose Reference then Footnote. This will place a superscript number into your text, as well as bumping your cursor down to the corresponding number in the footnote section that has just been created.
  5. Here, in the footnote section, you will now insert your citation(s) from the EndNote library. If you have the Cite-While-You-Write feature on, with the style set to [for example] Chicago Style 14th A, then EndNote will automatically produce both the footnote list at the end of the page, as well as the ready formatted Reference List at the end of the text in your document. This alphabetical reference list may later be transferred to the last page of your document.

"Setting your style is achieved by going into the EndNote program, clicking on File/Output Styles/Open Style Manager, and then scrolling down the list to Chicago 14th A. Check the box on the left. Chicago 14th A will now appear in the drop down list when you format your bibliography."