EndNote: Frequently Asked Questions (FAQs) at UMelb

• How can I get the EndNote commands to appear in my MS Word toolbar?
• How do I turn off "Instant Formatting"?
• How can I deal with journal title abbreviations in EndNote? (Medicine, Biosciences, Chemistry, Classics & Ancient History)
• How do I edit Endnote citations inserted in myWord document?
• How do I edit the EndNote bibliography layout in my Word document?
• Why am I seeing strange codes instead of regular EndNote citations in my Word document?
• How can I use footnotes in EndNote?
• How do I put page numbers into my footnotes using EndNote?
• Can I import a bibliography created with Word into EndNote?
• Can I import a bibliography created with Excel into EndNote?
• How do I merge multiple EndNote libraries?
• How do I enter special characters into EndNote references?
• How do I 'fix' the Harvard style that comes with EndNote as it doesn't suit my department's requirements? (or any other style?)
• How do I edit Harvard style to add article title to journal article citations? (EndNote 7)
• How do I edit Harvard style to add a reference type for electronic resources? (EndNote 7)
• How do I enter multi-word author names in EndNote?
• Can I transfer data from Filemaker Pro into EndNote?
• How can I print out my Endnote Library?
• Has anyone done a comparison with EndNote and other reference management software?
• How do I download references from databases?
• How can I sort my EndNote Bibliography by Source ? (e.g. primary and secondary sources)
• more FAQs: www.endnote.com

How can I get the EndNote commands to appear in my MS Word toolbar?

It is sometimes necessary to manually install the EndNote Cite While You Write (CWYW) tools into Word in order to get the programs to work together. The EndNote support website has instructions on manually installing the tools into Microsoft Word.

Journal Title Abbreviations & EndNote

EndNote can cope with the problem of journal abbreviations by means of its term lists in which the user can store both the full titles of journals and the corresponding abbreviations. It is possible to import ready-made term lists into your EndNote library.

Staff at the University of Queensland Library have produced journal terms lists for Medicine (Index Medicus/PubMed/Medline abbreviations), Biosciences (BIOSIS abbreviations), Chemistry (Chemical Abstracts Service Source Index (CASSI) abbreviations) and Classics and Ancient History ( L'Année philologique abbreviations).

http://www.library.uq.edu.au/faqs/endnote/journal_terms.html

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Editing Endnote citations inserted in your Word document

It is not possible to edit Endnote citations inserted into your Word document directly using Word. As you have may have discovered these direct edits via Word are lost each time EndNote formats the bibliography. However it is possible to edit your citations via Endnote's Edit Citation(s) function.

Formatted Citations e.g. (Coles, 2005)

If your citations are formatted, e.g. (Coles, 2005), use the Edit Citation (s) button/command. These are the steps:  

• In the Word document click on the citation to which you wish to alter (it becomes highlighted) . Right mouse clicking will also display this option.
• Click on the Edit Citation(s) button on the Endnote toolbar to display the EndNote Edit Citation dialog box. If you are not sure which button, slowly scroll over the Endnote toolbar to see button descriptions.
• EndNote Edit Citation options – make sure the appropriate citation is selected in the list at the left of the dialog box, and make the following change to the highlighted citation
• Prefix: Use the Prefix field to enter text to be displayed immediately before the citation text. e.g. Johnston (as cited in Coles, 2005)
• Suffix: Use the Suffix field for page numbers, e.g. (Coles, 2005, p.45)
• Pages: The Pages field does not work for many styles as it does not display numbers, so use Suffix.
• Exclude Author: tick this box to omit the author name from the formatted citation. e.g. Coles (2005). Type Coles into the document, insert the citation (Coles , 2005) then click on the Endnote Edit Citation button and tick the Exclude Author box. This will remove Coles from within the brackets, but will leave the reference intact in the Reference List.
• Exclude Year: tick this box to omit the date from the formatted citation.

Unformatted Citations e.g. {Wang, 2005 #11}

If your citations are unformatted, e.g.{Wang, 2005 #11} they may be simply edited by typing or removing text inside the citation markers. Some examples are shown below:

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Editing the bibliography layout in your Word document

To edit the layout of the Endnote bibliography inserted into your Word document, click on the Format Bibliography button on the Endnote toolbar, and select the Layout tab.

Options include:

• font & font size,
• indents,
• line spacing,
• spacing between bibliography entries,
• title

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Strange codes instead of regular citations are appearing in Word

If strange codes such as {ADDIN EN.CITE CITE <EndNote><Cite><Year>...........}are appearing in your Word document instead of regular citations, it is because you are seeing the hidden field codes in Word. This is the hidden code that EndNote uses to hold the reference information for your formatted citations. To fix the problem:

Windows:

• In Word, go to the Tools menu, and select Options
• On the View tab, uncheck the box named Field codes
• Click OK
• (or use the Alt + F9 key combination shortcut)
• The document should now appear normal.

Mac:

• In Word, go to the Word menu, and select Preferences
• On the View menu, uncheck the box named Field codes
• Click OK
• The document should now appear normal.

Note: This setting is a universal setting for Word, so making this change should fix any documents that are currently displaying the field codes.

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Footnotes and EndNote

It's possible to create footnotes in a paper and to use EndNote to include citations in the footnotes and create a bibliography - if the EndNote Output Style you are using is configured to support footnotes. The University of Queenland Library provides useful information regarding EndNote and the use of footnotes, and has writtten detailed guides and output styles for several widely used footnote styles.

http://www.library.uq.edu.au/faqs/endnote/footnote.html

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How do I put page numbers into my footnotes using EndNote?

To insert specific page numbers in Chicago 15A footnotes:

• To include specific page numbers for a reference in a footnote, highlight the citation and select the Edit Citation(s) command from the EndNote toolbar.
• The EndNote Edit Citation dialogue box should open. In the box labelled Suffix type @ followed by the page number(s), e.g @ 567-569 (note: the Pages field does not seem to work for some styles)
• Note: correct format of page numbers - check with your Dept. or supervisor for their requirements, however generally pages are referred to by number alone; the abbreviations p. and pp. are not be used.
• Click on the OK button.
• Note that the specific page numbers will not appear in the bibliography at the end of the document.

These instructions will only work if the EndNote output style is configured to cope with "Cited Pages". Chicago 15A is configured to work this way. Most EndNote output styles that provide for specific footnote formatting are also configured in this way.

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Can I import a bibliography created with Word into EndNote?

EndNote can import text files that are in a tagged data format, as well as tab-delimited files that are in the exact right format.

It is possible but fiddly to convert an existing text file into a tagged data file for importing into EndNote using a filter. However the process is difficult and may take more time than finding another source for the references, or even copying and pasting the text into new references by hand. Technical Support staff from EndNote.com suggest that you read the chapter on Filters in the EndNote manual (chapter 16). The manual comes loaded with Endnote - on a PC it can found via Start> Programs> Endnote> EndNote Manual.

http://www.endnote.com/support/faqs/Import/faq8.asp

Additionally the following two page PDF guide written by staff at Goldsmiths College part of the University of London, may be useful:

http://homepages.gold.ac.uk/duncan/biblio/importing-wp-biblio.pdf

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Can I import a bibliography created with Excel into EndNote?

The University of Technology Sydney (UTS) Library provides step-by-step instructions on how to transfer references into EndNote from an Excel spreadsheet.

http://www.lib.uts.edu.au/information/endnote/faq.html#excel

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Merging multiple Endnote libraries

There are two ways to merge Endnote libraries:
1) Copy, or drag & drop references from one library to another; or
2) Import one library into another.

Any time you add references to a library, the newly added references are assigned new record numbers in the order that they are added to the library. This means that a reference that was #23 in a smaller library, could become #600 in a larger library. As a result, you cannot use the larger, merged library to format papers that have citations with the older record numbers.

1) Copy, or drag & drop references from one library to another

To use this option, open all relevant Endnote libraries. In Endnote select "Tile" from the "Window" menu. This should display all open libraries in the one window.

Copying References in Libraries

• You can use the Copy and Paste commands in the Edit menu to transfer references.
• Select the references that you want to copy and choose Copy (CTRL+C) from the Edit menu.
• Then click into the new library location and choose Paste (CTRL+V).

Using Drag & Drop

• To copy specific references from one library to another, simply select them in one library (hold down the CTRL key to select nonconsecutive references; use the SHIFT key to select a range), click on any part of the selection and use the mouse to drag the selection to another library. The selected references are copied to the library where they were “dropped.”

2) Importing EndNote Libraries

• To import one EndNote library into another, use the Import command from the File menu.
• Choose the EndNote Library import option and be sure to pick the appropriate “Duplicates” setting.
• The advantage of using the Import command over the other two methods mentioned above is its ability to filter out duplicate references.
• Importing from Open Libraries. You can import references from a library that is currently open in EndNote. When EndNote imports from a currently open library, it imports only those references “showing” in the Library window. For example, if the library says, “Showing 10 out of 200 references,” EndNote imports only 10 references. If the library you are importing is locked or in “Read-Only” mode, all references are imported regardless of what is currently showing.

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Entering Special Characters into Endnote References

EndNote references can include special characters, including characters with diacritics, and Greek, mathematical, and
typographical symbols. Diacritical characters are a part of standard Windows fonts, while most symbols can be entered in the Symbol font.

Which version of Endnote are you using? The different versions of EndNote handle special characters differently..

EndNote X
EndNote X uses Unicode to encode special characters, so that data can be easily translated between platforms, programs, and languages. EndNote uses the default language setting set by your operating system. If the characters you wish to use require installing a different language pack, see the section below: Displaying Extended/Special Characters.

Special characters can be entered into EndNote using any of these text-entry methods:

• Type the character on the keyboard (if the character is part of the language supported by the keyboard).
• Copy the character from another Windows program, and paste it into your EndNote library.
• Use the Character Map program supplied with Windows for this purpose.

Diacritical characters can be entered into EndNote references and into EndNote Term Lists. If you frequently use certain diacritical characters, or words that include diacritical characters, you can store them in a term list and then choose them from the list when entering references.

Displaying Extended/Special Characters
Importing Unicode Characters
When you are copying text from the Web, or viewing an HTML document exported from EndNote, set encoding to Unicode (UTF-8). To do this in Internet Explorer, go to the View menu and choose Encoding. If the encoding information in the import file is not recognized, no records will be imported into EndNote. If the encoding is recognized, but is incorrect for translation from the source program, Unicode characters will be corrupted during the Import operation.

Displaying Unicode Characters in EndNote
EndNote uses Unicode to encode special characters. If characters do not appear as they should in EndNote, you may need to change your display font. Some fonts do not include certain characters (you may see boxes rather than text). From the Edit menu, choose Preferences and click the Display Fonts option. Use a Unicode font as the display font, to display the majority of Unicode characters. [information taken from online help within EndNote X.02]

EndNote 7
If you are using Endnote 7, this version copes with some special characters however using ANSI format, not uni-code like Endnote X. Please refer to the Endnote 7 manual or use the online help within Endnote - search for "special characters."

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How do I fix the Harvard style that comes with EndNote as it doesn't suit my department's requirements? (or any other style?)

EndNote X comes with 2500+ Output Styles. Styles are files that are used to control the appearance of references in citations and in a bibliography. The name of the style usually refers to the journal or publisher that has defined the bibliographic format. EndNote styles can be modified, and new styles can be created using the Style Editor in EndNote.

We recommend that you do not use the Harvard output style supplied with the EndNote software. There are many interpretations of the Harvard Style, however the Harvard style supplied with EndNote will not generally suit departmental requirements at the university. Harvard in EndNote X.02 displays the author names in capital letters. In Endnote 7, the Harvard style does not display journal article title. However it is possible to modify the existing Harvard style in either version of EndNote, or to import an amended Harvard Style.

Editing of EndNote's Harvard style usually required:

• EndNote X
  Problem: Author names are displayed in all uppercase letters in the bibliography.
  Solution: Edit Output Style - Bibliography - Author names - Name Format (It is set to All Uppercase – change to ‘As Is'....note: you will need to enter all Author names with correct capitalisation)
  
• EndNote 7
  Problem: Journal entries in bibliography do not include article title name
  Solution: Edit Output Style - Bibliography - edit Templates and add journal article field to template – click on Journal Article, insert your cursor in the correct position and click on the Insert Field button and insert title.

To Edit Harvard Style in EndNote

• With Harvard as the selected output style in EndNote, go to the Edit menu, choose Output Styles and then choose 'Edit Harvard'.
• Do NOT make any changes before copying and renaming the original Harvard style, e.g. Harvard2 or Harvard_amended.
• Return to the Edit menu, choose Output Styles and then choose 'Edit Harvard_new style name'

The Style Window

• After choosing the option to edit an existing style, EndNote opens the Style window.
• All of the different options for editing a style are listed on the left side of the Style window.
• The first four items About This Style, Anonymous Works, Page Numbers, and Journal Names apply to citations, bibliographies, and citations in footnotes. The rest of the options in the Style window are grouped under one of four headings:
  • Citations: These items apply only to citations in the body of the text.
  • Bibliographies: These items apply to the bibliography that EndNote creates when you format a paper. These settings are also used with the Export, Print, Copy Formatted, and Preview options.
  • Footnotes: These items apply to citations that have been inserted into the footnotes or endnotes in a word processing document. (You must first create the footnotes in your word processor, and then insert EndNote citations into them.)
  • Figures and Tables: These items apply o EndNote figures and tables that have been inserted into a Microsoft Word document.
• Common editing of the Harvard style required :
  • EndNote X - Bibliography - edit Author names, Name Format is set to All Uppercase – change to ‘As Is'
  • EndNote 7 – Bibliography - edit Templates – to add journal article title – click on Journal Article, insert your cursor in the correct position and click on the Insert Field button and insert title.

When you make changes upon closing the window you will be prompted to save.

Style Templates

• The Citation, Bibliography, and Footnote sections of the style all have a Template panel and other options for fine tuning the style. The Templates panels are the major component of the styles. They include the field names and punctuation organized in the way EndNote should format the references for that particular style. The templates look like citations or bibliography entries, except that field names are used in place of the actual data. During the formatting process, EndNote replaces the field names with the corresponding information from the references.

Other Style Options

• Under each heading in the Style window (Citations, Bibliography, and Footnotes) there are a series of options for how to fine-tune the formatted references in citations, bibliographies, or footnotes. Many of these options are repeated for the three sections (such as the settings that determine how author names are treated), because each of these three areas of the document might require a slightly different format.

Import an amended Harvard Style file into your EndNote Library

It is also possible to locate an amended Harvard Style file and import it into your EndNote library. The staff at the University of Queensland library have written a number of amended EndNote styles, including revised Harvard output styles which based on the 6th edition of the "Style Manual for Authors, Editors and Printers" formerly published by AGPS. It is possible to download the file into the Styles folder of your EndNote program. Usually this will be C:\Program Files\EndNote\Styles\.

http://www.library.uq.edu.au/endnote/styles.html

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Harvard style: add article title to journal article citations

Open Style Manager
(File menu > open Output Styles > select Open Style Manager)

At the Style Manager Dialog Box...

1. Select Harvard style
2. Click on Edit:
   

At the Edit Dialog Box...

1. Click on the Templates option of Bibliography.
   There are five template options one of which is Journal Article
2. Insert "Title" into journal template:
   1. Select Journal Article
   2. Place cursor in text after (Year)
   3. Press spacebar and insert quote mark
   4. Click on Insert Field, highlight Title and click
   5. Insert quote mark
   
   
3. The Journal Article style should look like this...
   

Save the style (this will overwrite the original)
EndNote will now generate the correct Journal Article citation in the Harvard style.

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Harvard style: add a reference type for electronic resources

Open Style Manager
(File menu > open Output Styles > select Open Style Manager)

At the Style Manager Dialog Box...

1. Select Harvard style
2. Click on Edit:
   

At the Edit Dialog Box, add Reference Type:...

1. Click on Reference Type
2. Select Electronic Source and click
   

Still in the Edit Dialog Box, Insert Fields...
(Put the cursor in Electronic Source and click on Insert Field)

1. Select Author, (add a comma and a space)
2. (open brackets) select Last Update Date (close brackets and add a comma and a space)
3. (open quotes) select Title (close quotes and add a comma and a space)
4. (open brackets) select Short Title (close brackets and add a comma and a space; italicise the text)
5. Select URL, (add a space)
6. (open brackets) select Access Date (close brackets)
   
7. The Electronic Source should look like this...
   

Save the style
EndNote will now generate the correct Website citation in the Harvard style.

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Dealing with multi-word author names

• For two word surnames type the full surname followed by a comma, e.g. Charles de Gaulle, enter into Endnote as de Gaulle, Charles .
• If an author has a title, e.g. Sir W. Scott put the title last after another comma, e.g. Scott, W, Sir
  The second comma is needed to indicate a title.
• Enter names with titles after the name, such as Jr. or III, as Last, First, Title. e.g. James J. McDonald Jr. must be entered as: McDonald, James J., Jr.
• When the author is an organisation or company, e.g. United Nations The name must be entered with a comma at the end so that EndNote displays the entire name, e.g. United Nations,
  This means that no other commas can appear in the name.
• When an organisational name contains one or more internal commas, e.g. U.S. Department of Justice, Bureau of Justice Statistics you replace the first of those commas with two commas, and don't put a comma at the end, e.g. U.S. Department of Justice,, Bureau of Justice Statistics

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EndNote and Filemaker Pro

See discussion on the EndNote email list archive for tips on transferring data from Filemaker Pro to EndNote.

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How can I print out my Endnote Library?

References can be printed directly from EndNote. Go to the File menu and select Print (CTRL+P) to send a copy to your printer. Print Preview is also available. Choose Page Setup from the File menu to specify printing options, including the paper size and page orientation.

• All references will be printed, unless selections are made
• To print selected references, use the mouse and CTRL key to select highlight individual references.
• Choose an Output Style from the style menu in the toolbar.
• From the File menu, choose Print (CTRL+P).
• Click Print to print the references.

Has anyone done a comparison with EndNote and other reference management software?

Refer to the following Wikipedia page for a comparison of reference management software

http://en.wikipedia.org/wiki/Comparison_of_reference_management_software

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How can I sort my EndNote Bibliography by Source? (e.g. primary and secondary sources)

Primarily for History students, this guide will show you how to create an Endnote bibliography that is sorted into primary and secondary sources. This guide is based on Endnote 7 for PC, but the steps will be similar for later versions.

http://dydo1.lib.unimelb.edu.au//index.php?view=html;docid=3058;groupid=

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