INTRODUCTION TO ENDNOTE X4

Contents

PART 1
1. Introduction 1
2. Opening EndNote 2
3. Setting up a New Reference Library 3
4. Using the Toolbars 5
5. Inputting References Manually 5
6. Editing References in EndNote 8
7. Grouping References 8
8. Direct Export from a Database to EndNote 10
9. Importing Downloaded References with a Filter 11
10. Importing PDF Files 14
11. Connecting Directly to Databases via the Internet 15
(Online Search)
12. Searching an EndNote Library 16
13. Sorting an EndNote Library 17
PART 2
14. Producing a Bibliography or Reading List 19
15. Using EndNote with a Word Processor 21
a. Formatting References in an Author-Date Style 22
b. Formatting References in a Numbered Style 25
c. Formatting References in a Footnote/Endnote Style 26
16. More on Formatting Documents 26
a. Including Notes in the List of References 26
b. Deleting a Citation 27
c. Adding Text before a Citation 29
d. Adding Text after a Citation 30
e. Omitting Authors' Names from Citations 31
f. Correcting Details in a Reference 31
g. What is the “Traveling Library”? 32
h. Removing Field Codes 32
17. Useful Web Addresses 33
1. Introduction
EndNote is one of a number of Personal Reference Database programs that are
available today. The main functions of such programs are:

 Maintenance of a personal database of references.

 Downloading references from other databases.
 Using the personal database to insert references in word-processed documents.
 Generating a bibliography in the correct style for publication.

The University of New England has negotiated a site licence for EndNote, which
permits all UNE staff, higher degree, postgraduate and Honours students (including
those in LS 400, RUSC 490, NR 490 and GEPL 455) to use the software both at work
and at home. For information on how to obtain and install the software, see our
website at:

www.une.edu.au/library/endnote/index.php

This guide aims to show you the basic skills required to get started using the latest
version of EndNote. It does not cover everything you will ever need to know. The
help screens in EndNote are very useful and they can be accessed by clicking on the

Help option on the menu bar at the top of the screen or the Help button on the
toolbar of your EndNote library. There is a printable version of the Help, although it‟s
476 pages long.

There is also a useful Getting Started guide (94 pages), which is a .pdf file installed
on your computer in the same folder as your EndNote software. You can access it
easily from the Windows Programs menu.

Assistance can also be obtained from the Library's Ask a Librarian at:

www.une.edu.au/library/askalib.php

For more complex problems, you can contact the staff at EndNote via the web at:

www.endnote.com/support/entechform.asp

In this guide we use the Windows operating system. EndNote X4 is compatible with
Windows XP (with Service Pack 3), Vista and Windows 7. EndNote is also available
for Macintosh, and the two versions are very similar.

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2. Opening EndNote
After installing EndNote locate the EndNote Program icon on your Start menu or
desktop.

Click on the EndNote Program icon. If this is the first time you have used EndNote,
you should see this dialogue box:

Initial Dialogue Box

What is an "EndNote Library"?

"Library" is the term used by EndNote to describe a file where you have stored a
database of references. A library can contain up to 100,000 references.

Multiple libraries can be maintained, but generally there is no need to do this. All
references can be kept in the one library, and labelled or grouped to reflect any
particular subject interest. We strongly recommend that you maintain one library
only.

You can set up a default library, which will open automatically when you open
EndNote. To do this, select: Edit>Preferences>Libraries

Once you have set up a default library, you will no longer see the introductory
dialogue box.

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3. Setting Up a New Reference Library
Click the Create a new library graphic.

You will see a dialogue box like this, with My EndNote Library.enl as the name of
the new library:

New Library Dialogue Box

In the Save in box, select the folder where you wish to save the library.

In the File name box, type a name for your library.

Click on Save. You should see a new library window, like this:

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 New Library Window

The Tab Pane at the bottom of the library window will show you what your
formatted references look like. It is also used for searching your library or a remote
database. To close the Tab Pane, click on Hide Tab Pane.

The Groups Pane at the left of the library window allows you to organise your
references into groups. You can close the Groups Pane by clicking on the Groups
option on the top menu bar and selecting Hide Groups.

More about EndNote libraries

The file extension .enl stands for EndNote Library. A library is just a file on your
computer, like any other file. It can be copied, renamed, deleted, moved to another folder
or compressed.

It is very important to make back-up copies of your library regularly and store them on
another drive. An easy way to back-up your library is to go to the File option on the
menu bar, and select Compressed Library.

When EndNote creates the library, it will also create a .DATA folder which contains
various files connected with the library. When you compress the library, EndNote will
include the .DATA folder.

A compressed library can be uncompressed by using the File>Open command.

The library window can be resized or maximised, like any other window.

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4. Using the Toolbars
Note the toolbar at the top of the library window. If you position your mouse over
any of the buttons on the toolbar, a text box will appear showing the name of the
button.

When we start inputting references, you will see that the window for each reference
also has a toolbar.

Do I have to use the toolbars?

All the commands on the toolbars can be accessed from the menu bar at the top of the
screen, if you prefer to work that way. The toolbars give you faster access to the most
common commands.

In this guide, we will use the toolbars.

5. Inputting References Manually

Find a journal article which is relevant to your research and use this to practise
inputting references manually.

Click on the New Reference button on the library toolbar. You should now
see a new reference window:

New Reference Window

Note that Journal Article is the default Reference Type. Click on the arrow at the
right of the Reference Type box to see the other reference types (e.g. Book,
Conference Proceedings, Map, Web Page, etc.)

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With Journal Article as the option in the Reference Type box, input the details for
the article. Use the Tab key to go from one field to the next, or click in the next field
with the mouse.

When you have finished typing the data for your reference, it should look something
like this:

Reference for a Journal Article

Close the reference by clicking on the X button in the top right-hand corner of the
New Reference window. Closing also saves the reference.
Practise inputting a reference for a book.

Remember to select the appropriate Reference Type, and then input the data.

After inputting the data, Close the reference.

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A reference for an edited book should look something like this:

Reference for an Edited Book

"Garbage In, Garbage Out"

Later you will learn about the EndNote output styles. These convert the data in your library
into formatted references. The output styles can only format your data correctly if you have
entered the data correctly in your library.

Here are some important points to remember when entering data:

 If there is more than one author, each author must be entered on a separate line.
 Corporate authors must be entered with a comma at the end, e.g. Queensland Health,
 Just add the basic data, in the default EndNote font. The output style will change this to
bold or italics (if necessary) and add extra text such as "vol." or "Ed." (if required by the
style).
 Fields such as Abstract, Notes, Research Notes are for your use. These fields can each
store up to sixteen pages of text.
 Use the URL field to link to an electronic version of the document on the web.
 Use the File Attachments field to link to a PDF version of the document stored on your
own computer.
 If you use abbreviated journal titles in your publications, you can set up a Journal Term
list to store the abbreviations. There is more information in the Help screens and on the
UNE Library EndNote website at
www.une.edu.au/library/endnote/journal_abbreviations.php

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6. Editing References in EndNote
In the library window, double-click on one of the references that you have entered.
This will open it for editing.

You can change any of the details. For example, add some text to the Notes field.
Close the reference when you have finished editing and this will save the changes.

Alternatively, to make a small change quickly, you can click on the reference once to
highlight it, and then click on the Quick Edit tab in the tab pane at the bottom of the
Library window.

If you want to delete a reference from your library, click on it once in the library
window to select it, and then go to the References option on the menu bar, and select
Move References to Trash.

7. Grouping References
Once you have entered a significant number of references into your library, you may
find it helpful to group them by subject. This is a much better option than setting up
separate libraries for each topic.

To set up a group, click on Groups on the top menu bar, and select Create Group
from the drop-down menu. This will open a box in the Groups Pane on the left-hand
side of the library window, where you can type a name for the group.

Creating a New Group

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To add a reference to a group, make sure that you have selected All References in the
Groups Pane. Highlight the reference in the library window. Click on Groups on the
top menu bar, click on Add References To from the drop-down menu, and then select
the name of the group.

Adding a Reference to a Group

More on groups

You can also add references to groups by right-clicking on the reference and selecting
the group, or you can drag-and-drop the reference onto the group name in the Groups
Pane.

You can have up to 500 groups in your library.

You can set up smart groups. These groups have an inbuilt search query. When a new
reference is added to your library, it is checked against the search query. If it matches, it
is automatically added to the smart group.

For more sophisticated grouping, you can organise your groups into group sets.

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8. Direct Export from a Database to EndNote

What is "direct export"?

When you are searching certain databases via the web, you will find that they allow you
to select records and then send them directly to your EndNote library. This is called
"direct export".

Direct export will only work if you are using Internet Explorer or Firefox as your web
browser.

With some databases, such as Web of Science, this feature works very well. However,
with certain databases you will find that the records do not import accurately and need to
be edited after import.

Use your web browser to display the UNE Library Database list at:

www.une.edu.au/library/resources/articles/index.php

Locate the listing for Web of Science and click on it. Note that, despite the name of
this database, it contains references in all subject areas. Do a keyword search.

When the first page of results is displayed, click in the boxes beside some of the
references to "mark" those references. Now click on the button labelled Save to
EndNote, RefMan, ProCite.

This will activate the direct export process. Depending on your browser, you may see
a dialogue box asking you what to do with the references. If so, you should choose to
open the file. EndNote uses a helper application called ResearchSoft Direct Export
Helper to import the references into your EndNote library.

In the library window you will see only the references which you have just imported.
They have been placed in a temporary Imported References group. To see all
references in your library, click on the All References group in the Groups Pane of
the library window.

You can return to Web of Science and go to the next screen of results and import
further references to EndNote. Always export the references before moving to the
next screen of results.

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9. Importing Downloaded References with a Filter

What is a "filter"?

A filter is a piece of software that will take a file of references which have been
downloaded from a database and convert them into references in your EndNote library.

The file of references must be in plain text (*.txt) and must be split up into labelled
fields, something like this:

AU: Smith, J.
TI: New developments in instructional software
SO: Journal of Educational Technology, vol. 3 (2001): 305-
318

A filter is specific to a particular database (e.g. Medline, PsycINFO). When the

database is marketed by more than one vendor, different filters will be required for
each vendor's version of the database (e.g. Medline from Ovid, Medline from Ebsco,
and Medline from CSA).

Use your web browser to display the UNE Library EndNote Filters page at:

www.une.edu.au/library/endnote/filters.php

Most databases offer direct export to EndNote, but for others you need to use a filter.
Many filters are supplied with your EndNote software but the filters listed on the
UNE filters webpage are not. If you use those databases for your research you will
need to download their filters by double-clicking the yellow „Link‟ folder and
choosing „Save‟.

When downloading a filter, you must save it in your EndNote filters folder. The
default location of the filters folder is:
C:\Program Files\EndNote\Filters (for Windows XP and Windows 7)

For Windows Vista „Open‟ the filter instead of „Save‟. The filter will open in
EndNote. Go up to File > Save as, give the filter a name and it should save in the
correct place.

Check the UNE Downloading from databases page

www.une.edu.au/library/endnote/downloading.php

and find out how to move references from a particular database into your EndNote
library.

Use your web browser to display the UNE Library Database list at:

www.une.edu.au/library/resources/articles/index.php

Open your chosen database. Perform a search and select some useful references.

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Using the instructions from the Downloading from databases page, download the
references in the correct format for import to EndNote. An EndNote filter can only
import a plain text file (*.txt).
Save the downloaded references in any convenient folder.
Return to EndNote, and make sure that your library is open.

Click on the Import Button on the library toolbar. You should see a dialogue
box that looks like this:

Import Dialogue Box

Now click on the Choose File button. Locate and select the file of references that you
downloaded.
In the box labelled Import Option, click on the down arrow to see some of the
standard import options. Then click on Other Filters to open the list of filters:

Filters List

Browse down the list of databases until you find the filter which you downloaded.
Highlight the filter and click on the Choose button. This will return you to the
previous dialogue box.

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Next, in the Duplicates box, select Import into Duplicates Library.

In the Text Translation box, the default option Unicode (UTF-8) is appropriate in
most cases. The dialogue box should now look something like this:

Import Dialogue Box

Click on the Import button and the references should be imported. In the library
window you will see only the references which you have just imported. They have
been placed in a temporary Imported References group. To see all the references in
your library, click on the All References group in the Groups Pane of the library
window.

More on filtering references

No filter is perfect, and all references should be checked after import. For this reason,
it is often better to import references into a temporary library, and leave them there
until they can be checked against the file of downloaded references and amended.
They can then be copied to the permanent library.

Shortcut when using Firefox:

If you use Firefox as your web browser, you can shortcut the filtering process
explained above.

When you are saving references from the database, Firefox will display a dialogue
box. In this dialogue box, select the Open with option, and use the drop-down menu
to find your EndNote software:

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 Firefox Dialogue Box

Click on the OK button.

EndNote will now begin the import process. It will open a dialogue box showing a list
of filters. Choose the correct filter.
EndNote will complete the import process.

10. Importing PDF files

You can import a PDF file in the same way you imported the text file of references.
EndNote X4 will create a reference for the article, attach the PDF and store the article
in your Data folder.

Click on the Import Button on the library toolbar. In the dialogue box that
appears use Choose to find where your PDF document is saved. For your Import
Option choose PDF (instead of a filter) and keep your Import into Duplicates Library
option. Your dialogue box should look something like this:

Importing PDF dialogue box

Note: To create the reference with information in the correct fields the PDF must
have a DOI (Digital Object Identifier). This is like a unique address for the article.
DOIs have been consistently allocated since 2000 so you may find that older articles
do not have one. If this is the case, EndNote X4 will create a blank reference and
attach the PDF document. You will need to fill in the details manually.

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You can also import a folder of PDFs by going to File, down to Import and clicking
on Folder.

11. Connecting Directly to Databases via the Internet

(Online Search)

What is a "connection file"?

A connection file is a piece of software that allows you to search a database over
the Internet, without leaving EndNote. You can then select references from the
database and import them directly into your EndNote library.

Connection files only work with databases which support a particular search
protocol called Z39.50, so not all databases can be searched using a connection
file.

It is possible to access some databases via the Internet using the EndNote software,
and download references directly from the database into your EndNote library. This
is only possible if the database supports the Z39.50 search protocol. Many library
catalogues, including the University of New England Library Catalogue, have Z39.50
servers.

In the top left-hand corner of the library window, there is the Online Search Mode
button. This is the third of the three mode buttons:

At UNE we are unable to connect to databases using connection files. The two most
pressing arguments against the use of connection files are:
 There is a significant loss of functionality when searching databases using
connection files; and
 Firewalls have an inconsistent and detrimental effect when accessing databases
using connection files.

The Local Library Mode button returns you to your open library:

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12. Searching an EndNote Library
At the end of the toolbar at the top of the library window is the Quick Search box.
You can type some text here, and EndNote will look for those letters anywhere in the
library.

EndNote also provides a more sophisticated search function. We will practise using
this, searching the Sample Library which is provided with the software.

If the Tab Pane at the bottom of the library window is not open, click on Show Tab
Pane. In the Tab Pane, click on the Search tab to display the Search dialogue box.
We are using it to search an EndNote library.

Type the word sediment in the first search box. Make sure that the Field box is
showing Any Field:

Searching an EndNote Library

Note that we have not checked the Match Words box. This means that we are
searching for the string of letters sediment and not just for the word sediment.

Click on the Search button.

The results of your search will be displayed in the main part of the library window.
Note that these include references containing words like sedimentary and
sedimentology. This is because we did not check the Match Words option in the
search dialogue.

Let‟s do a slightly more complicated search. Assume we wish to find all references by
the author Jones that were published after 1990. This means that we wish to find
references which have jones in the Author field, and a number greater than 1990 in
the Year field.

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Go back to the Search dialogue in the Tab Pane. In the first search box, click on the
first arrow to select the Author field, and then type jones as the search term. At the
beginning of the next row, make sure that And is selected as the Boolean operator. In
the box beside it, use the arrow to select the Year field. In the box beside that, use the
arrow to select Is greater than. Enter 1990 as the search term. The screen should
look like this:

Constructing a Complex Search of an EndNote Library

Click on the Search button and you should retrieve a result. The name Jones does not
appear as a first author. Open the reference, however, and you will find that it has
Jones as a collaborating author.

13. Sorting an EndNote Library

When you open a library, it automatically sorts itself alphabetically by author.
However you can sort your references on any of the fields in the record, e.g. author,
title, year, label.

We will sort the Sample Library by year of publication, with the most recent
references appearing first. Make sure you can see the complete contents of the library
by clicking on All References in the Groups pane.

Click on the column-heading Year near the top of the library window. This will sort
the references with the oldest references appearing first. If you click on Year again
the order is reversed. Now the most recent references appear first.

More complex sorting is possible. Click on Tools on the top menu bar, and select
Sort Library. This will display a dialogue box where you can select fields. The
following screen will appear:

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 The "Sort Options" Dialogue Box
In the first box, click on the arrow to select Year.
At the end of the box is a button which indicates whether you wish to sort items from

smallest to largest or from largest to smallest . Click on this button to

change it to sort from largest to smallest, i.e. from most recent year to earliest year.
In the second box, click on the arrow to select Author and leave the default setting to
sort from smallest to largest, i.e. from A to Z. This means that after EndNote has
sorted the references by year, it will sort them within each year alphabetically by
author.
The box should now look like this:

Specifying the Sort Options

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Click on the OK button and the references in the library will now be sorted
chronologically, with the most recent references first, then alphabetically by author.

14. Producing a Bibliography or Reading List

What is an output style?

An EndNote output style (often just referred to as a "style") is a piece of software that
will convert the data in your library into formatted references that correspond to the
bibliographical styles used by journal publishers or specified in style manuals such as
the Chicago Manual of Style.

A range of output styles is supplied with the software, and hundreds more styles can
be downloaded from the EndNote website, so there is a good chance that you will
find one suitable for your needs. If not, EndNote allows you to create your own
output styles or edit an existing output style.

We will now look at using EndNote to produce bibliographies. This is how you use
the references in your library to generate a reading list for students, or a list of
references for a colleague, or perhaps a list of your own publications for your CV.
While holding down the Ctrl key, select about five references from your library.
Click on References on the top menu bar and then click on Show Selected
References. You should now be able to see only those references which you selected.
Now you have to decide on the bibliographic style that you wish to use for your

references. Go to the style menu on the library toolbar and

click on the arrow. You will see a list of the four basic EndNote styles. Click on
Select Another Style to open the complete list of output styles which are supplied
with the EndNote software:

Output Styles List

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Find a style that would be useful in your subject area, and then click on it to highlight
it. Click on the Choose button to select that style.
This will return you to the library window, with only your selected references
showing. To generate a bibliography from these references, using the style that you

have just selected, click on the Export button on the library toolbar.
You will now see a dialogue box. Save the exported references to a convenient folder.
In the Save as type box, click on the arrow to select Rich Text Format. In the
Output Style box, make sure that your chosen style is selected:

Exporting a Bibliography

Click on the Save button.

To view the bibliography, open your word processor and then open the file which you
have just saved.

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15. Using EndNote with a Word Processor

Is my word processor compatible with EndNote X4?

For Windows users, EndNote X4 is compatible with Word 2010 (32 bit), Word 2007 and
Word 2003, using Cite While You Write (as explained below). Cite While You Write is
also compatible with Open Office.org Writer version 3. If you are using an earlier version
of Word, or another word processor (such as WordPerfect), you must save your
documents in Rich Text Format and use the Format Paper function (as explained in the
EndNote help in your software).

For Macintosh users, EndNote X4 is compatible with Word 2004 and Word 2008, using
Cite While You Write (as explained below). EndNote is also integrated into Pages 09,
with similar functionality to Cite While You Write. If you are using an earlier version of
Word, or another word processor, you must save your documents in Rich Text Format and
use the Format Paper function (as explained in the EndNote help in your software).

We have just seen how to use EndNote to create an independent bibliography, but
EndNote can also work in conjunction with your word processor, so that you can
insert references as you type a document, and automatically generate the
bibliography.

If you have a compatible version of Microsoft Word (Windows or Macintosh)

installed on your computer, when you install the EndNote software extra files will be
inserted into your word processing software. These files make up the Cite While You
Write add-in. The appearance of the EndNote tools in Word will vary, depending on
the version of Word which you are using. In this guide, we are using Word 2007.

If you are using Word 2003, the EndNote commands appear on a toolbar in Word.
Generally they work the same way as the EndNote commands on the Word 2007
ribbon.

Open Word 2007, and you will see an EndNote tab on the ribbon. Click on the
EndNote tab to see the EndNote tools:

The EndNote Tools Menu in Microsoft Word 2007

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We will now practise using Cite While You Write by adding some references to a
sample paper. You can use any Word document to practise this. Insert references from
the library you have already created, or use the Sample Library.

a. Formatting References in an Author-Date Style

What is an "author-date style"?

The Harvard Style is the best-known author-date style, but there are many variations. In
the text of the paper, the reference is cited in an abbreviated form similar to “… (Smith,
1993)". In the list of references at the end of the paper, references are given in full and
listed alphabetically by author.

Open your Word document.

First you need to select the output style. We will practise using the APA style. To
change to APA, go to the styles manager on the ribbon and choose Select Another
Style:

Styles Manager in Word

This will display the complete list of styles. If necessary, click on the Name bar to
sort the list by the name of the style. Then browse down to APA 6th, highlight it and
click on the OK button, as shown:

Selecting an Output Style

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Now start inserting references. Go to the end of the first sentence of your document,
where we will insert our first reference, and insert a space before the full stop.

Click on the Insert Citation button on the ribbon. This opens a search
window.
Think of a reference which you wish to cite from your library. Enter the author‟s
name in the search box, and click on the Search button. EndNote will display the
matching references:

The "Find Citations" Search Window

Highlight the required reference and click on the Insert button, and this reference will
be inserted into your document.
EndNote will instantly format the citation in the text and produce a list of references
at the end of the document using the style which is currently selected.

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Your document might now look something like this:

We still know very little about how researchers in many areas identify the
information resources that they need (Broadbent, 1986). The available
studies are often localised or discipline-specific. There is a clear and pressing
need for further research in this area, and a need for detailed longitudinal
studies that will help to identify emerging trends.
Budd pointed out many years ago that there are fundamental differences in
the research cultures of the sciences and the humanities. There is nothing in
the more recent literature to suggest that his findings have lost validity over
the years. On the contrary, it may well be that recent technological
developments have increased these differences.
References
Broadbent, E. (1986). A study of humanities faculty library information
seeking behavior. Cataloging and Classification Quarterly, 6(3), 23-
37.

Document with Reference in APA Style

We shall now add some more references to this paper.

At the end of the second sentence in your Word document, insert a space before the
full stop and again click on the Insert Citation button. Search for another reference,
using the author's name or some words from the title. Select and highlight a reference,
and click on the Insert button.
Continue adding references to your document in this manner. As an alternative to
using the Find Citations command, you can click on the Go to EndNote button
on the ribbon and select references directly from your library.
Highlight a reference in the library window and return to Word. Then use the Insert
Citation button on the ribbon and click on the arrow to choose Insert Selected
Citation(s):

Another option is to select references directly from your EndNote library, and use the

Insert Citation button at the top of the library window to insert the citation
into your Word document.
Save the changes that you have made to your paper.

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 b. Formatting References in a Numbered Style

What is a "numbered style"?

In a numbered style, references are indicated by a number in the text. The number is
often printed as a superscript. At the end of the paper, the references are given in full and
arranged by the numbers which they have been assigned.

Do not confuse a numbered style with a footnote (or endnote) style. With a
footnote/endnote style, it is the footnotes/endnotes which are numbered. The references
are then inserted into the footnotes/endnotes, along with other text.

Using the paper that you have already formatted, we will change the style to a
numbered style. This situation could arise if you decided to submit the article to a
different journal.

Use the styles manager on the ribbon (as explained above) to select another style.
Choose the Nature style. EndNote will reformat the paper in the new style. It might
now look something like this:

We still know very little about how researchers in many areas identify the
information resources that they need1. The available studies are often localised2 or
discipline-specific3. There is a clear and pressing need for further research in this
area, and a need for detailed longitudinal studies that will help to identify
emerging trends.

Budd pointed out many years ago that there are fundamental differences in the
research cultures of the sciences and the humanities. There is nothing in the more
recent literature to suggest that his findings have lost validity over the years. On
the contrary, it may well be that recent technological developments have increased
these differences.

References

1
Broadbent, E. A study of humanities faculty library information seeking
behavior. Cataloging and Classification Quarterly 6, 23-37 (1986).
2
Gould, C. C. Information Needs in the Humanities: An Assessment.
(Research Libraries Group, 1988).
3
Talja, S. & Maula, H. Reasons for the use and non-use of electronic
journals and databases: A domain analytic study in four scholarly
disciplines. Journal of Documentation 59, 673-691 (2003).

Document with References in Nature Style

Save the changes that you have made to your paper.

25
c. Formatting References in a Footnote/Endnote Style

Using EndNote with footnotes or endnotes is a little more complicated. See the FAQ
on the UNE Library EndNote website at:

www.une.edu.au/library/endnote/footnoting.php

16. More on Formatting Documents

We will now look at some special situations which may arise when formatting a paper
with EndNote.

a. Including Notes in the List of References

This is only applicable to numbered styles.

Some journals (such as Science) use a numbered reference style but permit you to
include notes with the list of works cited at the end of the paper. In such a system, the
notes are incorporated into the numbered list of references.

To insert such a note in your Word document, first use the styles manager to select the
Science style.

Now position the cursor at the end of a sentence in the document and insert a space
before the full stop. Then use the Insert Citation button on the ribbon and click on
the arrow to select Insert Note:

You will now see a dialogue box, in which you can type your note. Enter the
following text:

These results are only preliminary.

Then click on the OK button.

EndNote inserts the note into the list of references. Save this change.

Your document might now look something like this:

26
We still know very little about how researchers in many areas identify the
information resources that they need (1). The available studies are often
localised (2) or discipline-specific (3). There is a clear and pressing need for
further research in this area, and a need for detailed longitudinal studies that will
help to identify emerging trends.

Budd pointed out many years ago that there are fundamental differences in the
research cultures of the sciences and the humanities. There is nothing in the
more recent literature to suggest that his findings have lost validity over the
years (4). On the contrary, it may well be that recent technological
developments have increased these differences (5).

Works Cited

1. E. Broadbent, Cataloging and Classification Quarterly 6, 23 (1986).

2. C. C. Gould, Information Needs in the Humanities: An Assessment.
(Research Libraries Group, Stanford, Calif., 1988).
3. S. Talja, H. Maula, Journal of Documentation 59, 673 (2003).
4. These results are only preliminary.
5. K. M. Guthrie, Journal of Library Administration 36, 109 (2002).

Numbered Style with Note in List of References

To delete this note, highlight the relevant number in the text. Use the backspace key
to delete the highlighted text.

Note: In previous versions of EndNote you would use the Edit & Manage Citations
function to delete a note, but there seems to be a bug in EndNote X4 which prevents
you from doing this.

b. Deleting a Citation

To delete a citation, do not use the Delete or Backspace keys on the keyboard.

To delete a citation safely, first highlight the in-text citation (i.e. the author and year
in an author-date style, or the number in a numbered style). Now click on the Edit &

Manage Citation(s) button on the ribbon and you will

see the following dialogue box:

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 The "Edit Citation" Dialogue Box

This will display all the citations in your paper. You will see the citations in
EndNote's temporary citation format (first author, year, record number of the
reference in your library).

The citation which you selected should be highlighted. Click on the arrow on the Edit
Reference button and select Remove Citation. Then click on the OK button.

EndNote will remove the citation and reformat the list of references. Save the changes
to your document.

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c. Adding Text before a Citation

This is only applicable to author-date styles.

Some styles allow you to add text before a citation in a paper. Your paper must be
formatted in an author-date style, so use the styles manager to reformat the document
with the APA 6th style or another author-date style.

Click on the in-text citation you‟d like to edit so that it‟s highlighted.

Click on the Edit & Manage Citation(s) button on the ribbon and the dialogue box
will open. In the box labelled Prefix, type:

see for example

You must type a space after “example” to ensure that there is a space between the
prefixed text and the citation in the document. Click on the OK button, and EndNote
will reformat the citation with the prefixed text.

As an example, see the first reference (Broadbent) below:

We still know very little about how researchers in many areas identify the
information resources that they need (see for example Broadbent, 1986). The
available studies are often localised (Gould, 1988) or discipline-specific (Talja
& Maula, 2003). There is a clear and pressing need for further research in this
area, and a need for detailed longitudinal studies that will help to identify
emerging trends.

Budd pointed out many years ago that there are fundamental differences in the
research cultures of the sciences and the humanities. There is nothing in the
more recent literature to suggest that his findings have lost validity over the
years. On the contrary, it may well be that recent technological developments
have increased these differences (Guthrie, 2002).

Works Cited

Broadbent, E. (1986). A study of humanities faculty library information

seeking behavior. Cataloging and Classification Quarterly, 6(3), 23-
37.
Gould, C. C. (1988). Information Needs in the Humanities: An Assessment.
Stanford, Calif.: Research Libraries Group.

In-Text Citation with Prefixed Text

Save this change to your document.

29
d. Adding Text after a Citation

This is only applicable to author-date styles.

Some styles allow you to add text after a citation. Normally this will be a specific
page number. Your paper must be formatted in an author-date style.

Click on the in-text citation you want to change so that it‟s highlighted.

Click on the Edit & Manage Citation(s) button on the ribbon and the dialogue box
will open. In the box labelled Suffix type:
p. 11
You must type a space before “p.” to ensure that there is a space between the citation
in the document and the suffix. Click on the OK button, and EndNote will reformat
the citation with the text after the citation.

As an example, see the second reference (Gould) below:

We still know very little about how researchers in many areas identify the
information resources that they need (see for example Broadbent, 1986). The
available studies are often localised (Gould, 1988 p. 11) or discipline-specific
(Talja & Maula, 2003). There is a clear and pressing need for further research
in this area, and a need for detailed longitudinal studies that will help to
identify emerging trends.

Budd pointed out many years ago that there are fundamental differences in
the research cultures of the sciences and the humanities. There is nothing in
the more recent literature to suggest that his findings have lost validity over
the years. On the contrary, it may well be that recent technological
developments have increased these differences (Guthrie, 2002).

Works Cited

Broadbent, E. (1986). A study of humanities faculty library information

seeking behavior. Cataloging and Classification Quarterly, 6(3), 23-
37.
Gould, C. C. (1988). Information Needs in the Humanities: An Assessment.
Stanford, Calif.: Research Libraries Group.

In-Text Citation with Suffixed Text

Save this change to your document.

30
Why can't I just enter the page number in the Pages box?

When you click on the Edit Citations button, the dialogue box which appears has
sections for Prefix, Suffix, and Pages. It seems logical to enter a page number in the
Pages box.

In earlier versions of EndNote, the Pages box was used only for footnote styles. It was
not used for author-date styles such as APA or Harvard. In recent versions of EndNote,
some author-date output styles (e.g. APA 6th) are configured so that you can just enter
a page number in the Pages box, and EndNote will format the reference and add all the
necessary punctuation for you.

e. Omitting Authors’ Names from Citations

This is only applicable to author-date styles.

Most style manuals insist that if you have mentioned the author‟s name in the text,
you should drop the author‟s name from the citation, e.g.

These results were confirmed by Smith (1993).

This can easily be done with EndNote.

When you first insert the reference, it will look something like this:
These results were confirmed by Smith (Smith, 1993).

To remove the author‟s name from the citation, click on the citation to highlight it,
and then click on the Edit & Manage Citation(s) button on the ribbon.

When the dialogue box opens, check the box labelled Exclude author then click on
the OK button. EndNote will remove the author‟s name from the citation.

Save this change to your document.

f. Correcting Details in a Reference

When you see the references formatted in your bibliography, you may notice errors
that you made when entering the details in your EndNote library. To correct these
errors, go back to your EndNote library, open the reference, and correct it. Then close
the reference to save the changes.
When you return to your Word document, you may find that the Instant Formatting
function has already corrected the reference. However, in some cases you will find
that the reference in your Word document has not been corrected.

To correct the reference in your Word document, click on the Update Citations and
Bibliography button on the ribbon. EndNote will
format the references again and the bibliography will be corrected.

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g. What is the “Traveling Library”?

What is the "Traveling Library"?

Although your document looks like a normal Word document, it is not. It contains
field codes which include most of the data from your EndNote library (except the
Notes, Abstract and Figure fields) relating to each of the references that you have
cited. This stored reference data is called the Traveling Library.

If you are collaborating with colleagues who also use a recent version of EndNote and
a recent version of Word, you can send them your formatted Word document and they
can add text and references to it from their own EndNote libraries. They can format the
amended document because all data relating to your references are stored in the
Traveling Library.

Later on you may wish to copy your colleagues‟ references and add them to your own
EndNote library. Use the Help in EndNote – look for the topic “Traveling Library
(Word): exporting to EndNote”.

Beware: When sharing documents with a colleague, your colleague must be using a
compatible version of EndNote. Recent versions of EndNote are not compatible with
EndNote 7 and earlier versions.

h. Removing the Field Codes

If you wish to submit your paper for publication, you must first remove all field
codes, as they could interfere with the software used by the publisher.

Go to the Convert Citations and Bibliography button on the ribbon and click on the
arrow to select Convert to Plain Text:

You will see a warning message, explaining that this will preserve your original
document (with EndNote field codes) and create a new, unsaved document (without
EndNote field codes). Click on the OK button to continue.

Save the new document under a new name, and send that version for publication.

Keep the original document, as that it is the master copy which you will have to use
if you wish to add or remove any references using EndNote.

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17. Useful Web Addresses

UNE Library Endnote Site

www.une.edu.au/library/endnote/index.php
 Answers to frequently asked questions
 Filters for UNE databases
www.une.edu.au/library/endnote/filters.php
 Australian styles
www.une.edu.au/library/endnote/styles.php
 Find out how to download Journal Term lists of abbreviations for medicine,
biosciences, chemistry, anthropology, economics, humanities, philosophy, religion
and zoology
www.une.edu.au/library/endnote/journal_abbreviations.php
 How to download from databases
www.une.edu.au/library/endnote/downloading.php

eSKILLS Plus online tutorial for EndNote

www.une.edu.au/library/eskillsplus/endnote

Official EndNote Site

www.endnote.com/
 Updates and patches for EndNote software
www.endnote.com/support/enupdates.asp
 Answers to frequently asked questions
www.endnote.com/support/faqs/index.asp
 Video tutorials about using EndNote
www.endnote.com/training/WMVs/ENX4/enx4tutorial_download.asp
 Extra filters to download
www.endnote.com/support/enfilters.asp
 Extra styles to download
www.endnote.com/support/enstyles.asp

EndNote Discussion Forums

http://forums.thomsonscientific.com/ts/
 Communicate with other EndNote users
 Search previous postings
 Make suggestions for improvements to EndNote

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