By default, EndNote creates a single bibliography at the end of the word processing document. With EN and Microsoft Word, you can create a bibliography for each section of the document (or for each section as well as one at the end of the document). To do this, you will need to make the change in the output style. For more information, see online help.
If Cite While You Write instant formatting is disabled, the references will need to be formatted in the following way.
Selecting output style: Select the desired output style as described above.
Formatting references: Return to Word and select Format Bibliography from the EN submenu of Word’s Tools menu ribbon. In the pop-up window, select the document to format (by default it is the current document) and the style. After selecting the desired format, click on the Format button. Note that EndNote reformats the references in the paper as well as adding the reference list at the end of the paper. Warning: Carefully review the formatted bibliography for errors. If there are any errors, the best way to correct them is to make the changes in EndNote. In a pinch, however, corrections can also be made in the reference list itself.
Reformatting references: To reformat the reference list, go back to Format Bibliography and select another style.
Unformatting references: To unformat the reference list, select Unformat Citation(s) from the EN submenu.
Sharing a copy of the final formatted paper: When submitting a copy of a manuscript to a publisher, it is recommended that you unlink the EndNote fields in the manuscript. This will prevent any potential problems with the formatted references when the recipient of the manuscript opens the file.
First, make a copy of the manuscript using the Save as… option. (EndNote may prompt for this automatically. If not, do it manually.) This is very, very important! Never unlink the fields in the master copy of the manuscript, as they cannot be relinked automatically. In Word, unlinking the EndNote fields will also unlink all fields in the manuscript, including Word fields like date, time, index, table of contents, etc. Usually this will not be a problem.
In the manuscript copy, select Convert Citations and Bibliography >> Convert to Plain Text. Note that this will sometimes cause problems with other formatting, like page number formatting in document sections. Review your manuscript for these sorts of problems.
If you did accidentally unlink the master copy of the manuscript and you need to reformat the references, the only way to do this is to re-cite all of the references with EndNote again. If you have not yet closed the document, it may be possible to use Word’s Undo feature to undo removing the field codes.
Not all EndNote styles will be correctly configured to meet your publishing requirements - it may be necessary for you to edit a style:
- Open EndNote
- Go to Edit > Output Styles > Open Style Manager
- Select the style you want to edit. You may need to add a style to EndNote (see the Downloading output styles into EndNote box to the left).
- Click Edit. The style window opens.
To change how in-text citations appear:
1. Left menu > Citations > choose the aspect you want to change
Example: When using EndNote's APA 6th output style the author's initials will appear in in-text citations for those authors with the same surname but different initials. To prevent this from happening:
- Open the style window as outlined above.
- Left menu > Citations > Author Name > untick Use initials only for primary authors with the same name
- Then go Citations > Ambiguous Citations > untick Include the author initials or full name in citation.
- Close the style window (second X) > Yes to save changes. This will save as APA 6th copy leaving the original style unchanged.
- Go to Format Bibliography icon and select APA 6th copy.
- This should remove author initials from your in-text citations.
- If you experience problems when trying to save your edited style see the EndNote FAQ: Problems saving styles
To change how citations appear in your bibliography:
1. Open the style window as outlined above. Left menu > Bibliography > Templates. View the Bibliography template in the main window.
- To alter the format - Highlight the text & use Formatting buttons above the In-Text Citations window
- To alter punctuation - type or delete punctuation as required.
As well as the above aspects, there are special characters or 'fields' with which EndNote controls how records appear in the bibliography. Place your cursor where you want the character in the template. Go to Insert Field on the right and select the appropriate character:
- Singular/plural (^ caret symbol) - used if there is different text for singular/plural forms e.g. (Ed.),^(Eds.)
- Link adjecent text - a non-breaking space (shown as a small grey diamond in the template) used to link adjacent text to a field so text doesn't appear if the field is empty.
- Forced separation (| pipe symbol)- used to separate punctuation from adjacent fields. e.g. you might want a full stop at the end no matter what fields are empty.
- Field names as literal text (`back apostrophe symbol)- used if you want text in your records that has already been used as a field name e.g. if you want the word 'year' as well as the field year.
- To remove a field - Highlight > click Delete on your keyboard.
- To substitute fields select Bibliography > Field Substitutions and tick the appropriate boxes e.g. the URL field can be inserted for records without a DOI.
2. Don't forget to save your changes as a copy. Test your changes in a test Word document.
3. If you experience problems when trying to save your edited style see the EndNote FAQ: Problems saving styles
Please come to the Medical Library with your EndNote library & document for further help or contact us by phone / email (see Contact Us on left).