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How To Edit Endnote Bibliography

Have Word and EndNote open with the library you wish to use

There are many ways to add the references in EndNote to Word. These are two simple methods

Method 1

  • Select the reference in EndNote that you wish to insert into Word
    • You can insert multiple citations by using the Ctrl key to select and copy a number of references at the same time.You can also use the Shift key to select a block of references or Ctrl-a to select all references
  • Alt+1 to switch to Word and place your cursor where the in-text citation is to go
  • Alt+2 to insert the in-text citation

Note: with Alt, use the 1 and 2 keys in the main keyboard, not the number pad. You can use Alt+1 to switch back to EndNote to select further references

Method 2

  • Select the reference in EndNote that you wish to insert into Word, and copy it (Ctrl-c)
    • You can insert multiple citations by using the Ctrl key to select and copy a number of references at the same time.You can also use the Shift key to select a block of references or Ctrl-a to select all references
  • Switch to Word and paste (Ctrl-v)

You have now inserted a temporary placeholder for the citation in Word that looks like this {Smith, 1987 #28}

  • If “Cite While You Write” (CWYW) is turned on (default setting), the temporary placeholder will be rapidly converted to an in-text citation, and the bibliography entry generated after your text
  • If CWYW is turned off, the temporary placeholder will remain until the bibliography is formatted (see below)

Formatting your bibliography

Even if CWYW is turned on, you may need to change settings for your own requirements

  • In Word’s EndNote ribbon, check in the Bibliography block that the correct style is selected

    If you need a different style, click the drop-down to see a short list of other styles; click Select Another Style... to see all styles currently available to you
  • If you are working with CWYW turned off, click Update Citations and Bibliography to generate the citations and bibliography
  • Bibliography Preferences: You can control some elements of the layout of the bibliography (font, heading, indenting and line spacing) by clicking the small arrow at the corner of the Bibliography block and then the Layout tab

There may be a slight delay, but the bibliography will soon appear at the very end of your document.

More Specific Formatting of the Bibliography

For EndNote version X7 later, you can also edit the Word style for the EndNote Bibliography

  • Move your cursor into one of the bibliography entries
  • Format the paragraph settings as you would like them to appear — for example, alter the indenting of the paragraph
  • Right-click and choose Styles > Update EndNote Bibliography to Match Selection

Creating chapter bibliographies

See this article for details http://endnote.com/kb/82598

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.

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