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EndNote Desktop: Using EndNote Desktop with Word

Help with using EndNote Desktop

Cite While You Write

When it comes to writing up your research, EndNote is really useful in helping you cite references properly in the body of your text, and creating a bibliography for you. You should ensure, however, that the versions of EndNote and Word you are using are compatible. 

Open Word and you should see an EndNote tab on the ribbon at the top of the screen.

EndNote tab in Word

 

Inserting citations

To add a reference, place your cursor where you wish to insert your citation then on the EndNote tab select Go to Endnote. This takes you to your EndNote library. Select the citation then Tools > Cite While You Write (CWYW) -> Insert Selected Citation(s). You can also use ALT 2.

From the EndNote tab in Word, you can also use Insert Citation > Insert Selected Citation to insert the last reference that you have highlighted in EndNote or  Insert Citation > Find Citation. The latter opens up a dialogue box where you can search for a reference by author, title or keyword. Highlight the desired reference and click on Insert.

Inserting a citation in Word

Creating an annotated bibliography

If you've been asked to create an annotated bibliography, you can use EndNote to insert a full reference list into a Word document without the in-text citations.

In EndNote, first ensure you have the correct referencing style selected at the top of the screen. Now highlight the references you wish to appear in your bibliography (use the Control and/or Shift keys to highlight multiple references). Right-click on the highlighted area and select Copy Formatted. Open a blank Word document and paste the references into it.

Now simply type in your annotations between the references as necessary.

You can also drag the references into a Word document using your mouse and selecting the Ctrl key at the same time.

Writing for publication

If you're submitting a document for publication, you should remove the field codes which may be incompatible with a publisher's design software: Convert Citations and Bibliography > Convert to Plain Text.
 
NOTE: This strips your document of EndNote coding so is only advisable when you have completely finished editing the document.
 
Manuscript templates

See the EndNote website for downloadable templates.
 

Amending and editing citations

To change the output style you can select an alternative from the drop down Style box in Word. The changes will be instant.

To edit citations you must use command options available in EN or Word - if you try to edit the body of the text in Word, the changes will not be permanently stored. Place your cursor in the reference to be amended then click on Edit and Manage Citations.

You can select to Exclude Year and/or Author, if you have already mentioned these in the body of your text.

You can add information in the Prefix or Suffix fields, for instance 'See' in the prefix or page numbers in the suffix fields.

Please note: do not use the Pages field for page numbers unless you know that your style (e.g. APA 7) uses this field. If you are unsure use the Suffix field and enter the page(s) as you would like it to appear in the citation, e,g, p.1.

Adding a figure

Insert Citation > Insert Figure

You can then search by caption keyword or title.

Adding footnotes

It's possible to add a text footnote to your document if you are using a numbered citation style.

Insert Citation > Insert Note

Creating an EndNote library from a Word document

It is possible to create a new EndNote library from a Word document if the references in the document were originally inserted from EndNote. This feature will not work with plain text. It is useful if you have worked on a document using several EndNote libraries and you now wish to have a library which includes every reference you have used in your document and no others. You can easily create a separate final bibliography from such a library.

  • In Word, on the EndNote tab, click on Export to EndNote > Export Travelling Library
  • You get the option to export to an existing library or to a new EndNote library. Choose New and click OK
  • Give your new library a name and save it in a suitable location within your personal filespace (H drive)
  • You will be notified on screen that the Export is complete and your new library will show your exported references

Using a footnote style

If you have been using a referencing style which uses in-text citations and change to a footnote style (e.g. from Harvard Strathclyde to OSCOLA) you will find that your citations disappear. This is because footnotes cannot be automatically generated by EndNote - they have to be inserted within Word.

You can do this manually one-by-one in Word by clicking on References > Insert Footnote and then going to the EndNote tab and inserting a citation in the normal way.

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