EndNote and Microsoft Word

Cite While You Write

References can be inserted into a Word document and bibliographies created using EndNote. "Cite while you Write" commands for inserting references and formatting bibliographies are automatically included within Microsoft Word after EndNote has been installed.

The "Cite while you Write" commands (displayed as icons) and their actions are listed below

EndNote 9 toolbar on the left and EndNote X toolbar on the right

		Find citation(s) – type in criteria to find an existing citation from current library
		Go To EndNote – opens/switches to the EndNote program
		Format bibliography – select from previously selected bibliography output styles
		Insert Selected Citation(s) – inserts citation(s) that are currently selected in your EndNote library
		Edit Citation(s) – enables selected citations to be added, removed, or edited
		Insert Note – a note can be added as a citation (only with numbered citation output styles)
		Edit Library References – opens up the EndNote library reference ready for editing
		Un format Citations – removes Bibliography
		Remove Field Codes – creates a new copy of your document with field codes unmarked
		Export traveling library - copy all of the references used in your document to a library.
		Find figures - insert a graphic or file from the Image field of a reference into your document
		Generate a figures list - creates a list of inserted figures.
		Cite While You Write Preferences – opens up the preferences dialogue box
		Help – displays EndNote help window

To display these icons in the toolbar

From the View menu in Microsoft Word 2003, select Toolbars
Tick the option for EndNote.

From the Tools menu in Microsoft Word 2003, select Customize
Select the Toolbars tab
Scroll down until you see the EndNote option
Tick the box, and close the window

If the EndNote icons are still not appearing check under Tools, Templates and Add-ins and select the 2 EndNote files (if they appear)

In Microsoft Word 2007 the EndNote X toolbar appears under the Add-Ins tab and the EndNote web toolbar appears in a separate EndNote Web tab

word2007 toolbar

If the EndNote icons do not appear anywhere in Word you will need to download the 2 add in files from EndNote - instructions are given on the following web page - http://www.endnote.com/support/faqs/CWYW/faq1.asp

Inserting references into Word documents

Enter references either as you go, or after you have finished typing your document.

To enter a reference

Begin with an open Word document
Position the cursor where you want to insert the reference - either within existing text, after entering new text, or at the end of your document.
Open EndNote
Open the library that contains the reference you wish to cite (you can use more than one library).
Highlight the required reference
Return to Word and from the EndNote toolbar select Insert selected Citation(s) or use iconor . The reference will display within the document, and is added to the bibliography at the end of a document.

Begin with an open Word document
From the EndNote toolbar select Find Citations or use icon or
Search for a required reference.
When a single reference matches the search, it is inserted automatically.
When multiple references are located, highlight the correct reference and Insert.

EndNote instantly formats your citations and creates a bibliography as you go, according to the selected style.

There may be situations where you would prefer to format the bibliography when the document has been completed (e.g. with a long document created as multiple files). In these circumstances you can turn off, or disable, the instant formatting feature of EndNote.

To disable instant formatting

From the EndNote toolbar select Format Bibliography or use the icon .
Select the Instant Formatting tab.

Select the Disable Button to turn off instant formatting.
Click OK

Disable Instant Formatting

To re-enable this function follow the above instructions and click on Enable and OK

Enable Instant Formatting

NOTE: When Instant Formatting is enabled or turned on, each time you insert a citation it is automatically formatted and the bibliography is updated.

When Instant Formatting is disabled or turned off, a temporary citation displays. It generally includes the first author’s last name, the year of publication, and the record number for that reference: {Brown, 2004#7}. The curly brackets indicate a temporary citation.

Editing citations

Once inserted citations can be edited at any time e.g. add page numbers, remove the year, remove the author. To ensure that your changes are retained in Word, always use the Edit Citations (icon) or function.

To include page numbers in a formatted citation

If your citation is formatted, highlight the citation in the document.
From the EndNote toolbar select Edit Citations (icon) .or
From the Edit Citation window, enter page numbers by adding them in the Suffix field, and not the pages field as you might assume. Any text entered in these fields must be typed exactly as you wish it to appear in the final citation, including spacing and punctuation
e.g. , pp. 130-135 or , p. 34
With EndNote 9 & EndNote X (10) and using either the APA 5th or the Deakin styles - deakin-APA-2007 or deakin-harvard-2007 or deakin-Oxford-2007 or deakin-vancouver-2007 page numbers can be typed into the Pages: field e.g. 14 or 21-22 and the style will add the punctuation to the in text citation e.g (Babini 2004, p. 74) (Brown 2007, pp. 21-22).
Any output style that has the Cited Pages field listed in its citation or footnote template can use the Pages field to edit citations.

including page numbers

To include page numbers in an unformatted or temporary citation

A temporary citation appears in this form {author's surname, year, record number in EndNote library} e.g. {Brown, 2004 #7}
Position the cursor after the record number
Type the @ symbol then the page number eg {Brown, 2004 #7@12}(EndNote will put in the proper punctuation after you have formatted the document)
Select Format Bibliography (when you want to format the document)
Select OK

From the EndNote Edit Citation window you can also do the following:

Exclude author - the authors name will be omitted from the formatted in text citation
Exclude year - the year will be omitted from the formatted int text citation
Prefix - enter text here to appear before the citation (punctuation is important - don't forget spaces)
Suffix - enter text here to appear after the citation (punctuation is important - don't forget spaces)

Removing / deleting a citation from Word

Click on the Endnote citation (it will turn gray)
Click on Edit Citation or
Click on Remove

Changing bibliographic styles

EndNote instantly formats your citations and creates a bibliography as you go, according to the selected style. Styles can be changed, either prior to inserting citations or during the process.

See bibliographic styles for more information about working with styles.

To change styles when inserting citations

From the EndNote tool bar, select Format Bibliography or
Use the With output style option to browse for the required style.
Check the output style required by your School
Click OK to format all citations in the chosen style.