Unit 4.1 Insert citations and format bibliographies: basic steps

One of the most useful features of EndNote is that it lets you insert EndNote citations into a Microsoft Word document and easily format a bibliography using a citation style (output style) of your choice. This saves you spending time entering the citation style's punctuation, italics etc into a citation such as:

Whiting, J. R., Billoski, T. V. & Jones, V. R., 1987. Herding instincts of Cretaceous duck-billed dinosaurs. Journal of Paleontology, 75, 112-132.

Note! If you keep all your references regardless of subject in a single EndNote library, the formatting process is easier.

1. Turn off instant formatting

EndNote has instant formatting turned on by default. This converts citations into their final form as you enter them but it is not recommended. To prevent later problems, turn off instant formatting before you insert any citations and keep it turned off until you need a final formatted copy of the document.

On new documents, turn off instant formatting in the Cite While You Write preferences:

In Microsoft Word choose TOOLS > EndNote > Cite While You Write Preferences.
Make sure Enable Instant Formatting on new Word documents is not checked and click OK.

If you have an existing document with Instant formatting turned on, unformat the document through the Word TOOLS > EndNote > Unformat Citation(s) menu. This disables instant formatting on that document only.

2. Insert citations: Cite While You Write

To practise inserting citations and formatting bibliographies, open the sample files Paleo.doc in Microsoft Word and the Paleo library (Paleo.enl) in EndNote. These files are usually at SYSTEM (C:) > Program Files > EndNote > Examples on a PC.

Assume that you are writing the Word document Paleo.doc as your thesis or article and your references are in the EndNote Library Paleo.enl.

You want to insert one of the EndNote citations in the text of the Word document.

In the EndNote library, select the reference you want to insert. Do not open the reference.
In the Word document, place the cursor where you want to insert the citation.
In Word choose TOOLS > EndNote > Insert Selected Citation(s). The citations are added to the paper as temporary or unformatted citations in the form [Whiting, 1987 #180].
You can add page numbers to the temporary citation or remove authors from them - see Unit 4.2 Editing citations.
If you select more than one citation at once in EndNote (using CTRL-click), they are inserted together in the form: [Trivette, 1994 #186; Trift, 1998 #197].

Note:

There are several ways of moving between Word and EndNote. As with other software, you can use the task bar icons. Or use TOOLS > EndNote > Go to EndNote.
You can also select and insert citations in other ways. In Word you can use TOOLS > EndNote >Find Citation(s) to search for and insert a citation. In EndNote choose TOOLS > Cite While You Write > Insert Selected Citation(s).

3. Select an output style

When you've finished writing the paper and inserting all citations, you can format the paper in a citation style of your choice. In this process EndNote automatically

changes the in-text citations
from the unformatted form [Whiting, 1987 #180] to a formatted form such as (Whiting et al., 1987)
and produces a bibliography of formatted references such as:
Whiting, J. R., Billoski, T. V. & Jones, V. R., 1987. Herding instincts of Cretaceous duck-billed dinosaurs. Journal of Paleontology, 75, 112-132.

The exact appearance of these formatted citations in your final document is determined by the citation style (output style) you choose to use. You may have to use a particular named style required by your School or by the journal to which you are sending an article. Otherwise choose a style you like and use it consistently.

To choose a style:

In EndNote, go to EDIT then OUTPUT STYLES then OPEN STYLE MANAGER which displays the names of styles available in EndNote. The list includes general styles such as Author-Date, Numbered or Vancouver or styles expected by particular journals such as Journal of metamorphic geology.
Change Style Info to Style Preview and select (highlight) a style. The Style Preview window shows what a book, journal and book chapter look like in that style.
You can click Name to sort styles by their names or Category to sort by subject groups. You can also search for known styles using Find.
Mark the check box next to the style you decide to use and close the Style manager window.
You need to choose the style in this way only once. From then on, it will display automatically as a choice in the next step.

4. Format the citations and bibliography

Once you have inserted all citations, you can apply your chosen output style.

Make a backup copy of your unformatted Word document.
In Word, choose TOOLS > EndNote > FORMAT BIBLIOGRAPHY.
In the resulting dialog box, change With Output Style to your chosen style.
Check that the temporary citation delimiters are the same as those used in your document i.e. square brackets [ ] or curly brackets { }.
If you want to add a heading to the bibliography or change indentation or spacing, use the LAYOUT tab.
Click OK.
A number of message boxes are displayed while the paper is being formatted. At the end of this process citations will be formatted and a bibliography generated in your chosen style.

You can unformat and reformat your paper in Word at any time.

To unformat: choose TOOLS > EndNote > UNFORMAT CITATIONS. Always use the unformatted document if you are using more than one computer.
You can reformat your paper using a different style: simply repeat the formatting process with the new style.

5. Submit the final paper to a publisher

Your formatted Word document has hidden field codes which may be incompatible with software used by a publisher, so remove field codes before submitting the paper.

Before removing field codes, make backup copies of the formatted version with field codes included; once you have removed field codes, you cannot reformat the document.

Open a copy of the formatted Word document.
Choose TOOLS > EndNote > REMOVE FIELD CODES
Save the new document copy under a new name. The document is saved without embedded formatting codes