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Unit 4.2 Insert citations and format bibliographies: special features

Edit temporary unformatted citations

You can edit the data in this temporary citation. Leave the brackets.

• Add a page number with your preferred punctuation immediately after the record number e.g.
  the edited temporary citation {Schwartz, 1990 #5, p. 180}
  produces the formatted citation (Schwarz and Billoski, 1990, p. 180)

• Omit an author but leave the comma that follows the author e.g.
  the edited temporary citation Schwartz and Billoski in an earlier discussion {, 1990 #5} have...
  produces the formatted citation Schwartz and Billoski in an earlier discussion (1990) have....
  (Note! When you choose to place authors in this way outside citation markers, you lose the benefit of producing multiple authors automatically by formatting, so here you need to type Schwarz and Billoski not just Schwarz.)
  

• To add prefix text within the citation markers, type a back slash before the temporary citation. e.g.
  the edited temporary citation {for a fuller discussion, see \Schwartz, 1990 #5}
  produces the formatted citation (for a fuller discussion, see Schwartz and Billoski, 1990)
  

• To have a reference appear in the bibliography with no corresponding citation in the text, leave just the record number within the temporary citation markers e.g. {#5}

• You cannot edit citations in formatted documents in this way. They must be edited through the TOOLS > EndNote > EDIT CITATIONS menu.
• References in the bibliography can be edited only after your final formatting. Unlike changes to unformatted in-text citations, changes to the bibliography are lost in formatting.
• Curly brackets { } are the default temporary citation markers. You can change the default in EndNote using EDIT > PREFERENCES > TEMPORARY CITATIONS.

Insert and format citations in footnotes

• In Word, place the cursor in the text where you want to insert a footnote number.
• From the INSERT menu, choose REFERENCE > FOOTNOTE. The Footnote dialog box is displayed.

  

• Select Footnote and click OK. The footnote pane will open.
• Place the cursor against the footnote number in the footnote pane and insert a citation as usual through the Tools > EndNote > Insert Selected Citation(s) menu.
• When all footnote citations have been inserted, format the bibliography as usual through the Tools > EndNote > Format Bibliography menu.
• Repeat these steps for each footnote.

Insert Figures into Word documents

• In the Word document (e.g. Paleo.doc), place the cursor where the figure is to be added.
• Choose TOOLS > EndNote > FIND FIGURES.
• In the resulting dialog box, type bird evolution at Find: and click Search. EndNote lists those references that match the search text and contain an image and it displays the image for the highlighted reference.
• Click Insert. A marker such as (Figure 1) is inserted in the text and the Figure with caption is inserted below the paragraph.

• Images in references whose Reference type is Chart or Table are inserted as numbered Tables.
• The output style can be edited to place figures at the end of the document rather than below the relevant paragraph.
• If you move or delete a figure with COPY and PASTE commands, update the figure numbering through TOOLS > ENDNOTE > GENERATE FIGURE LIST.

Find extra citation styles

• Browse EndNote's Style Manager (reached through EDIT > OUTPUT STYLES > OPEN STYLE MANAGER) for another named style that looks the same.

• Check the EndNote web site's Output styles which is updated with new styles. Download the new style file to your EndNote Styles directory, which on a PC is usually at SYSTEM (C:)> PROGRAM FILES > ENDNOTE > STYLES. On a PC, style names use the file extension .ens.

• Use EndNote's Style Manager to find a style as close as possible to the style you want. Then edit that style to produce exactly the layout you want and save it as a new style. Consult EndNote's manual to learn how to edit styles through Style Manager.

Share your Word documents with colleagues

You can share final formatted copies of Word documents with colleagues who use a compatible version of Word. A Travelling Library of reference data (except Notes, Abstracts and Images) is embedded in formatted documents with hidden field codes and your colleagues can take advantage of this.

• They can reformat the document in a different style. EndNote uses reference data in the Travelling library to reformat when it doesn't have access to your EndNote library.
• They can export the document's Travelling library to an EndNote library using Word's TOOLS > EndNote > Export Travelling Library. The exported references will not keep their original EndNote record numbers.

If your colleagues do not have compatible versions of Word, you can share an unformatted document, but this does not include the Travelling library of EndNote references.

If you are working on two computers and inserting citations into a Word document on both, it is better to keep the latest copy of your EndNote library on both computers and to use an unformatted copy of the Word document. Otherwise it is easy not to update one copy of the EndNote library and to get mismatches when you format.

Manuscript templates

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