Managing a Bibliography with

EndNote X6
Workbook

Edition 1
August 2013
Document Reference: 3777-2013
Managing a Bibliography with EndNote X6

Contents
1. Get started
EndNote: What and why? ................................................................................................ 1
EndNote essentials ......................................................................................................... 1
Create a new library ........................................................................................................ 3
Open an existing library ................................................................................................... 3
2. Collect references
Type a new reference...................................................................................................... 4
Export references from online databases ........................................................................ 5
Add references from PDFs .............................................................................................. 8
3. Manage references
Basic tasks ...................................................................................................................... 9
Sort ............................................................................................................................... 11
Copy formatted.............................................................................................................. 12
Search your library ........................................................................................................ 13
Group ............................................................................................................................ 14
Search for full text ......................................................................................................... 17
Attach a file ................................................................................................................... 18
View file attachments .................................................................................................... 19
Add a URL .................................................................................................................... 20
Sync online (EndNote Web) .......................................................................................... 22
4. Write your paper or thesis
What is Cite While You Write? ...................................................................................... 24
Insert a citation .............................................................................................................. 24
Delete a citation ............................................................................................................ 26
Edit citations .................................................................................................................. 27
Add references in footnotes........................................................................................... 29
5. Appendices
Using Cite While You Write with EndNote Web ............................................................. 30
Change a style .............................................................................................................. 30
Combine documents ..................................................................................................... 31
Install EndNote on your computer ................................................................................. 32
Get Help ........................................................................................................................ 32

If you require this document in an alternative format, such as large print,

please email [email protected].

Copyright © IS 2013

Permission is granted to any individual or institution to use, copy or redistribute this document
whole or in part, so long as it is not sold for profit and provided that the above copyright notice
and this permission notice appear in all copies.
Where any part of this document is included in another document, due acknowledgement is
required.
Managing a Bibliography with EndNote X6 1

1. Get started
EndNote: What and why?
EndNote is a reference database that allows you to create your own reference library.
You can store, manage and search your references.

Endnote can import bibliographic records and other data from online services and library
databases. It can also act as an online search tool, directly searching online bibliographic
databases and copying the references into EndNote.

You can use EndNote to format citations in Microsoft Word with the Cite While You Write
function. The bibliography list appears as you insert citations in your document, directly
from your EndNote library.

New features in EndNote X6 allow you to quickly edit references from the library window,
search and annotate PDFs stored in EndNote, and automatically sync your references
with EndNote Web.

EndNote essentials
EndNote files are called “libraries”. An EndNote library contains references. Each
reference consists of information about a piece of writing or other object (for example, a
picture) that you may want to refer to in your own writing. You can create as many
EndNote libraries as you wish.

An open EndNote library window contains three panels (groups, reference list and tabs)
plus a toolbar (Figure 1-1)

Figure 1-1

1 Get started
2 Managing a Bibliography with EndNote X6

This workbook has been written for EndNote X6 installed on a Windows 7 computer.
EndNote X6 is also available for Macs, but the appearance and some of the commands
differ.

The sample EndNote library used in this document can be found at

C:\Users\Public\Documents\EndNote\Examples\Sample_Library_X6 on all Windows
computers with EndNote X6 installed. You should copy it to your Documents folder
before opening it so that any changes you make do not affect other people using the
computer.

1 Get started
Managing a Bibliography with EndNote X6 3

Create a new library

Start the EndNote X6 program on your computer:

From the Getting Started window

If this is the first time you have opened EndNote, you will be presented with a Getting
Started window. If you do not see this, you can view it within EndNote by going to the
Help menu, and clicking Show Getting Started dialog.

 Click Create a new library (Figure

1-2).
 Choose the location to save the
library and a file name. Click Save.

Figure 1-2

From the File menu

 Go to the File menu. Click New.
 Choose the location to save the library and a file name. Click Save.

Open an existing library

From the Getting Started window
If this is the first time you have opened EndNote, you will be presented with a Getting
Started window. If you do not see this, you can view it within EndNote by going to the
Help menu, and clicking Show Getting Started dialog.

 Click Open an existing library.

 Locate your EndNote library. Click Open.

From the File menu

 Go to the File menu. Click Open.
 Locate your EndNote library. Click Open.

Tip: After the first time you use it, EndNote will automatically open the most
recently used library when you start the program.

1 Get started
4 Managing a Bibliography with EndNote X6

2. Collect references
Type a new reference
The simplest way to add a reference to your EndNote library is to type it.

 Click on the New Reference button in the library toolbar (Figure 2-1). Alternatively
you can go to the References menu and choose New Reference, or press [Ctrl+N].

Figure 2-1

A New Reference window

opens.

 Select the Reference

Type of the reference you
are entering (Figure 2-2).

You are now ready to enter

reference information
beginning with author names.
Author names should be
entered in the order "Last,
First Middle", such as
"Spaeth, Ellen Catherine"
(without the quotation marks).
When entering multiple author
names, each one must be on
a new line.

If the author is an
organisation rather than a
Figure 2-2
person, put the comma after
the organisation’s name, for
example “The Environment Agency,”.

 Complete the reference fields with the information you have. Use the [Tab] key or the
mouse to move between fields.

If you don't have the information for a field, just leave that field blank. However, it is
important to fill in as many fields as possible to ensure that your bibliography is accurate.

 Press [Ctrl+S], or go to the File menu and choose Save, to save the changes you
have made.

Tip: The Author, Journal and Keyword fields have term lists that will attempt
to auto-fill the field based on the other entries in your library.

2 Collect references
Managing a Bibliography with EndNote X6 5

Export references from online databases

The easiest way to add references to your EndNote library is by exporting them directly
from an online database or search tool. Most online databases allow you to do this,
although the exact method varies. Here are instructions for four of the most popular. If
you are unable to export references from your preferred online database or search tool
please contact the IS Helpline or your Liaison Librarian for help.

Searcher
 Open http://searcher.is.ed.ac.uk in your web browser and run a
search. You may be prompted for your EASE username and
password.
 Click on the title of the reference that you want to export to
EndNote, then click on the Export button on the right (Figure
2-3).
 Ensure the Direct Export in RIS Format radio button is
selected, then click Save.
 If prompted choose to Open the file.
 In the Choose Destination window ensure EndNote is
selected and click OK.

The screen will switch to EndNote with the reference displayed.

Figure 2-3

Tip: Export more than one reference at once by adding them to the folder,
then choose Export from within the folder.

Web of Knowledge
 Open www.webofknowledge.com in your web browser and run a search.
 Tick the box(es) to the left of the reference(s) you want to export to EndNote and
then click EndNote in the Send to: menu at the top or bottom of the search results
list (Figure 2-4).

Figure 2-4

 Use the Record Content menu to select whether you want to download the abstract
and click the Send button.
 If prompted choose to Open the file.

2 Collect references
6 Managing a Bibliography with EndNote X6

 In the Choose Destination window ensure EndNote is selected and click OK.

The screen will switch to EndNote and the reference(s) will be displayed.

PubMed
 Open http://www.ncbi.nlm.nih.gov/pubmed in your web browser and run a search.
 Tick the box(es) to the left of the reference(s) you want to export to EndNote and
open the Send to: menu at the top of the search results list.
 Choose Citation Manager (Figure 2-5) and click the Create File button.

Figure 2-5

 If prompted choose to Open the file.

 In the Choose Destination window ensure EndNote is selected and click OK.

The screen will switch to EndNote and the reference(s) will be displayed.

Google Scholar
 Open http://scholar.google.co.uk in your web browser.
 Click on Settings (top of the page) and under Bibliography manager select the
radio button to Show links to import citations into (Figure 2-6).
 Then select EndNote from the menu and click Save.

Figure 2-6

 Run a search. An Import into EndNote link will appear beneath each search result
(Figure 2-7) – click this link to export the reference to EndNote.

2 Collect references
Managing a Bibliography with EndNote X6 7

Figure 2-7

 If prompted choose to Open the file.

 In the Choose Destination window ensure EndNote is selected and click OK.

The screen will switch to EndNote and the reference will be displayed.

2 Collect references
8 Managing a Bibliography with EndNote X6

Add references from PDFs

If you already have a full text PDF of a reference that you want to add to your library you
can import the PDF into EndNote and EndNote will create a reference from the
information in the PDF. For this to work the PDF must be correctly formatted so that
EndNote can extract the information. Full text PDFs from reputable ejournals should
work, but ones from Google Scholar are less likely to.

 Go to the File menu. Click Import, then File.

 The Import File window will open (Figure 2-8). Click on the Choose button and
locate the PDF.
 Ensure the Import Option menu is set to PDF. Click on the Import button.

Figure 2-8

The reference will be added to your library and will appear in the Imported References
group in the Groups panel. The PDF that the reference was created from will be attached
to the new reference.

 Select the reference in the Reference List panel, then click on the Reference tab in
the Tabs panel to review the reference’s contents, and correct if necessary.

Tip: If you have a folder of full text PDFs you can import the whole folder,
rather than having to import each file individually. Go to the File menu, Import,
Folder. You may have to wait a while as EndNote processes each PDF.

2 Collect references
Managing a Bibliography with EndNote X6 9

3. Manage references
Basic tasks
Select
To work with specific references you must first select them in the Library window.

 Scroll down the list and left-click once to select a reference.

The selected reference is highlighted in blue. Now that the reference is selected, there
are a number of things you can do with it, such as view its contents, edit, delete, or print
it.

View and edit

 With the reference selected, click on the Reference tab in the Tabs panel (Figure
3-1).

Figure 3-1

 Scroll down to view all the reference fields.

 To make changes to the reference select a field in the Reference tab and start
typing.
 Press [Ctrl+S], or go to the File menu and choose Save, to save the changes you
have made.

Delete
 Make sure All References is selected in the
Groups panel (Figure 3-2).
 Select the reference you want to delete.
 Drag the reference to the Trash group in the
Groups panel (Figure 3-2). Alternatively, press
[Delete].

To empty the Trash group and permanently delete

these references:

 Right-click on the Trash group and select

Empty Trash, alternatively go to the
Figure 3-2

3 Manage references
10 Managing a Bibliography with EndNote X6

References menu and select Empty Trash.

If there are references in the Trash group when you exit EndNote, you will be prompted
to delete them.

Print
 Select the reference(s) you want to print in the library window. Hold down [Ctrl] to
select more than one reference.
 Choose the style you want the references to be printed in from the Bibliographic
Output Style menu (Figure 3-3). See chapter 4 for an explanation of bibliographic
output styles.

Figure 3-3

 Go to the File menu and select Print.

The selected references will be printed in the chosen style.

3 Manage references
Managing a Bibliography with EndNote X6 11

Sort
References are sorted by author by default; this can be changed by clicking on the
column headings in the reference list panel.

 Click on the Year column heading in the reference list panel (Figure 3-4) to sort
references by year. Click on the same heading again to reverse the sort order.

Figure 3-4

You can also sort references by more than one field at once:

 Click on the Tools menu, choose Sort Library…

 Choose the fields you want to sort by from the lists and click OK (Figure 3-5).

Figure 3-5

3 Manage references
12 Managing a Bibliography with EndNote X6

Copy formatted
The Copy Formatted option allows you to copy references formatted in your chosen
bibliographic output style into a Word document to create a simple bibliography or
reference list. This is separate to EndNote’s Cite While You Write feature, which allows
you to insert citations into your Word document that automatically create a bibliography
and can be reformatted with one click (chapter 4).

 Choose the style you want the references to be copied in from the Bibliographic
Output Style menu (Figure 3-6).

Figure 3-6

 Select the reference(s) you want to copy in the library window. Hold down [Ctrl] to
select more than one reference.
 Click on the Edit menu, choose Copy Formatted.
 Open a new document in Microsoft Word.
 In Word, click on the Home tab and select Paste from the Clipboard group

The selected references will be copied into Word formatted in the style you chose.

3 Manage references
Managing a Bibliography with EndNote X6 13

Search your library

It is easy to search the references in your library, including any PDF attachments.

 Click on Show Search Panel in the EndNote toolbar (Figure 3-7).

Figure 3-7

 Enter your search terms in the Search panel (Figure 3-8).

Figure 3-8

 Click the Search button. EndNote displays the references that meet the search
criteria. These references appear in a Search Results group in the Groups panel
(Figure 3-9).
 Select All References in the Groups panel
(or press [Ctrl+M]) to see all the references in
the library again.

Figure 3-9

 To hide the search panel, click on

Hide Search Panel in the EndNote
toolbar (Figure 3-10).

Figure 3-10

3 Manage references
14 Managing a Bibliography with EndNote X6

Group
EndNote allows you to organise references into groups – these can be viewed in the
Groups panel at the left of the library. A reference may be in more than one group at
once.

EndNote has permanent groups that you cannot change (All References, Unfiled and
Trash). It also has built-in temporary groups (such as Imported References and Search
Results) that are automatically created as you work, and deleted when you close your
library. There are also three types of groups that EndNote users can create – custom,
smart and combination.

Custom groups
Custom groups contain the references that you assign to them.

To create a new custom group:

 Click on the Groups menu, choose Create Group.

A new group appears under My Groups in the

Groups panel (Figure 3-11).

Figure 3-11

 If the new group is not already selected, double-click on its name to edit it. Type the
new name and press [Enter].
 Select the references you want to put in the group (press [Ctrl]) to select multiple
references).
 Open the Groups menu, choose Add References To, then choose the group you
wish to use. Alternatively, you can drag references into groups.

The number in brackets to the right of the group

name in the Groups panel will update to show the
number of references in that group (Figure 3-12).

Figure 3-12

3 Manage references
Managing a Bibliography with EndNote X6 15

To remove a reference from a group:

 Click on your group in the Groups panel.

 Select the reference(s) to be removed.
 Go to the Groups menu, choose Remove References from Group (or press [Delete]).
 Click Yes in the confirmation window.

The references are removed from the group, but not deleted from the library.

Smart groups
This feature allows you to create groups quickly using search terms. All the references in
your library that match the search terms will be added to the smart group. New
references will automatically be added to the group if they meet the criteria.

 Go to the Groups menu and choose Create Smart Group.

Figure 3-13

 In Smart Group Name, type your group name (Figure 3-13).

 Enter your search criteria, and click the Create button.

A new smart group is created containing all the

references that match the search criteria (Figure
3-14).

Figure 3-14

3 Manage references
16 Managing a Bibliography with EndNote X6

Combination groups
It is possible to combine custom and smart groups into a single group to better organise
your EndNote references. Use AND, OR, and NOT logic to create new, useful combined
group sets. Save references in custom and smart groups, and then save sets of groups
as a combination group.

To create a combination group:

 Go to the Groups menu, choose Create from groups….

Figure 3-15

 In the Group Name field, type your group name (Figure 3-15).
 Choose an existing group from the first Select a Group menu.
 Choose whether the groups are combined using the AND, OR or NOT operator, then
choose a different group from the second Select a Group menu.
 Click the Create button.

Your combination group will appear in the Groups

panel (Figure 3-16).

Figure 3-16

3 Manage references
Managing a Bibliography with EndNote X6 17

Search for full text

EndNote can attempt to download full text PDFs for the references in your library. This
works best for recent articles that the University of Edinburgh has electronic access to,
but even then it may fail to find full text. The success rate can be improved by adding
details of the University’s OpenURL server to EndNote.

Add the OpenURL server information:

 Go to the Edit menu, choose Preferences..., then Find Full Text.

 Ensure all four boxes are ticked (Figure 3-17).
 In the OpenURL Path: box type http://openurl.ac.uk/athens:edu/
 In the Authenticate with: URL: box type http://ezproxy.is.ed.ac.uk/login

Figure 3-17

 Click OK.

Search for full text:

 Select the references you would like to find full text for.

3 Manage references
18 Managing a Bibliography with EndNote X6

 Click on the Find Full Text… button on the EndNote toolbar (Figure 3-18).

Figure 3-18

 When prompted, log in to the OpenURL server using your EASE username and
password. Click Continue, then OK.
 Watch the progress in the Find Full Text area of the Groups panel (Figure 3-19).

Figure 3-19

Attach a file
You can attach any file to a reference. This is particularly useful if you already have an
electronic copy (PDF) of an article referenced in your EndNote library. A reference can
have more than one file attached to it. By default, files attached to references are copied
to the .Data folder in the same location as your EndNote library.

 Select a reference in your library.

 Click the Attach File… (paperclip) button in the Tabs panel toolbar (Figure 3-20).

Figure 3-20

 Navigate to, and select the file you wish to attach. Click Open.
 Save the change by going to the File menu and choosing Save, or by pressing
[Ctrl+S].

3 Manage references
Managing a Bibliography with EndNote X6 19

View file attachments

References with a file attached have a paperclip icon in the second column of the
Reference List panel (Figure 3-21).

Figure 3-21

You can view PDF attachments within EndNote, any other type of attached file will open
outside EndNote.

To view a PDF attachment:

 Select the reference in the Reference List panel.

 Click on the PDF tab in the Tabs panel (Figure 3-22). The PDF pages will be
displayed scaled to fit in the Tabs panel.

Figure 3-22

 To view the PDF full-screen, click the Open PDF button in the toolbar at the top on
the PDF tab (Figure 3-22). The PDF will open in a reference window.
 To get back to the library window click the Close PDF button (Figure 3-23).

Figure 3-23

To view an attachment that is not a PDF:

 Select the reference in the Reference List panel.

3 Manage references
20 Managing a Bibliography with EndNote X6

 Ensure the Reference tab is selected in the Tabs panel and scroll down to the File
Attachments field.
 Double-click on the icon for the attachment you wish to open (Figure 3-24).

Figure 3-24

The file will open in its default program.

Tip: To quickly open the first file attached to a reference, select the reference
and click the Open File button in the EndNote toolbar, or press [Ctrl+Alt+P].

Add a URL
Most reference types have a field for the reference's URL, so you can type (or copy and
paste) an online article's URL into EndNote just as you would enter the author, title, and
other information.

Add a URL to a reference:

 Select the reference in the Reference List panel.

 Ensure the Reference tab is selected in the Tabs panel and scroll down to the URL
field.
 Enter the URL (Figure 3-25). If there is more than one URL they can be added on
separate lines.

Figure 3-25

3 Manage references
Managing a Bibliography with EndNote X6 21

 Save the change by going to the File menu and choosing Save, or by pressing
[Ctrl+S].

Once you've added a URL you can open the webpage directly from EndNote:

 Select the reference in your library.

 Click the Open Link button in the EndNote toolbar (Figure 3-26).

Figure 3-26

The webpage will open in a browser window. This will only open the first URL in the URL
field. If there is more than one, you can access the others by navigating to the URL field
in the Tabs panel.

3 Manage references
22 Managing a Bibliography with EndNote X6

Sync online (EndNote Web)

EndNote can be synced with a free web-based version (EndNote Web) so that the
references are merged and the same ones appear in both locations. Your custom groups
will also be synced online (but not smart or combination groups), as will your file
attachments (up to a 5 GB limit).

Tip: It is useful to sync your EndNote library as a back-up. It also allows you to
access your references online if you are working on a computer that does not have
EndNote installed. Once your references are online you can share them with other
EndNote users.

To set up an online account, if you do not already have one:

 Open a web browser and follow this link to the Web of Knowledge
http://ezproxy.lib.ed.ac.uk/login?url=http://wok.mimas.ac.uk. Login with your EASE
account if prompted.
 Click on the orange Click here to access Web of Knowledge button.
 Click on EndNote at the top of the screen (Figure 3-27), then Register.

Figure 3-27

 Enter your E-mail Address twice, and then click Continue.

 Complete the registration information, and then click Submit Changes.
 You are informed that your registration is complete, click Continue.
 Read the terms and conditions and click I Agree to accept.

Tip: You only need to go through Web of Knowledge to create your EndNote
Web account. Once you have created it you can access it directly at
www.myendnoteweb.com

To set up syncing:

 In EndNote, go to the Edit menu and choose Preferences….

 Click on Sync. Enter your online E-mail Address and Password. Click OK.
 Click on the Sync with EndNote Web button in the EndNote toolbar (Figure 3-28).

Figure 3-28

3 Manage references
Managing a Bibliography with EndNote X6 23

 You may receive a warning about merging libraries, click on OK if you are happy to
proceed.
 You may be asked if you want to create a compressed library back-up. Choose Yes
or No as appropriate.

By default, the synchronisation will be carried out automatically every 15 minutes and
when you close your EndNote library. The sync process is always initiated by EndNote
desktop.

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24 Managing a Bibliography with EndNote X6

4. Write your paper or thesis

What is Cite While You Write?
Cite While You Write (CWYW) is a part of EndNote that integrates with Microsoft Word to
easily and quickly cite references and add properly formatted citations and a bibliography
to your paper. CWYW gives you access to EndNote references and formatting
commands via an Endnote tab in the Word 2010 ribbon.

Output styles determine how the references look in printed output. It's likely that your
publisher or department will have a preferred style for you to use (if you're not sure, ask).
EndNote has over 1,900 styles, meaning you can use CWYW to display your references
and bibliography in your preferred style.

Insert a citation
Create a new document in Word and start typing your text. When you want to insert a
citation:

 Go to the EndNote tab in the Word ribbon and click on the Insert Citation button
(Figure 4-1).

Figure 4-1

The Find & Insert My References window appears (Figure 4-2).

4 Write your paper or thesis

Managing a Bibliography with EndNote X6 25

Figure 4-2

 Type your search term in the box and click Find.

The references that include the search term are listed.

 Select the reference (or references) that you want to cite and click the Insert button.

EndNote inserts the in-text citation, adds it to a bibliography at the end of the paper (if
the chosen style includes a bibliography), and formats it in the currently selected style. It
is easy to change the style of the citations in Word:

 Click on the down arrow to the right of the Style menu on the EndNote tab in Word
(Figure 4-3).

Figure 4-3

Recently used styles are displayed in this menu.

 If the style you want to use is displayed select it. If it is not in the list choose Select
Another Style....
 Select the style you want to use from the list. Click OK.

Your document will be reformatted in the style you have chosen.

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26 Managing a Bibliography with EndNote X6

Delete a citation
Don't just press the delete key if you want to remove a citation - hidden parts of the
citation may remain and corrupt your document. The correct way to completely remove a
citation from your Word document is as follows:

 Click on the citation that you want to delete.

 Click on the Edit & Manage Citation(s) button on the EndNote tab in Word (Figure
4-4).

Figure 4-4

 A window will open - make sure the correct citation is selected, then click on the
down arrow to the right of the Edit Reference button next to it (Figure 4-5). If you
have a small screen you may need to scroll to the right to see this arrow.

Figure 4-5

 Choose Remove Citation from the menu.

 Click OK.

Tip: This will only remove the selected citation from your document. If you
have cited the same reference more than once then the other citations will still be
there.

4 Write your paper or thesis

Managing a Bibliography with EndNote X6 27

Edit citations
Correct errors
If you find an error, for example a spelling mistake, in a reference displayed in Word you
must correct it in your EndNote library. Do not try and correct the error in Word, because
it will return when the document is refreshed.

 In EndNote, select the citation that contains the error.

 Ensure the Reference tab is selected in the Tabs panel, then scroll to the field that
contains the error and correct it.
 Save the change by going to the File menu and choosing Save, or by pressing
[Ctrl+S].
 Switch to your Word document and click on the Update Citations and Bibliography
button on the EndNote tab (Figure 4-6).

Figure 4-6

The changes you made in your EndNote library will be transferred to the Word
document.

Remove the author or date

If you are using a style with author-date in-text citations, you may occasionally want to
exclude either the author or year from a citation. It is also possible to exclude both the
author and year, or to change the in-text citation to “Author (Year)” format.

 Click on the citation you want to change.

 Click on the Edit & Manage Citation(s) button on the EndNote tab in Word.
 A window will open - make sure the correct citation is selected, and then choose how
you want the citation to appear from the Formatting menu on the Edit Citation tab
(Figure 4-7). Click OK.

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28 Managing a Bibliography with EndNote X6

Figure 4-7

Add page numbers

There are two ways to add page numbers to an in-text citation in Word. The first way will
only work if you are using a style that supports page numbers (e.g. APA 6th):

 Click on the citation that you want to add a page number to.
 Click on the Edit & Manage Citation(s) button on the EndNote tab in Word.
 A window will open - make sure the correct citation is selected, then type the page
number into the Pages box on the Edit Citation tab. Click OK.

If you are using a style that does not support page numbers, you can still add them to
your citation as follows:

 Click on the citation that you want to add a page number to.
 Click on the Edit & Manage Citation(s) button on the EndNote tab in Word.
 A window will open - make sure the correct citation is selected, then type the page
number into the Suffix box in the Edit Citation tab. Click OK.

Tip: If using the Suffix box you will need to type exactly what you want to
appear in your document, for example, you may want to type a space and "p."
before the page number.

4 Write your paper or thesis

Managing a Bibliography with EndNote X6 29

Add references in footnotes

You can use EndNote to create footnote citations, but not all of EndNote's output styles
are designed to work in footnotes. Two styles which do work in footnotes are Author-
Date and Chicago 15th A, so if you wish to experiment with footnotes, you should
reformat your bibliography to use one of these output styles. (EndNote also has many
other output styles that will work in footnotes, so ask your department which style you
should use.)

 Open a new Word document.

 Format your document in the Chicago 15th A style.
 Type in some text.

Before you insert the citation, you need to create the footnote using Word's footnote
feature:

 Go to the References tab and click on the Insert Footnote button (Figure 4-8).

Figure 4-8

Word will create the footnote and automatically place your cursor in the body of the
footnote. Now you can insert the citation in the footnote just as you would insert a citation
in the body of the document:

 Go to the Endnote tab and click on the Insert Citation button.

 Search for the citation you wish to insert, select it from the list, and then click Insert.

The full citation will appear in your footnote, and it will also appear in a bibliography at
the end of the document. Subsequent footnotes citing the same reference on the same
page will be abbreviated as "Ibid." The numbering of footnotes is handled by Word, so
you will need to use Word's footnote features if you wish to change the numbering style
(for example, to re-number the footnotes from 1 in each new chapter of the document).

4 Write your paper or thesis

30 Managing a Bibliography with EndNote X6

5. Appendices
Using Cite While You Write with EndNote Web
If EndNote desktop is installed on the computer you are using the EndNote tab will
already be installed in Word:

 In Word, click on the EndNote tab. Click on the Preferences button, then on the
Application tab.
 Choose EndNote Web from the Application menu.
 Enter the E-mail Address and Password for your EndNote Web account, and click
OK.

Cite While You Write will now use references from your EndNote Web account.

If EndNote desktop is not installed on the computer you are using you can download the
plugin for Word from EndNote Web (Options tab > Download Installers).

Change a style
If you can't find the style you want to use in EndNote you can search the Styles
collection, which contains more than 5,000 bibliographic styles, at
http://endnote.com/downloads/styles. Any output styles you download must be saved
into the Styles folder of the EndNote program on your C: drive.

If you can't find what you need and decide to create your own, try to find a style as
similar as possible to the one you want to create in order to minimize the amount of
editing required. Also, be very careful when editing existing styles – the styles have been
created to help you follow the rules, so you shouldn’t edit them without good reason.

To view EndNote's styles:

 In EndNote, go to the Edit menu.

 Select Output Styles, then Open Style Manager....

A list of styles will be displayed. To view a style:

 Highlight the style and click on the Style Info/Preview button.

To modify/edit an existing style in EndNote:

 From the Styles window, select the style you want to edit.
 Click on the Edit button.

Look at the panel on the left hand side of the window:

 Citations governs the layout of your citations in the body of your text (Figure 5-1).
 Bibliography governs the layout for the list of references at the end of your
document (Figure 5-1).

5 Appendices
Managing a Bibliography with EndNote X6 31

Figure 5-1

The Templates options for Citations and Bibliography are the main place to edit the
structure of your references.

Note that fields such as author, year, title etc. are shown together with the punctuation
and other text that forms a reference in a bibliography.

Before editing save a copy of the style with a new name: Select Save As from the File
menu and give the style a new name.

You can change any field or formatting that is in a particular reference type. You can add
new fields or delete existing ones. Once you have made the modifications to the style,
apply it to your Word document.

Combine documents
If you want to combine two or more Word documents containing EndNote citations into a
single document (for example, thesis chapters) you should un-format the EndNote
citations before combining the documents. After the documents have been combined you
can reformat the citations and a single bibliography will be created at the end of the
document.

To un-format the EndNote citations in a document:

 Click on Convert Citations and Bibliography on Word’s EndNote tab.

 Choose Convert to Unformatted Citations.

To reformat the citations once the documents have been combined:

5 Appendices
32 Managing a Bibliography with EndNote X6

 Click on Update Citations and Bibliography on Word’s EndNote tab.

Install EndNote on your computer

Most Schools at the University have subscribed to a site licence that covers the
installation of EndNote on any computer owned by the School. This page has a list of
participating Schools: http://edin.ac/10vAZJV

If you want to use EndNote on your own computer you may wish to consider using
EndNote Web (chapter 3 ‘Sync references online’), which is free and can be used to Cite
While You Write with Microsoft Word.

If you would like to install EndNote on your own computer you can buy a copy at a
discounted rate from Adept Science: http://edustore.adeptscience.co.uk/

Get Help
If you need help with EndNote, online databases or Microsoft Word please contact
Information Services’ Helpline www.ed.ac.uk/is/helpline

5 Appendices