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EndNote Cite While You Write FAQs

1. Word option and click Next Click Finish when you are done Quit and restart all Office applications and check for the tools in Word OR Click on the Office button in Word top left Click on Word Options bottom Click on Add Ins left Select Disabled Items in the drop down at the foot of the page Check that none of the EndNote options are disabled ie Cite While You Write and In Text Citation If they are then simply enable them Then reopen Word and the EndNote tab should display A compatibility chart is available here N Instead of seeing my regular citations l m seeing strange code which looks something like ADDIN EN CITE EndNote Cite Year What can do to fix this Top In Word 2007 press ALT and F9 together to remove the field codes To remove them in earlier versions of Word go to the Tools menu and select Options On the View tab uncheck the Field Codes box and click OK The document should now appear as normal In X3 onwards there is a CWYW preference available that tries to automatically turn this Word function off 3 How do get page numbers to properly show up in my in text citations I ve tried the Edit Citation command and put the page numbers in the Pages field but that doesn t work IOE Library January 2013 Page 3 Top If page numbers cited in the Pages field disappear when you reformat this is because your chosen output style does not support in text
2. change the default temporary citation delimiters within Edit gt Preferences gt Temporary Citations Beware of using common symbols are conflicts will arise if they are used elsewhere in the text but not as delimiters IOE Library January 2013 Page 8 Top You can also use keyboard shortcuts to speed up the insertion process by selecting CWYW Preferences gt Keyboard from the toolbar and assigning keys as you wish or using the default options 15 How do get numbered in text citations to appear in superscript Top You need to edit the particular style you re using within your EndNote library Click on Edit gt Output Styles and select your chosen numbered style Select Citations gt Templates and highlight Bibliography Number Click on the superscript icon not in the template itself but in the menu bar at the top of the screen Finally close the window and save your changes 16 Why are manual changes make to my citations or bibliography overwritten by the EndNote program All changes that are manually typed in will be lost the next time EndNote updates the citations and bibliography to conform to the currently selected output style If you wish to edit an in text citation then simply click on the citation and select Edit Citation from the Citations group on the EndNote tab or the floating EndNote toolbar Here you can enter page numbers a prefix a suffix or exclude the author or year If you are
3. combine separate Thesis chapters and bibliographies to create my final document and unified bibliography IOE Library January 2013 Page 1 11 Why does the updated version of the IOE House Style not work with EndNote7 12 What is the Insert Note command on the Endnote tab or toolbar for 13 Why does the Select Matching Citation window keep opening when try to format my document 14 Are the insert selected citation or find citation commands the only options when inputting cited authors Are there any keyboard shortcuts for inserting editing and formatting references 15 How do get numbered in text citations to appear in superscript 16 Why are manual changes make to my citations or bibliography overwritten by the EndNote program 17 How can add a blank line between entries in my bibliography within Word 18 Can EndNote be used to automatically insert quotes into a Word document 19 How can cite a secondary source referenced by my cited author For example Bloggs 2004 as quoted by Smith 2008 20 How do delete a citation from my Word document 21 How can integrate Word 2007 citations with EndNote 22 When click on insert citation in Word l m not seeing the usual options The choices are Add new source Add new placeholder etc 23 After using Track Changes in my document it won t format properly or l m getting errors with the tools in this document such as The requested o
4. entering a prefix or suffix you ll want to include any spaces or punctuation as EndNote will display whatever is entered in these boxes If you need to edit the actual reference this must be done within the library See also CWYW FAQ 3 above inserting page numbers Top 17 How can add a blank line between entries in my bibliography within Word Top Choose Format Bibliography via the small arrow in the corner of the Bibliography group on the EndNote tab or EndNote toolbar Select the Layout tab and change the space after dropdown to your chosen spacing 18 Can EndNote be used to automatically insert quotes into a Word document EndNote does not automatically format quotes in the text in the same way as it manages citation information However you can of course use the notes field or a customised field within each reference in your library to store quotable passages Similarly PDFs of full text journal articles and other items of interest can be attached to specific references in the library to enhance the process EndNote X4 allows the automatic import of your existing PDFs into your library to create new references with attached searchable full text documents See the EndNote X4 guide for more details IOE Library January 2013 Page 9 Top 19 How can cite a secondary source referenced by my cited author For example Bloggs 2004 as quoted by Smith 2008 Click on the citation in the body of the te
5. having one library open when you come to format your document Any missing matches from unopened libraries will prompt the Select Matching Citation window to appear This problem can be avoided by maintaining a single EndNote library as we recommend Note that with the release of EndNote X4 if a reference s unique record number has changed for example if the original reference was deleted from the library and then later restored CWYW is smart enough to match the original citation with the new reference The same is true for changes to core bibliographic data such as the date field in a reference In the past both examples would have prompted the Select Matching Citation window to appear This enhancement making collaboration using shared documents much easier Top 14 Are the insert selected citation or find citation commands the only options when inputting cited authors Are there any keyboard shortcuts for inserting editing and formatting references e f you already know the authors you wish to cite you can use the temporary citation markers to quickly insert citations as you write For example Jones 2006 and even add a prefix by adding the relevant text with a backslash between the prefix and citation as expounded by Jones 2006 e When you reformat your document the full citation and prefix will be inserted The Select Matching Citation window will only appear if there are several possible matches e You can
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7. to unformat and reformat citations and bibliographies e Formatted citations and references will usually show as shaded text within Word when you click on them e With the document open select Convert Citations and Bibliography gt Convert to Plain text from the Bibliography group on the EndNote tab Remove field codes on the CWYW toolbar Word will then create an unlinked copy which can be renamed and saved e Alternatively to preserve formatting in the original Word document select all text and click on Ctrl Shift F9 within Word See also EndNote Library FAQ 18 about term lists Top 7 What is a travelling library e Each formatted citation in your Word document is saved with field codes that embed reference information in the document e This comprises a travelling library of cited references which allows anyone with EndNote to work on the document even if the EndNote library file is not present e The bibliography can be reformatted from the travelling library although some fields such as abstract and notes are not included e You can export the travelling library from another document to your own EndNote library or create a smaller EndNote library based on the subset of formatted references contained within your own document e This feature does not work when citations are unformatted e You can access it via the Export to EndNote gt Export Traveling Library command on the EndNote tab Note that with
8. Leading education and social research Institute of Education University of London IOE Library Guide EndNote Cite While You Write FAQs We have compiled a list of the more frequently asked questions and answers about citing your references in Word and working with EndNote libraries desktop and web versions Specific versions of EndNote Word and operating systems are indicated in the questions where relevant Last updated 25 01 13 Questions 1 lve installed EndNote but the EndNote tab or toolbar is not displaying in Word How can fix this 2 Instead of seeing my regular citations l m seeing strange code which looks something like ADDIN EN CITE EndNote Cite Year What can do to fix this 3 How do get page numbers to properly show up in my in text citations I ve tried the Edit Citation command and put the page numbers in the Pages field but that doesn t work 4 How do l exclude the author or year from my citations 5 Can format my citations as footnotes 6 What should do before sending an electronic copy of my formatted paper to a colleague or publisher 7 What is a travelling library 8 How do create the bibliography quoting all references consulted not just those used in citations 9 How can get the name of the publication rather than the author of the article to display within my citation when using the newspaper or magazine article reference type 10 How can
9. b or EndNote toolbar e Select the Layout tab and change the Font Text Format and Bibliography Title as required e This will ensure the bibliography is formatted independently of any other text in the document See also CWYW FAQ 17 about inserting blank lines within a bibliography 30 lve accidently deleted my library Can recover the references used in my document e Yes you can recover the references you have cited in a document by using EndNote s travelling library feature This will recreate a library of these references at least 31 I ve created an EndNote Web account and can only see these tools in Word How can get my EndNote desktop tab back e Click on Preferences gt Application on the tab and select EndNote or EndNote Web from the dropdown to toggle between applications IOE Library January 2013 Page 12 e Working with a library synchronised between both applications is fine but working with separate libraries may cause problems as EndNote will struggle to match citations Top Further Guidance This is only a brief introductory guide to EndNote For further sources of information please see EndNote s inbuilt help function accessible via the onscreen menu The complete user manual provided with the software Our new LibGuide on the web libquides ioe ac uk endnote Library staff at lib enquiries ioe ac uk EndNote technical support staff www adeptscience co uk
10. bject could not be found What can do to resolve this 24 Are there any advantages in working in unformatted citation mode 25 How can add acronyms and cross references to in text citations 26 Can have multiple bibliographies in one Word document 27 Can divide my bibliography to differentiate between published and unpublished sources for example 28 When try and insert a citation my cursor is jumping around the document How can fix this 29 My bibliography seems to be picking up miscellaneous formatting within Word How can specify the formatting want 30 I ve accidently deleted my library Can recover the references used in my document IOE Library January 2013 Page 2 31 I ve created an EndNote Web account and can only see these tools in Word How can get my EndNote desktop tab back Solutions 1 lve installed EndNote but the EndNote tab or toolbar is not displaying in Word How can fix this The solution depends upon which version of EndNote and Word you have Detailed instructions if the toolbar disappeared or was never there in the first place are available from Thomson Or try either both of these solutions in Word 2007 Run the Configure EndNote Utility from the EndNote Start Menu or the EndNote Program Files folder Once you run the utility make sure Configure EndNote components for me is selected and click Next Select the Unified Cite While you Write for the Microsoft
11. ertain styles will not allow the exclusion of an author but you can easily disable this feature In EndNote go to Edit gt Preferences or EndNote gt Preferences on a Mac and then to Formatting Make sure the Omit Author and or Year from formatted citation if removed from temporary citation option is checked If unchecked you cannot omit your author or year from the formatted citation Top 10 How can combine separate Thesis chapters and bibliographies to create my final document and unified bibliography IOE Library January 2013 Page 6 e The easiest way of doing this is to unformat the citations within each individual chapter using the Convert to Unformatted Citations command found under Convert Citations and Bibliography dropdown on the EndNote tab e This will convert the citations to the unformatted syntax Bloggs 2010 5 and the bibliography will disappear at the end of each chapter e Then simply copy and paste each individual chapter in sequence into a new master and finally reformat this new document with your chosen style e The new document will now include formatted citations and a unified bibliography at the end of the text OR e Use Word s Master document feature to combine and merge chapters e When you have finished all of the chapters unformat your citations as above to remove the bibliography at the end of each chapter Close and save all the separate documents e Open anew document c
12. hange to Outline View and save it This will be your Master document e Insert each chapter in the correct order using the Insert Subdocument command within Word e When you have inserted all chapters reformat the citations and bibliography as above to create a unified bibliography at the end of the final subdocument that includes all the references from each of the subdocuments e Even if you reformat the bibliography of the Master document these separate bibliographies will not reappear e You can move the bibliography anywhere within the Master document and it will remain in that location when you reformat e The final step is to create a copy which is not linked to EndNote by selecting the Convert Citations and Bibliography gt Convert to Plain text command from the Bibliography group on the EndNote tab Remove field codes on the CWYW toolbar This is the copy which you should submit Remember this is not your Master copy Any changes must be made to the original Master document More detailed guidance about formatting long or Master documents in Word is also available See Word processing software See also RTF Document Scan in EndNote Help Top 11 Why does the updated version of the IOE House Style not work with EndNote7 e Unfortunately style files which have been edited using EndNote 8 9 will not work with earlier versions of EndNote This includes the updated version of the IOE House Style Top 12 What i
13. ng in unformatted citation mode e Itcan help avoid CWYW conflicts when working on one document using different version of Word Simply reformat the final version e The citation information is brief and easy to scan e The bibliography is omitted until the document is finally reformatted See also CWYW FAQ 20 above deleting citations in unformatted citation mode Top 25 How can add acronyms and cross references to in text citations e You may wish to use an acronym in the in text citation for a corporate body For example WHO for the World Health Organisation to appear as WHO 2010 e To achieve this click on the citation in the body of the text you would like to modify e Select Edit Citation from the Citations group on the EndNote tab or the floating EndNote toolbar e When the dialog box opens check the Exclude Author box and type the acronym WHO and a space in the Prefix box e The bibliography will still show World Health Organisation but an explicit cross reference to it such as WHO See World Health Organization 2010 can be added e Go to your EndNote library and select the New Reference command e Go to the Author field and type the cross reference e g WHO See World Health Organization remembering the comma at the end for corporate authors Add the date also e Insert the citation anywhere in your document select Edit Citation and exclude the author and year and click on OK e The cross
14. or and year to leave only the EndNote reference numbers 6 9 Then save the changes to your Word document NOTE This procedure will not work with numbered bibliographic styles e Choose Format Bibliography again on the EndNote tab or EndNote toolbar Select the Instant Formatting tab click Turn On Enable and then Ok EndNote will format the bibliography including the references which you have not cited in the text e These added citations are not visible but they are still present in the field codes Do not delete any blank lines at the end of your document You can delete blank lines in a copy of your document from which the field codes have been removed Top 9 How can get the name of the publication rather than the author of the article to display within my citation when using the newspaper or magazine article reference type e To modify an in text citation in a normal author year output style click on the citation in the body of the text you would like to modify e Select Edit Citation from the Citations group on the EndNote tab or the floating EndNote toolbar e Under Formatted Citation tick the exclude author check box and type the publication details in the Prefix field including any spaces or punctuation you want to show up between the year and the publication details as this is not placed in automatically e Click OK and the publication and date should now appear in the citation Remember c
15. page numbering To properly add pages to an in text citation in a normal author year output style click on the citation in the body of the text you would like to modify Select Edit Citation from the Citations group on the EndNote tab or the floating EndNote toolbar Under Formatted Citation type the page numbers in the Suffix field not the Pages field including all spacing or punctuation you want to show up between the year and the pages as this is not done automatically Most likely you ll want to put in something like pp 55 65 without the quotes Click OK and your pages should now appear in the citation e Remember certain styles such as the IOE House Style are pre configured to retain in text page numbering cited in the Pages field See also EndNote Library FAQ 15 about inserting an en dash 4 How do I exclude the author or year from my citations Click on the citation in the body of the text you would like to modify Select Edit Citation from the Citations group on the EndNote tab or the floating EndNote toolbar Select the Exclude Author or Exclude Year options and click OK The author or year for the citation you selected should be removed for this particular citation EndNote X5 allows you to set these options as the default setting if you wish using the Edit Citation command Note there is a setting in EndNote preferences that may disable this feature In EndNote go to Edit gt P
16. reference will not appear in the text of your document but only in the reference list at the end Top 26 Can have multiple bibliographies in one Word document IOE Library January 2013 Page 11 e Yes from EndNote X3 onwards output styles now have an option called Sections where you can input your preferences to apply to different sections of the document e Within your library click on Edit gt Output Styles and select your chosen style e Select Sections in the left hand pane and make your choices e Click Save As to save these edits but preserve the original style preferences also if you wish Top 27 Can divide my bibliography to differentiate between published and unpublished sources for example e Yes you can edit a given output style to sort the bibliography in whatever order you stipulate e You simply define a category term in a suitable field in each of your references and then sort on that term e See Dividing a Bibliography into Categories for more details Top 28 When try and insert a citation my cursor is jumping around the document How can fix this e This is a known problem Detailed instructions to fix the problem are available from Adept Scientific Top 29 My bibliography seems to be picking up miscellaneous formatting within Word How can specify the formatting want e Choose Format Bibliography via the small arrow in the corner of the Bibliography group on the EndNote ta
17. references or EndNote gt Preferences on a Mac and then to Formatting Make sure the Omit Author and or Year from formatted citation if removed from temporary citation option is checked If unchecked you cannot omit your author or year from the formatted citation Top 5 Can I format my citations as footnotes Creating footnotes is only possible with styles that are formatted for footnotes such as the IOE House style Open the Word document and EndNote library that contains the references you will be citing in your paper Within Word 2007 select References gt Insert Footnote Insert gt Reference gt Footnote from the dropdown menu in earlier versions This will place a superscript number within your text and move your cursor down to the corresponding number in the footnote section that has just been created Insert your selected citation s from your EndNote library and choose the appropriate style EndNote will automatically produce both the footnote list at the bottom of the page as well as the ready formatted bibliography at the end of your document IOE Library January 2013 Page 4 Note styles can be edited to display footnotes as in text citations entries that match the bibliography or a specific footnote format Top 6 What should do before sending an electronic copy of my formatted paper to a colleague or publisher e You will first need to remove the field codes which make it possible for EndNote
18. rt an EndNote citation within a Word footnote see CWYW FAQ 5 If you have citations already entered using Word you can copy these references into an EndNote library and then convert them into EndNote citations To export Word 2007 citations to an EndNote library select Export to EndNote gt Export Word 2007 Citations from the Tools group on the EndNote tab To export the Word 2007 master citation list to an EndNote library select Export to EndNote gt Export Word 2007 Master List from the Tools group on the EndNote tab To convert Word 2007 citations to EndNote citations select Convert Citations and Bibliography gt Convert Word 2007 Citations to EndNote from the Bibliography group on the EndNote tab IOE Library January 2013 Page 10 22 When click on insert citation in Word I m not seeing the usual options The choices are Add new source Add new placeholder etc e You ve got the References tab open rather than the EndNote tab e The References tab is for Word s own referencing options rather than EndNote Top 23 After using Track Changes in my document it won t format properly or I m getting errors with the tools in this document such as The requested object could not be found What can do to resolve this e The solution depends upon which version of EndNote and Word you have e Detailed instructions are available from Adept Scientific Top 24 Are there any advantages in worki
19. s the Insert Note command on the Endnote tab or toolbar for e Some numbered output styles Such as Science require that you include notes along with the list of works cited at the end of the document IOE Library January 2013 Page 7 e In such a system notes are numbered just like citations and are included in the reference list in order of appearance along with bibliographic references e Including notes in this way is not applicable to an author date style such as the IOE House Style for example Top 13 Why does the Select Matching Citation window keep opening when try to format my document e When you format your document EndNote tries to match all of your citations to a unique entry in the open EndNote library It may be unable to do this for a number of reasons and this search window will appear For example e Entering a reference from EndNote into your Word document and then subsequently deleted the record in your library e Enclosing some non reference information such as notes inside the same default curly brackets used by EndNote to identify citations e lf there are several possible matches for the citation such as references by the same author in the same year Normally EndNote s unique library record numbers identify specific entries and prevent this happening but if they have not been used then you will be prompted to select possible matches e Inserting references from multiple libraries but only
20. the release of EndNote X4 X5 if a reference s unique record number has changed for example if the original reference was deleted from the library and then later restored CWYW is smart enough to match the original citation with the new reference The same is true for changes to core bibliographic data such as the date field in a reference In the past both examples would have prompted the Select Matching Citation window to appear This enhancement making collaboration using shared documents much easier Top 8 How do create the bibliography quoting all references consulted not just those used in citations IOE Library January 2013 Page 5 e You can insert references at the end of your document and then edit the temporary EndNote citations so that they are not displayed in the text but only appear in the bibliography e Choose Format Bibliography via the small arrow in the corner of the Bibliography group on the EndNote tab or EndNote toolbar Select the Instant Formatting tab click Turn Off Disable and then OK e Make sure you have started a new paragraph at the end of your Word document and then select and insert the references you wish to include from your EndNote library You can select them all at once by holding the Ctrl key down as you click e The citations which appear at the end of the document will look something like this Carroll 1982 6 Hill 1975 9 You now edit these citations deleting the auth
21. xt you would like to modify Select Edit Citation from the Citations group on the EndNote tab or the floating EndNote toolbar Under Formatted Citation type the required information in the Prefix field including any spaces or punctuation you want to show up as this is not placed in automatically Smith 2008 will be fully referenced in the bibliography Bloggs will remain referenced only in the text See also CWYW FAQ 14 above inputting cited authors for a quick method Top 20 How do delete a citation from my Word document It is probably safer to delete an unformatted citation To convert to unformatted mode select the citation or group of citations and press Alt 4 in Word for Windows or Control 4 in Word for Mac Then simply press the backspace or delete key To safely delete a formatted citation and remove all associated code highlight the citation you want to delete Select Edit Citation from the Citations group on the EndNote tab or the floating EndNote toolbar Ensure your selected citation is highlighted in the left hand list If the citation is part of a multiple citation make sure you select just the citation you want to delete Click Remove and then Ok 21 How can integrate Word 2007 citations with EndNote Top The Reference tab in Word 2007 allows you to insert Word footnote or endnote citations These citations are not used directly by Cite While You Write although you can inse

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