Endnote integrates with Microsoft Word using the Cite While You Write (CWYW) feature. When Endnote is installed, a Word toolbar becomes available in the top tabs. Activate the dedicated Endnote toolbar tab as shown below. After creating an EndNote library, references can be inserted into the text of a Microsoft Word document, and a references list is automatically generated from the citations as you go. The format of the citations and references list depends on which bibliographic style is selected.
To add a citation and bibliography entry in Word from an Endnote reference:
NOTE: Endnote does not automatically integrate with any other word processing software, only MS Word.
Put your cursor next to the place you wish to put a citation. (NB: Leave a space before the full-stop if using an author-date style such as Harvard or APA so the in-text bracket will appear correctly spaced).
When you need to add a citation, click on Go to Endnote. Once in Endnote, highlight the required citation with one click.
Go to Insert Citation symbol on the Toolbar (see above)
A formatted reference to the citation will be displayed in the document and a References entry will be added to the end of the document.
To delete a citation, use the Edit & Manage Citation(s) icon on Word’s Endnote 20 toolbar.
NEVER use the Delete or Backspace keys on the keyboard, or highlight and delete in Word. (This can corrupt your document).
Highlight the in-text citation (i.e. the author and year in an author-date style, or the number in a numbered style). Click on Edit & Manage Citation(s) button.
A dialogue box then appears (shown below).
This will display the citation in Endnote’s temporary citation format {first author, year, number of the reference} in your library.
Cick 'Edit Reference' and 'Remove Citation'. Endnote will remove the citation and reformat the list of references in your Word document. Save the changes!
You can also edit a citation in the same dialogue box under 'Edit citation' by changing the 'Formatting' option or adding a prefix, suffix or page number:
Working with very large Word documents (e.g. a full thesis).
Working with one very large document that has many references in it can slow down the Cite While You Write (automatic formatting) process a lot. In this case you have two options:
1. Unformat your document using the "Convert to Plain text" menu option so that the in-texts appear like this: {Smith, 2019 #23}. Your document is temporarily un-linked to Endnote so processing is much faster in a large document with many references. You can reformat it anytime you wish.
2. Split your document into multiple chapters and work on them separately. If you need to recombine all the chapters at the end, unformat each chapter as in 1. (above). Paste these unformatted chapters together into one.
Reformat with "Update Citations and Bibliography" option in the Word toolbar.
It is common to want to move a whole section of text (with in-text references) to another section of a document. If you do this while the text is formatted with Endnote it can cause some corruption to occur and errors to appear. It's easy to avoid this problem by unformatting from Endnote first by using the "Convert to Plain Text" option in the toolbar.
Now you can cut and paste safely, then reformat using the "Update Citations and Bibliography" option in the Word toolbar:
Honours and HDR students will want to send drafts in preparation to a supervisor for correction or review. This can cause serious document corruption if done the wrong way. The safest option is to NEVER let another person touch your "master" document - send them a copy. The following procedure is one recommended as being simple and safe.
Student: Make a "plain text" copy of your Word document. (Word - Endnote toolbar - Convert Citations and Bibliography – Convert to Plain text). This will make an exact copy, except it is now connected to Endnote (you will need to save and rename it). Send this copy to your supervisor. They will usually mark it up using Track changes (which interferes with Endnote functions) and send it back to you.
Supervisor: Edit and annotate the copy only, usually using Track Changes function. Send the corrected version back to student.
Student: Fix up your master document in line with supervisor’s comments.
If you want to submit your paper for publication, you may need to remove all field codes, as they could interfere with the software used by the publisher (this is publisher dependent).If you are finishing a thesis, it is often easy to do last minute minor edits of references after removing field codes. To do this, click on 'Convert citations and Bibliography' and 'Convert to Plain Text'.
Save the new document under a new name, and send that version for publication. It is a new Word version that is now “unhooked” from Endnote.
Keep the original document which is still linked to Endnote, as it is the master copy which you will have to use if you wish to add or remove any references.
