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We will now look at some special situations which may arise when formatting a paper with EndNote.
In this tutorial we are using Word 2007. If you are using Word 2000, Word XP or Word 2003, you will find it more useful to study the corresponding section of our EndNote X tutorial.
Including Notes in the List of References
This is only applicable to numbered styles.
Some journals (such as Science) use a numbered reference style but permit you to include notes with the list of works cited at the end of the paper. In such a system, the notes are incorporated into the numbered list of references.
To insert such a note in your Word document, first use the styles manager to select the Science style.
Now position the cursor at the end of a sentence in the document and insert a space before the full stop. Click on the Insert Citation button  on the ribbon and click on the arrow to select Insert Note.
You will now see a dialogue box, in which you can type your note. Enter the following text:
These results are only preliminary.
Then click on the OK button.
EndNote inserts the note into the list of references. Save this change. Your document might now look something like this:
To delete this note, position your cursor immediately after the corresponding number in the text (the number is (2) in the above example), and then press the Backspace key twice.
Deleting a Citation
To delete a citation, do not use the Delete or Backspace keys on the keyboard.
To delete a citation safely, first highlight the in-text citation (i.e. the author and year in an author-date style, or the number in a numbered style). Now click on the Edit Citation(s) button  and you will see the following dialogue box:
This will display all the citations in your paper. You will see the text surrounding each citation, and then the citation in EndNote's temporary citation format (first author, year, number of the reference in your library).
Highlight the citation which you want to delete, and click on the Remove button. Then click on the OK button.
EndNote will remove the citation and reformat the list of references. Save the changes to your document.
Adding Text before a Citation
This is only applicable to author-date styles.
Some styles allow you to add text before a citation in a paper. Your paper must be formatted in an author-date style, so use the styles manager to reformat the document with the APA 5th style or another author-date style.
Click on the in-text citation, e.g. (Jones, 1993), to highlight it.
Click on the Edit Citation(s) button and the dialogue box will open. In the box labelled Prefix, type:
see also
You must type a space after "also" to ensure that there is a space between the prefixed text and the citation in the document. Click on the OK button, and EndNote will reformat the citation with the prefixed text. As an example, see the first reference below:
Save this change to your document.
Adding Text after a Citation
This is only applicable to author-date styles.
Some styles allow you to add text after a citation. Normally this will be a specific page number. Your paper must be formatted in an author-date style.
Click on the in-text citation, e.g. (Jones, 1993), to highlight it.
Click on the Edit Citation(s) button and the dialogue box will open. In the box labelled Suffix type:
p. 11
You must type a space before "p." to ensure that there is a space between the citation in the document and the suffix. Click on the OK button, and EndNote will reformat the citation with the text after the citation. As an example, see the second reference below:
Save this change to your document.
Why can't I just enter the page number in the Pages box?
When you click on the Edit Citations button, the dialogue box which appears has sections for Prefix, Suffix, and Pages. It seems logical to enter a page number in the Pages box.
In earlier versions of EndNote, the Pages box was used only for footnote styles. It was not used for author-date styles such as APA or Harvard. In recent versions of EndNote, some author-date output styles (e.g. APA 5th) are configured so that you can just enter a page number in the Pages box, and EndNote will format the reference and add all the necessary punctuation for you.
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Omitting Authors' Names from Citations
This is only applicable to author-date styles.
Some styles insist that if you have mentioned the author's name in the text, you should drop the author's name from the citation, e.g. "These results were confirmed by Smith (1993)." This can easily be done with EndNote.
At the end of your document, add a new sentence:
This has been demonstrated by Barnes.
Insert a space before the final full stop. Now click on the Find Citations button  and locate the reference by Barnes published in 1988 in the Paleo library. Insert this citation in your document, and it will appear in the normal format: (Barnes, 1988).
To remove the author's name from the citation, click on the citation to highlight it, then click on the Edit Citation(s) button .
When the dialogue box opens, check the box labelled Exclude author then click on the OK button. EndNote will remove the author's name from the citation. See the following example.
Save this change to your document.
Correcting Details in a Reference
When you see the references formatted in your bibliography, you may notice errors that you made when entering the details in your EndNote library. To correct these errors, go back to your EndNote library, open the reference, and correct it. Then close the reference to save the changes.
For example, go to the Paleo library and edit the Barnes reference to change the volume number to 100. The reference in the library is now correct, but the reference in your Word document has not been corrected.
To correct the reference in your Word document, click on the Update Citations and Bibliography button  . EndNote will format the references again and the volume number in the Barnes reference in the bibliography will be corrected.
Now try changing the year of publication of the Barnes reference in your EndNote library. Alter it to 2000. Go back to Word and use the Update Citations and Bibliography command. You will notice that the reference in the bibliography remains unchanged. Why?
If you change the year of publication, the family name of the first author, or the record number, EndNote will no longer be able to identify the reference in the Word document to correct it. In these cases, you must delete the reference in your Word document, and then reinsert it.
Click on the Barnes reference in the text of your document. Then click on the Edit Citation(s) button . Remove the reference. Now insert the reference into your document again, and it will display the amended year of publication.
Removing the Field Codes
What is the "traveling library"?
Although your document looks like a normal Word document, it is not. It contains field codes which include most of the data from your EndNote library relating to each of the references which you have cited. This stored data is called the Traveling Library.
If you are collaborating with colleagues who also use EndNote and who also use a recent version of Word which is compatible with EndNote's Cite While You Write function, you can send them your formatted Word document and they can add text and references to it from their own EndNote libraries. They can format the completed document because all data relating to your references are stored in the Traveling Library.
Beware: When sharing documents with a colleague, your colleague must be using a compatible version of EndNote. EndNote X is not compatible with EndNote 7 and earlier versions.
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If you wish to submit your paper for publication, you must first remove all field codes, as they could interfere with the software used by the publisher.
Go to the Convert Citations and Bibliography button  and click on the arrow to select Convert to Plain Text. You will see a warning message, explaining that this will preserve your original document (with EndNote field codes) and create a new, unsaved document (without EndNote field codes). Click on the OK button to continue.
Save the new document under a new name, and send that version for publication.
Keep the original document, as that it is the master copy which you will have to use if you wish to add or remove any references using EndNote.
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