|
Contents of this Section:
Including Notes in the List of References — Deleting a Citation — Adding Text before a Citation — Adding Text after a Citation — Omitting Authors' Names from Citations — Correcting Details in a Reference — Removing the Field Codes
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 2003, the EndNote commands appear on a toolbar in Word. Generally they work the same way as the EndNote commands on the Word 2007 ribbon.
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. Then use 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, click on the relevant number in the text to highlight it. Then click on Edit Citations(s)  on the ribbon. When the dialogue box opens, click on the Remove button and then click OK.
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 on the ribbon 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.
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 on the ribbon and the dialogue box will open. In the box labelled Prefix, type:
see for example
You must type a space after "example" 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.
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 on the ribbon 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.
|
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.
When you first insert the reference, it will look something like this:
These results were confirmed by Smith (Smith, 1993).
To remove the author's name from the citation, click on the citation to highlight it, then click on the Edit Citation(s) button on the ribbon.
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.
Save this change to your document.
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.
When you return to your Word document, you may find that the Instant Formatting function has already corrected the reference. But in some cases you will find that 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  on the ribbon. EndNote will format the references again and the bibliography will be corrected.
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 a recent version of EndNote and a recent version of Word, 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 amended 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 X2 is not compatible with EndNote 7 and earlier versions.
|
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 on the ribbon 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.
Next Section
| 
