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The Bibliography: Templates

We now begin to specify how the style will configure the references which will appear in the bibliography (or list of references) at the end of the paper. Click on Templates under the Bibliography heading in the left-hand frame.

A bibliography template must be created for each reference type that you plan to cite. The style already has a box for the Generic reference type. Click on the Reference Types button, and select Journal Article from the drop-down menu. This will create a box for the Journal Article reference type.

Follow the same procedure to create boxes for the Book, Book Section and Edited Book reference types.

Generic

The Generic reference type will be used for any reference type for which you have not written a specific template. In practice, it is not possible to create a suitable generic template which is applicable to many different reference types, so you should create a separate template for every reference type which you plan to cite.

Instead of creating a full Generic template, we shall just configure it to alert us when we cite a reference for which we have no specific template.

Position your cursor in the Generic box, and then click on the Insert Field button. Select Author from the pop-up menu. This field name will be inserted in the Generic box. Make a space immediately after the field name, and then type No Template. Highlight this text, then click on Edit from the menu bar at the top of the screen, then click on Style and then Bold. The words "No Template" should now appear in bold type.

Check the image of the bibliography template to see what this should look like.

Testing a Template

You can test your bibliography templates without inserting references using your word processor. Open your EndNote library. Make sure that the style which you are creating is the active style. Click on a reference in your library which has the appropriate reference type. If the Preview Pane is not visible at the bottom of the library window, click on Show Preview to open it.

The selected reference will now be displayed, formatted by the output style which you have created. If the reference is not correctly formatted, go back to the template, amend it and save the changes. The selected reference will now be formatted according to the amended output style.

Journal Article

The Instructions for Authors give the following example of how a Journal Article should appear in the bibliography:

Richardson, P.M., 1990. Flavonoid chemistry and the taxonomy of cycads. Mem. NY Bot. Gard. 57, 132-141.

If we express the contents of the sample reference in terms of EndNote field names, plus punctuation, it would appear as follows:

• Author
• Comma
• Space
• Year
• Full stop
• Space
• Title
• Full stop
• Space
• Journal
• Space
• Volume
• Comma
• Space
• Pages
• Full stop

This is the data which we have to insert in the Bibliography Template. Position your cursor in the Journal Article box, and insert the items listed above. Use the Insert Field button to insert EndNote field names. Punctuation and spaces should be typed in the normal way.

Check the image of the bibliography template to see what this should look like.

If the style required that the volume number be in bold, you would highlight the field name Volume, then select Edit>Style>Bold from the top menu bar. Note that you could also use the standard shortcut Ctrl+B.

If the style required that the journal title be in italics, you would highlight the field name Journal, then select Edit>Style>Italic from the top menu bar. Note that you can also use the standard shortcut Ctrl+I.

Book

The Instructions for Authors give the following example of how a Book should appear in the bibliography:

Harborne, J.B., Turner, B.L., 1984. Plant Chemosystematics. Academic Press, London.

If we express the contents of the sample reference in terms of EndNote field names, plus punctuation, it would appear as follows:

• Author
• Comma
• Space
• Year
• Full stop
• Space
• Title
• Full stop
• Space
• Publisher
• Comma
• Space
• City
• Full stop

This is the data which we have to insert in the Bibliography Template. Position your cursor in the Book box, and insert the items listed above.

The Instructions for Authors do not show us how to enter Edition details (e.g. 2nd ed.). So we will have to take a guess, and enter the Edition field before the Publisher field. Remember that the Edition field in a reference in an EndNote library should only contain the ordinal numeral (e.g. 2nd). So you have to add the necessary text to the template (i.e. ed.) and insert a space after it. Finally, remember that, according to the rules for style templates, you have to link the Edition field to the following text with a non-breaking space, instead of a normal space. To do this, click on the Insert Field button and select Link Adjacent Text.

Check the image of the bibliography template to see what this should look like.

Book Section

The Instructions for Authors give the following example of how a Book Section should appear in the bibliography:

Swain, T., 1975. Evolution of flavonoids compounds. In: Harborne, J.B., Mabry, T.J., Mabry, H. (Eds.) The Flavonoids. Chapman & Hall, London, pp. 1096-1129.

If we express the contents of the sample reference in terms of EndNote field names, plus punctuation, it would appear as follows:

• Author
• Comma
• Space
• Year
• Full stop
• Space
• Title
• Full stop
• Space
• In:
• Space
• Editor
• Space
• (Eds.)
• Space
• Book Title
• Full stop
• Space
• Publisher
• Comma
• Space
• City
• Comma
• Space
• pp.
• Space
• Pages
• Full stop

This is the data which we have to insert in the Bibliography Template. Position your cursor in the Book Section box, and insert the items listed above.

The rules for style templates explain that the non-breaking space, which is listed as Link Adjacent Text on the Insert Field menu, is used wherever you have some text which is separated by a space from a field name and that text should only appear in a formatted reference if the corresponding field is present. So there are two places in this template where you need to replace an ordinary space with a non-breaking space. The first is after the Editor field. The second is before the Pages field.

Note that there is no non-breaking space after "In:" because this word is required, whether or not the reference has an editor.

There are also two places where we need to use the Singular/Plural Term Separator, which looks like this ^ and can be selected from the Insert Field menu. When you use this character, the text before it is used for the singular, and the text after it is used for the plural. So the text after the Editor field should read: (Ed.)^(Eds.) and the text before the Pages field should read: p.^pp.

There are some further fields which we need to insert. Firstly, we need to insert the Edition field before the Publisher field, as we did with the Book template. You can insert these details in the normal way, or copy and paste them from the Book template.

Secondly, we need the Volume field, in case the Book Section is from a multi-volume work. So before the "p.^pp.", insert the text "vol." followed by the field name, Volume. Remember that you will need a non-breaking space between the text and the field name.

Check the image of the bibliography template to see what this should look like.

Edited Book

The Instructions for Authors do not tell us how to construct a reference for an Edited Book, but if we look again at the sample reference for a Book Section, it appears that an edited book should be cited just like an authored book, except for the addition of "(Eds.)" after the editors' names.

Highlight all the contents of the Book section of the template, and copy and paste them into the Edited Book section. Note that the Author field automatically changes name to Editor.

Now go to the Book Section section in the template, and copy the text immediately following Editor, i.e. "(Ed.)^(Eds.)" and paste this into the Edited Book section, immediately following Editor. Make sure that you have copied the non-breaking space also.

We have now completed the Bibliography Templates. You might need to add templates for other reference types which you regularly cite (e.g. Thesis, Conference Proceedings). The finished templates should look like this:

Remember to save your work by pressing Ctrl+S.

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