If you have been using RefWorks to format your document and have decided to change over to EndNote, this will require a considerable amount of work.

Exporting your references from RefWorks to EndNote is fairly easy, although there is the possibility that you might lose some data, especially if you have used custom fields and custom reference types.

The procedure is explained on the RefWorks help screens at: http://www.refworks.com/Refworks/help/Exporting_or_Backing_Up_a_Database.htm

Import the text file into EndNote. For the Import Option, select Reference Manager (RIS).

The Reference ID numbers from RefWorks will appear in the Accession Number field in EndNote. This means that they can still be used to locate the relevant reference in EndNote.

Your original RefWorks document (in its unformatted form), will contain citations in the text which look like this:

For this citation to be recognised by EndNote, it has to be edited to look like this:

This is going to require a lot of work. If your document is fairly short, it is probably easier to go through it, inserting the citations from EndNote and then deleting the RefWorks citations.

If your document is lengthy, you can try the following procedure. It uses a combination of automatic replacement and manual editing of the RefWorks references to put them into a format that EndNote can recognise.

Make a copy of your original RefWorks document. This is the document with the unformatted citations, e.g. {{150 Ford,Ruth 2000; }}. Work from this copy. If necessary, you can always go back to the original and make a fresh copy and start again.

Use the Bibliography function in RefWorks to make a formatted copy of your paper. Keep this formatted copy. You will need it at the very end to check that the conversion to EndNote was successful.

The placeholders are the double curly brackets which surround the citation. The normal settings in EndNote use only a single curly bracket as the temporary citation delimiter.

The semicolon before the closing brackets must also be removed.

Opening placeholder: use the Find and Replace function in Word to replace {{ with {

Closing placeholder, step 1: use the Find and Replace function again to replace ; }} with }
(Note: you are replacing a semicolon, followed by two spaces and two curly brackets, with one curly bracket.)

Closing placeholder, step 2: repeat Step 1, but this time look for a semicolon, followed by one space and two curly brackets and replace with one curly bracket.

Closing placeholder, step 3: repeat Step 2, but this time look for a semicolon, followed immediately by two curly brackets and replace with one curly bracket.

Use the Search function in Word to make sure there are no remaining double curly brackets.

The switches are the code used by RefWorks to indicate text which is to appear before or after a citation. They are also used to suppress the author's name from the citation, when necessary. EndNote also uses switches, but they are different from those used by RefWorks.

Preceding Text (/p)

Use the Search function in Word to find all occurrences of this switch.

Manually move the text so that it now appears before the author's name, followed by a backslash. Delete the /p switch.

For example, change {174 Damousi,Joy 1995/psee for example } to {see for example \174 Damousi,Joy 1995}

Following Text (/f)

Use the Find and Replace function to locate all occurrences of /f and replace with @

There is no need to move or edit the text following the switch.

The following text may not appear in your formatted citations after conversion to EndNote, or it may need editing. See below.

Specific Page (/s)

This switch is normally only used in footnote styles.

Use the Find and Replace function to locate all occurrences of /s and replace with @

There is no need to move or edit the text following the switch.

Suppress Author (/a)

Use the Search function in Word to locate all occurrences of this switch. Delete the switch, and add text to the citation (before the author's name) to remind you to edit these references after conversion to EndNote. For example, change {187 Damousi,Joy 1997 p.37/a} to {REMOVE AUTHOR \187 Damousi,Joy 1997 p.37}

Note that you must put a backslash before the author's name.

Make sure that you have saved all the changes to your document. You are now ready to format it with EndNote.

Open EndNote and open the library of references which you transferred from RefWorks.

Choose the appropriate EndNote output style.

In Word, use the EndNote Update Citations and Bibliography (or Format Bibliography) command to format your paper.

EndNote will search for each of the citations in the EndNote library. It should be able to locate the correct citation and it will ask you for confirmation. Click on the Insert button to select the reference.

If EndNote is not able to locate the citation, there is probably some problem with the punctuation of the citation in the text. Did you remove the second curly bracket? Is there a redundant semicolon at the end of a reference? Were the switches inserted correctly in RefWorks?

Use the Search function to find any curly brackets remaining in your document. If necessary, delete these references and insert them directly from EndNote.

If there are cases where you removed the author's name from a citation in the text, search your document for occurrences of REMOVE AUTHOR and use the EndNote Edit Citations command. Check the Exclude Author box and clear the REMOVE AUTHOR text from the Prefix field. Click on the OK button.

Check the final version of the document against your RefWorks formatted document.

The text following your in-text citations (e.g. page numbers) may have disappeared, or it may have unnecessary punctuation in front of it. When this happens, highlight the citation and click on the EndNote Edit Citations command. In the dialogue box, drag-and-drop the text from the Pages field to the Suffix field. Click on the OK button.

You can now continue to add references to this document using EndNote.