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EndNote X8: Working with Word

Referencing software

Working in Word

Open a Word document. Click on the EndNote X8 tab in the Word ribbon. If the tab does not appear go to the Cite While You Write FAQ CWYW1.

Using Insert Citation within EndNote

Place the cursor in the word document where you want to insert the citation. Go to EndNote and highlight the reference you want to insert into your document. Click on the Insert Citation icon   Your document will now show an in-text citation and a corresponding entry in the bibliography. Alternatively you can simply use the Alt 2 command.

Using Insert Citation within Word

In EndNote highlight the reference you want to insert into your document. In your word document, place the cursor where you want to insert the citation. In Word, on the word ribbon click on the drop down arrow next to Insert Citation and select Insert Selected Citation(s). Your document will show an in-text citation and a corresponding entry in the bibliography.

Using Find Citation within Word

Place the cursor in the document where you want to insert the citation. Click on the drop down arrow next to Insert Citation and select Insert Citation... or you can just click on the magnifying glass.

Type a keyword or author name in the search box and click Find. From the list of results that appear, highlight the citation you wish to insert. Click on the drop down arrow beside Insert and select your preferred option.

  • Insert - (Reid 1988)
  • Insert & Display as Author (Year) - Reid (1998)
  • Insert & Exclude Author - (1998)
  • Insert & Exclude Year - (Reid)
  • Insert in Bibliography Only - (the reference will only appear in the bibliography and not as an in-text citation). 

Your document will show an in-text citation and corresponding entry in the bibliography.  

To move back to your library click on Go to EndNote in the tool bar. 

  • Click on the in-text citation you want to edit. It should be highlighted in grey.
  • Go to the Citations group and click on Edit & Manage Citation(s) or right click on the in-text citation and choose Edit Citation(s) and then More...
  • A dialogue box will appear in which you can make changes to the citation. 
  • Use the drop down arrow at Formatting to choose your required option.
  • To add page numbers according to your referencing style enter the details in the suffix box, for example p.25. 
  • To remove a citation click on the drop down arrow next to Edit Reference and choose  Remove Citation. Click OK.

If you want to make manual changes to your references or are submitting an electronic copy of a paper to a publisher, it is recommended that you convert to a plain text copy. To do this:

  • Open your formatted Word document
  • Select the EndNote X8 tab and in the Bibliography group choose Convert Citations and Bibliography>Convert to Plain Text>OK
  • A new unsaved document with no field codes will appear
  • Save it with a new file name. NB: that your original document with the field codes will not be changed

Your Word document contains a ‘traveling library’ of the references cited. This traveling library allows you to collaborate with other authors working on the same Word document without each author having the same EndNote library.

To export references from a Word document to an EndNote library:

  1. Send your word document as an email attachment to your collaborator
  2. Collaborator opens the Word document received and follows the instructions below to use the traveling library
  3. On the Endnote tab, go to Tools menu, select Export to EndNote and then Export Traveling Library. Select your EndNote library and click OK


  • The reference data saved with each citation includes all fields except Notes, Abstract and Figures
  • Do not unformat the document you received if you do not have the original references in your library
  • The travelling library only operates if you are collaborating with someone using Word 2007 onwards

Note: We recommend that you export to a new EndNote library so you can review the records before adding them to an existing library.

There is an alternate way to copy references from your Word document to an EndNote library. Open both your Word document and the EndNote library. Then, in EndNote, go to the Tools menu, then the Cite While You Write submenu, and select Import Traveling Library.

Note: When you use the Import Traveling Library commands, the exported references are renumbered and do not retain their original reference numbers.

If you are writing a thesis, or writing for publication in a journal, you may find these templates useful, as they provide a guide that makes the writing process easier. EndNote comes with templates for quite a number of journals and theses styles such as MLA and APA. They open up as Word templates.

To open a manuscript template:

  1. In EndNote, from Tools, select Manuscript Templates
  2. In the templates folder in EndNote, select the title of the journal you need and click Open. The template will appear ready as a word document for you to type in your text.
  3. If your journal template is not available in the template folder you may be able to download it from the EndNote website and save it into C:\Program Files\Endnote X8\Templates.
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