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Getting started with EndNote

Cite While You Write in Microsoft Word (CWYW)

The Cite While You Write (CWYW) function allows you to insert references from your EndNote Library into your Microsoft Word document, and instantly format the citations and bibliography in your chosen referencing style. Click on the EndNote tab in Word to access the EndNote toolbar.

Use the drop down arrow in the Style box to choose the style you are using in your EndNote library.

To return to your EndNote library, click on Go to EndNote in the toolbar.

Important note

While EndNote will display references in your selected referencing style (APA, Chicago, Vancouver etc.), you need to be familiar with that style so you are able to correct any mistakes or inconsistencies in your references. EndNote is not able to recognise incorrect or missing data required for your style. For more information see the Referencing guides.

Inserting citations

To insert citations into your Word document:

  1. Place the cursor where you want to insert the citation in your text
  2. Click Go to EndNote in the toolbar
  3. In EndNote, highlight the reference you want to insert and click the Insert Citation icon  in the toolbar 
  4. Your document will now show an in-text citation and a corresponding entry in the bibliography.

 

You can also find and insert citations from the EndNote toolbar in Word. To do this:

  1. Place the cursor where you want to insert the citation in your text
  2. Click the Insert Citation icon in the toolbar and a Find & Insert My References box will appear
  3. Enter keywords/author name etc. in the search box and then click Find to locate matching references in your library
  4. Select the required reference and click Insert.
  5. If you would like to exclude the author or year from the in-text citation you can do this by selecting the arrow next to the Insert button and selecting the appropriate option from the drop down menu.

Editing & removing citations

Changes to in-text citations should be made using the Edit & Manage Citation(s) function in the EndNote toolbar. If you need to alter reference list entries, this should be done in your EndNote library.

To edit in-text citations:

  1. Select the citation you want to edit (citation will be highlighted in grey)
  2. Click on Edit & Manage Citation(s) in the EndNote toolbar
  3. Under the Formatting drop down menu you can choose to exclude the author or year from the in-text citation 
  4. To add page numbers (if required for your referencing style) enter the page number in the Pages field (Note: if this doesn't work for your selected style, enter the details in the Suffix box, for example p. 25)
  5. To add a prefix, type the word in the Prefix box followed by a space. For example (See Smith, 2017)
  6. Once necessary changes have been made click OK.

 

To remove a citation from your document:

  1. Click on Edit & Manage Citation(s) in the EndNote toolbar
  2. Select Edit Reference and Remove Citation
  3. Click OK

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Formatting the reference list

You can make changes to the layout of your reference list in Word, such as adding a heading, changing the font size and style or changing the line spacing. 

To do this:

  1. In the EndNote toolbar, click on the Configure Bibliography arrow in the bottom right corner of the Bibliography window (PC) or select Configure Bibliography (Mac)
  2. A dialogue box will appear, click on the Layout tab 
  3. Make any changes to the font style, font size or line spacing
  4. Click OK

Converting to plain text

It is recommended that you convert your finalised document to plain text before submitting for assessment or publication. Converting to plain text creates a second copy of the document which isn't linked to your EndNote Library. This also allows you to make manual changes to your references.

To convert your Word document to plain text:

  1. In the EndNote toolbar click Convert Citations and Bibliography (PC) or Tools (MAC) and select Convert to Plain Text 
  2. A new unsaved document with no field codes (not linked to EndNote) will be created
  3. Save it with a new file name (your original document with the field codes will be unchanged and still be linked to EndNote)