Entering Records - Division of Library Services

Entering Records / References

Common Mistakes Made When Adding Authors

When manually entering authors names into a new Reference make sure to only include one author per line.

eg. Brown, Reginald M
Smith, M B
When entering authors names manually, or downloading references from a database check that the format used for authors names are consistent with that used for other references by the same author. If two author names are ambiguous and you are using the APA 5th referencing style, then you may find that EndNote includes the authors initials in the in-text when using CWYW.

i.e. EndNote will interpret 'Smith, Margaret' and 'Smith, M D' as different authors. If you are using the APA 5th output style with CWYW, EndNote may display the corresponding in-text citations as (Margaret Smith, 2000) and (Smith, 2005).

Complex Author Names

For multiple-word last names, like Charles de Gaulle, enter the name with the last name first, such as:

de Gaulle, Charles

Entering a name this way ensures that both words "de" and "Gaulle" will format as the last name.

Enter authors with titles, such as "Jr." or "III", as Last, First, Title.

For example, "Alfred Smith Jr." must be entered as:

Smith, Alfred, Jr.

Further Resources:

EndNote X4 Help PDF. (2010) [United States]: Thomson Reuters. See page 39.

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Corporate authors

When entering corporate authors, put a comma after the name:
U.S. Department of Agriculture,
Apple Computer Inc.,

This ensures that the entire name is treated as a first name, so no name manipulation will be applied.

If your corporate author name includes a comma in the name itself, use two commas in place of the first comma:

University of California,, Irvine

EndNote treats this as a last name followed by a blank first name. Then, everything after the (blank) first name is appended, including a second comma in the name. The formatted result is the corporate name with the comma in place.

Further Resources:

EndNote X4 Help PDF. (2010) [United States]: Thomson Reuters. See page 39.

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Hyphenated Author Names

Example
Yeh, Ryh-Song

If this author's name is entered in EndNote as Yeh, Ryh-Song it will be listed in the corresponding reference as Yeh, R.-s. MS Word accepts Ctrl + Shift +_ as a non-breaking hyhen, but this does not work in EndNote.

One way to overcome this problem is to enter it as a corporate author that includes a comma in the name itself.

i.e.
Australia,, Department of Immigration = Australia, Department of Immigration
Yeh,, Ryh-song = Yeh, Ryh-Son

The corresponding in-text citation when using the APA 6th output style will then appear as (Yeh, 2009).

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Managing journal title abbreviations using the journal term list

EndNote uses term lists to store terms such as authors, journal names and keywords to improve consistency and accuracy of information in your library. You can also use the Journals term list to store abbreviated journal names that EndNote can substitute for the full journal name in a bibliography.

The University of Queensland provides a detailed guide for managing journal title abbreviations.

Further Resources:

EndNote X4 Help PDF. (2010) [United States]: Thomson Reuters. See section Working with the Journals Term List on pp.136-137.

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