Division of Library Services

When citing a document authored by a corporate body, it is common practice to use an acronym in the in-text citation. The Publication manual of the American Psychological Association (APA) recommends that a citation such as (North East Catchment Management Authority, 1998) could be abbreviated in an in-text citation as (NECMA, 1998).

If you use acronyms in in-text citations most referencing styles require the item in the reference list to show the full name of the author, with a corresponding cross-reference for the acronym.
ie.
NECMA see: North East Catchment Management Authority
North East Catchment Management Authority (1998). Annual report. Wodonga, Vic.: North East Catchment Management Authority.

In-text citations added using EndNote can be edited as follows, to exclude the authors name and add the required acronym as a prefix:

1. insert the reference in your document
2. click on the in-text citation
3. select the Edit Citation(s) option in the EndNote toolbar
4. check the Exclude author box
5. add the acronym at the Prefix prompt, including a space after the acronym. If you are using a referencing style such as APA which requires a comma after the author's name, type a comma after the acronym, e.g. NECMA, including a space after the comma.
6. click on OK to close the Edit Citation(s) dialog window, and the in-text citation should appear in the form (NECMA, 1998)

The cross-reference can be added to your reference list after you have finished the document and converted it to plain text (removed the field codes).

Alternatively, you can add a dummy (author only) record to your EndNote library, insert it as an in-text reference, and use the Edit Citation(s) options to exclude the author and the year. The dummy reference, with the cross-reference entered in the author field will then only appear in the reference list.

1. add a new reference to your EndNote library, with the cross-reference entered in the Author field, eg. 'NECMA see: North East Catchment Management Authority,'. This must be entered in the form of a corporate author, finishing with a comma.
2. at any point in your document insert this new reference
3. click on the in-text citation and select the Edit Citation(s) option in the EndNote toolbar
4. check the Exclude author and the Exclude year boxes
5. click on OK to close the Edit Citation(s) dialog window. The cross-reference will no longer appear as an in-text citation, but should appear in the reference list

eg. Macaulay, S., & Edwards, D. (2008). Mapping catchment evolution - groundwater pathways: the invisible history of rivers and how they still influence the landscape. Australian Landcare (Mar 2008), 34-37.

NECMA see: North East Catchment Management Authority.

North East Catchment Management Authority (1998). Annual report. Wodonga, Vic.: North East Catchment Management Authority.

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Once you have created a footnote or endnote in Microsoft Word, you can cite references in that footnote or endnote in the same way that you cite them in the body of the document. The CSU Library EndNote resources include a step-by-step guide to creating footnotes with Chicago 15th A output style.

Step-by-step guide for referencing using footnotes and Chicago 15th (Win). (2009). Charles Sturt University, Division of Library Services.

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A DOI is a unique alphanumeric string assigned by a registration agency http://www.doi.org/ to identify content and provide a persistent link to its location on the Internet. Many scholarly publishers assign a DOI to journal articles and other documents. Some editors now expect authors to include DOIs in their reference lists.

EndNote X4 includes a DOI (Digital Object Identifier) field in each reference type (journal article, electronic book etc). The American Psychological Association (APA 6th) referencing style in EndNote X4 displays the DOI where it has been included in an EndNote record.

Records exported to EndNote from some databases will automatically include the DOI, but in other cases, you may need to edit exported records, and manually add the DOI data. Because the DOI string can be long, it is safer to copy and paste whenever possible to avoid data entry errors.

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Users sometimes report that EndNote incorrectly inserts an author's name or initials in in-text citations. For example:

In moderate weather conditions, fire intensity in box ironbark forests might be related to the fuel load (V. R. Brown, 2002), but there are many other factors that need to be considered (Brown " Scott, 2002).

There are two possible causes and solutions for this problem:

1. This problem can be caused by inconsistent formatting or data entry, eg. Smith, John J. vs Smith, J. J.; in this case EndNote attributes the references to different authors. Inserting extra spaces in an author's name may also cause problems. In the following example an extra space was inserted after the author's name:
   
   Evaluation forms are also used for customer feedback to identify training needs (Jenny A. Darby, 2007). But some experts fail to link the idea of reacting in a socially desirable manner with course evaluations (Jenny A. Darby, 2006, p. 228).
   
   Formatting or data entry errors can be found by searching your EndNote library for all occurrences of an author's name and then making sure that they are all identical.
2. This may be occurring because this is the correct form for in-text citations in some referencing styles that include the author's initials to distinguish between primary authors with the same surname. The APA Publication Manual (?? 3.98) recommends the use of the first author's initials, even if they have different publication dates. If you do not want initials to appear (even for different authors with the same surname) follow the steps below:

Edit the Output Style to remove all Initials in citations in the text
If you do not want to include any initials in citations in the text of your document, you can edit the output style to turn off this feature. In EndNote:

1. Select Edit > Output Styles > Edit "name of the style"
2. Under the 'Citations' heading, select Ambiguous Citations
3. Un-tick the checkbox corresponding to Include author initials or full name in citation
4. Under the 'Citations' heading, select Author Name
5. Un-tick the checkbox corresponding to Use initials only for primary authors with the same name.
6. Close the Output Style edit window, and Save changes.

In Word, you will then need to use Update Citations and Bibliography option to format the in-text citations in your document using the amended output style.

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If you have modified an output style or are using a specific output style (one not commonly used) you may need to save your current output style before updating to Endnote X4.
Instructions on how to save your current output style are as follows:

• From My Computer open System (C:)
• Open Program Files and then open the Endnote X2 (or version of Endnote you are currently using) folder
• Open the Styles folder, locate, highlight and copy the required style (file name will be in the format stylename.ens)
• Create an Endnote Styles folder in another location on your computer (eg D drive, or if on campus P drive) and paste the copied style file to this new location.
• Once you have downloaded Endnote X4 you will need to reverse this process. Locate the saved style file, copy and then paste into your Endnote X4 Styles folder (My Computer - System (C:) - Program Files - Endnote X4 - Styles folder)

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Note: Please check the required style for your School or Faculty at: Referencing Styles used at CSU

1. Click on the Current Style drop down menu
2. Click on Select another style
3. Scroll down the list alphabetically by name, or by category
4. If you wish to search by category, click on the grey category title bar or click on the Find button underneath the list
5. Click on the name of the required output styles to select them
6. Click on Choose

If you wish to add another style, repeat steps 2-6.

For more information see CSU Endnote X4 Training Notes 2010, p.16

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