Division of Library Services

All currently supported versions of EndNote are 32-bit applications. You should be able to install and run EndNote, however, it was not designed for 64-bit environments. Therefore, there are some major compatibility and performance issues especially when working with Microsoft Word, as described below.

When using EndNote's Cite-While-You-Write tools in Microsoft Word on a PC running Windows XP Professional x64 edition or Vista x64 edition, you may find that there is a noticeable lag when performing certain basic functions in Windows. For example, you may see a delay when switching between open applications or when bringing up the Start menu. We have identified a workaround that prevents this lag.

1. In Word 2002 (XP)/2003, select Tools / EndNote / Format Bibliography.
   
   In Word 2007, go to the "Add-ins" tab and EndNote / Format Bibliography.
   
   With EndNote X1/X2/X4 and Word 2007, hit (ALT+3) on your keyboard to bring up the Format Bibliography screen. 
2. Select the "Instant Formatting" tab.
3. Select the "Settings" button. 
4. Uncheck the two boxes labelled "Scan for temporary citations" and "Check for citation changes."
5. Click OK, and then OK again.

This will prevent the lag when working with the current document. To prevent it from occurring in future documents...

1. In Word 2002 (XP)/2003, select Tools / EndNote / Preferences
   
   In Word 2007, go to the "Endnote" tab and click on "Preferences".
2. Uncheck the two boxes labelled "Scan for temporary citations" and "Check for citation changes".

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Large works such as a thesis are often written using a separate document for each chapter; EndNote's cite-while-you-write (CWYW) function will then produce a discrete reference list at the end of each chapter. You may ultimately want to produce a single document that incorporates all of these chapters, with a merged list of references.

Make a copy of each chapter that you wish to combine, ie. chapter 1_copy.doc.

1. Open the copy of each chapter and from the EndNote toolbar in Microsoft Word, select Convert Citations and Bibliography > Convert to Unformatted Citations, and save these changes.
   The formatted in-text citations will be replaced with unformatted citations, eg. {Brown, 2007 #34}, and the list of references will disappear.
2. Combine the chapters in a single master document, by opening each document in turn, selecting the text (Ctrl+A), copying (Ctrl+C) and pasting (Ctrl+V) into a single document. Save the combined document, eg. thesis_master.doc.
3. Open the combined master document, eg. thesis_master.doc, and from the EndNote toolbar in Microsoft Word, select Update Citations and Bibliography. EndNote will format all the references in your document and create a single list of references at the end of the thesis. Save the changes.

The combined master document contains hidden field codes that link it to records from your EndNote library. You may wish to remove these hidden field codes, by converting it to plain text before submitting the thesis.

Open the master document with formatted citations, and from the EndNote toolbar in Microsoft Word, select Convert Citations and Bibliography > Convert to Plain Text. Save these changes in a new document, eg. thesis_master_submitted.doc. Subsequent changes to the thesis should be made to the formatted master document.

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A formatted reference inserted in a Microsoft Word document using CWYW will appear in the format corresponding to the currently selected output style:

eg. (APA 6th)
(Marschark & Spencer, 2003)

and be associated with a corresponding item in the reference list.

Marschark, M., & Spencer, P. E. (2003). Oxford handbook of deaf studies, language, and education. Oxford ; New York: Oxford University Press.

The formatted in-text reference places field codes around and inside your formatted citations in Word. These hidden codes allow EndNote to format, unformat, and reformat citations within Word.

The formatted citation (Marschark & Spencer, 2003) includes the following field codes:

{ADDIN EN.CITE <EndNote><Cite><Author>Marschark</Author><Year>2003</Year><RecNum>146 </RecNum><record><rec-number>146</rec-number><foreign-keys><key app="EN" db-id="aad9ta2xlzf994esfwsprawzf9202ts05frv">146</key><key app="ENWeb" db-id="RYOkcQrtmCYAADCy2Gw">232</key></foreign-keys><ref-type name="Book">6</ref-type><contributors><authors><author>Marschark, Marc</author><author>Spencer, Patricia Elizabeth</author></authors></contributors><titles><title>Oxford handbook of deaf studies, language, and education</title></titles><pages>xvi, 505 p.</pages><keywords><keyword>Deaf Social conditions.</keyword><keyword>Deaf Education.</keyword><keyword>Deaf Means of communication.</keyword><keyword>Sign language</keyword></keywords><dates><year>2003</year></dates> <pub-location>Oxford ; New York</pub-location><publisher>Oxford University Press</publisher><isbn>0195149971 (cloth alk. paper)</isbn><call-num>HV2380 .O88 2003 362.4/2</call-num><urls><related-urls><url>http://ezproxy.csu.edu.au/ login?url=http://gateway.ovid.com/ovidweb.cgi?T=JS&NEWS=N& PAGE=booktext&D=books&AN=01253222/1st_Edition/2&XPATH=/ OVIDBOOK%5b1%5d/METADATA%5b1%5d/TBY%5b1%5d/EDITORS%5b1%5d </url></related-urls></urls></record></Cite></EndNote>}

It is recommended that you do not view field codes in Word. If you choose to view field codes, please do not modify them. Always keep backups of your papers!

Formatted references can be edited using the Edit Citations(s) option in the EndNote Toolbar or Tab (MS Word 2007) in Microsoft Word; to add a prefix, suffix or page numbers, exclude the author or year, or remove the citation. Formatted citations should not be manually edited!

A reference can be unformatted using Convert Citations and Bibliography > Covert to Unformatted Citations (MS Word 2007) option. The same reference would appear unformatted as {Spencer, 2006 #145}, and can be converted to a formatted reference using the Update Citations and Bibliography option (MS Word 2007).

Unformatted citations can be manually edited in Microsoft Word; to add a prefix, suffix or page numbers, exclude the author or year, or remove the citation.

If you are working with a large document (eg. thesis) it is recommended that you work with unformatted citations, in order to:

• speed up opening and saving of the document; the hidden field code data can significantly increase the size of the file
• minimise the chances of corrupting data when editing sections of text, ie. cutting and pasting text that includes in-text citations (hidden field codes)

Note:

1. Unlike formatted citations, unformatted citations require that you have the corresponding EndNote library open in order to format the paper again.
2. To save the formatted paper as text, see 'Removing Field Codes (Word)' on page 177 of EndNote X4 Help PDF . (2010) [United States]: Thomson Reuters.
   
   

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The installation of EndNote should add an EndNote toolbar in Microsoft Word. If the toolbar does not appear in Word, use the Configure EndNote option which can be found in Start Menu > Programs > EndNote.

1. Click on Next.
   
   
   
   
   
   
2. Click on Next.
   
   
   
   
   
   
3. Click on Finish

If, after configuring Endnote, you still do not have the Endnote toolbar in Word, you may need to manually enable the plugins. To do this in Word 2007 follow the steps below.

1. Click on the Office button  in the top left corner of Word.
   
2. At the bottom of the Office dialog box, click on Word Options:
   
   
   
   
   
   
3. Select Add-Ins in the left side of the Options dialog box:
   
4. At the bottom of the Add-Ins dialog box click on the down arrow next to 'Manage' and select Word Options and click on Go:
   
   
   
   
   
   
5. In the Word Options dialog, make sure the 'EndNote Cwyw.dotm' and 'EndNote Web Cwyw.dotm' check boxes are ticked and click OK:
   
   
   
   
    
6. If the 'EndNote Cwyw.dotm' or 'EndNote Web Cwyw.dotm' are not listed then click on the 'Add' button and locate the file(s) in the Endnote folder on your computer at C:\Program Files\EndNote X1\Product-Support\CWYW and then click OK. Make sure the Endnote plugins are now in the list and the check boxes are ticked and click on OK again. Close all of your programs and restart things in this order 1. Endnote 2. Open an Endnote library 3. Open Word.

In some cases the Endnote toolbar will still not be displayed or the tools may not work. This occurs when Word has wrongly determined that the Endnote plugins are corrupted, and has therefore disabled them. In this case you will need to 'Enable' the plugins again. To do so, follow the steps below:

1. Click on the Office button  in the top left corner of Word.
2. At the bottom of the Office dialog box, click on Word Options.
3. Select Add-Ins on the left.
4. At the bottom of the page, where it says Manage Add-Ons select Disabled Items and click on the Go button.
   
   
   
   
   
   
   
5. Select the Endnote plugins in the box and click on the Enable button.

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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 yearboxes
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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CWYW stands for Cite While you Write. When you install EndNote there is an additional toolbar that becomes available in Microsoft word. This toolbar has a search function that searches your EndNote library and allows you to link in citations and formats your reference list according to the citation style that you have selected.

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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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