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EndNote Desktop: Cite while you write

Citing While you Write

Installing the EndNote toolbar in Word

When you install EndNote, the EndNote toolbar should be installed in Word automatically.

For problems with installation of the toolbar, please refer to Clarivate support for installing EndNote toolbar in Word.

Displaying the EndNote toolbar in Word

Word EndNote toolbar.

  1. Open Word. Click 'EndNote' (the final option along the menu which starts with 'file').
  2. This is the EndNote toolbar as displayed in Windows:
  3. Click Preferences followed by Application.
  4. If the default is set to 'EndNote Online', select ‘EndNote’ instead.

Word EndNote preferences.
 

To choose the appropriate style for your references and in-text citations

  1. Use the Style drop-down box to select your preferred style e.g. APA or Harvard (Bath). 'Style' is located in the middle/along the top of the toolbar.
  2. You may need to use the Select Another Style option at the top of the list to find the style you want.

Word EndNote tab Style drop-down list.

Add favourite bibliographic styles to the style list

When you format a bibliography, the Style list and the Format Bibliography dialog box both contain a drop-down list of the most recently used bibliographic styles as well as any new or modified styles that you have saved.

To add favourite styles to this list, open the EndNote program and select the styles you wish to use in the Style Manager.

Bibliographic styles are stored in the Styles folder as part of your EndNote program.

EndNote Manage Output Styles window.

  1. From the Tools menu select Output Styles - Open Style manager.
  2. Search through the list of styles to find any you wish to mark as favourites. Click the Name column to sort the styles alphabetically by the name of the style. Click the Category column to sort the styles alphabetically by subject.
  3. Click in the box to the left of the style's name to select that style.
  4. Click Close.

Adding Harvard (Bath) style
  • Your EndNote program will contain many pre-installed referencing styles, but it may not include Harvard (Bath) style, which has been created by the University of Bath. Download the Harvard(Bath) style from http://www.bath.ac.uk/library/gen/referencing/Harvard_(Bath).ens (you may need to copy and paste this URL in another window/tab and then check your device's Downloads folder).
  • Double-click the style file - It should open in EndNote On the open style, select the “File” menu and select “Save As” - Enter the name as you would like the style to be displayed within EndNote, e.g. "Harvard(Bath)" Select the “File” menu and then select “Close Style”

Find and select citations:

1. Position your cursor at the relevant point in the sentence where you need to cite a source of information that you have either quoted or used to inform your writing.

2.Click Insert Citation on the EndNote toolbar.

Word EndNote toolbar Insert Citation button.

3. A dialog box will appear. Search for the reference: enter title keywords or author’s surname and click Find. A list of any corresponding references from your EndNote library will appear in the box. Select the relevant reference and click 'Insert'.


Word Insert Citation window.

 

 

 

 

 

 

 

 

 

 

 

4. You should now see the author’s name and the date of the paper appear as a bracketed citation within your writing e.g. (Patel, 2019). Simultaneously, a full reference should appear at the end of your writing.  
 

5. Alternatively: to exclude the author name(s) from the bracketed citation, click the small arrow next to the 'insert' button and click the 'exclude author' option instead. Then add the author name(s) manually outside of the brackets. Again, the full corresponding reference will appear simultaneously.  
 

6. As you insert further citations, their corresponding full references should appear in the correct order at the end of your writing.

Click on a question below to reveal the answer:

How do I remove author names from parentheses/brackets?

  • Left-click/highlight the relevant in-text citation e.g. (Smith, 2006).
  • Click 'Edit & Manage Citation(s)' in the Endnote toolbar. A dialogue box should appear.
  • Select the option, 'Exclude Author' and click OK. The author name(s) should disappear from within your highlighted citation but your other citations should remain as you last entered/amended them.
  • Manually enter the author name(s) outside of the parentheses/brackets as relevant.

How do I correct the format of an institutional author name?

If an institutional author's name does not appear correctly, the following steps might work:

  • Keep your Word document open and open the EndNote program.
  • Within EndNote, click the relevant title in your list of references. Within the Edit tab, click on the author. Enter a comma at the end of the author's name so that EndNote does not confuse it with an individual's name (i.e. featuring a first name and surname).
  • Click Save and keep the EndNote program open.
  • On the EndNote tab in Word click Update Citations and Bibliography.

How do I add page numbers to a citation?

  • Highlight the citation in your Word document.
  • Click the ‘Edit & Manage Citation(s)’ button within the EndNote toolbar in Word.
  • User of Harvard (Bath) and some other styles: enter the page number(s) in the page field (do not enter 'p' or 'pp'). Then click OK.
  • If the method above does not work: enter the necessary punctuation, spacing and page number(s) in the suffix field and then click OK. For example, you might enter: , pp.4-5

How do I change a book reference into a chapter reference?

  • Keep your Word document open and open the EndNote program.
  • Within EndNote, click the relevant book title.
  • On the Edit tab, ensure the 'reference type' at the top of the reference page is set to ‘book section’ rather than ‘book’.
  • Check that details for both author(s) and editor(s) are included.
  • Enter the chapter title and page numbers in the relevant fields.
  • After you have completed editing the reference, click Save and keep EndNote open.
  • On the EndNote tab in Word click Update Citations and Bibliography.

How do I change a title from upper-case to lower-case letters?

  • Keep your Word document open and open the EndNote program.
  • Within EndNote, click the relevant title in your list of references.
  • On the Edit tab click on the title. Amend it as required.
  • Click Save and keep EndNote open.
  • On the EndNote tab in Word click Update Citations and Bibliography.

How do I remove citations?

1. Open the EndNote toolbar in Word.

An image of the EndNote toolbar

 

2. Click 'Edit Citation(s)' to change a citation, adding more information (page number, year).

 

Image of a button in the toolbar at the top of Word page with the words Edit Citation

 

3. Click 'Edit Citation' to remove a citation. You must select it, click Edit Citation(s), click Edit Reference, then Remove citation, then OK.

You can edit references in your library on the individual bibliographic record.

How do I annotate a reference

You might like to annotate a reference in EndNote in order to record its key points or to reflect on its content. To do this:

  • Open the EndNote program. Then click on the relevant reference and click the Edit tab.
  • Click on the ‘research notes’ field further down the screen. Enter your text and click 'Save'.

How do I edit references in general?

  • Open the Endnote.
  • Click on the Edit tab.
  • Click on the element you wish to change.
  • Enter the change and click Save.

To change the font or spacing within your reference list:

1.Go to the EndNote toolbar at the top of the page.

2. Click the small arrow to the right of  Bibliography.                                EndNote toolbar in Word.

3. Click the Layout tab.

EndNote Configure Bibliography window.

4. You can change the title to ‘References’ if you wish.

5. You can also set the font and style for your reference list.

6. Click OK when you have finished amending all settings as required.

Import citations & references in PowerPoint

In PowerPoint, you must select the Bibliographic Style before you insert citations or a reference list. Selecting a new Style does not change citations or references that already appear on the slide.

EndNote Desktop PowerPoint toolbar.

  1. Select references in EndNote if you wish to cite more than one.
  2. Position your cursor in the place on the slide where you wish to cite a reference.
  3. On the EndNote tab in PowerPoint select the Style.
  4. Click Insert Citation or Insert Selected Citation(s).
  5. Search for the reference you wish to cite.
  6. Click Insert.


Inserting a reference list

EndNote Desktop PowerPoint toolbar.

  1. Select references in EndNote if you wish to insert more than one.
  2. Position your cursor in the place on the slide where you wish to cite a reference.
  3. On the EndNote tab in PowerPoint select the Style.
  4. Click Insert Reference or Insert Selected Reference(s).
  5. Search for the reference you wish to cite.
  6. Click Insert.

Converting citations to unformatted citations

If you've been working in separate chapters in Word, you will end up with a bibliography at the end of each chapter. If you wish to combine these chapters into one document with the bibliography at the end, you will need to unformat the citations in each chapter first.

  1. On the EndNote tab in Word select Convert Citations and Bibliography then select Convert to Unformatted Citations.
  2. Do this for each chapter.
  3. Paste each chapter into one document in Word. You then need to reformat the citations.
  4. On the EndNote tab in Word select Update Citations and Bibliography.
  5. You will now have one bibliography at the end of the document.

Video: EndNote 20 Insert Citation (0.55 min)

Converting your paper to plain text

If you need to give a copy of your paper to someone else, for example, a tutor or a publisher, you will need to create a plain text copy of your paper without the EndNote fields in the paper.

EndNote Desktop toolbar.

  1. Make sure you have saved the original Word document and take a backup copy.
  2. On the EndNote tab in Word select Convert Citations and Bibliography then select Convert to Plain Text.
  3. Save the plain text copy with a different file name to the original, to avoid OneDrive overwriting the original copy.

Editing a Bibliographic Style

  1. From the Tools menu, select Output Styles then select Open Style Manager.
  2. Select the style you wish to change and click the Edit button.

    3. EndNote Desktop Output Style manager

  3. In the panel on the left, select the relevant heading.
  4. Select options under Citations to change anything about the citations in the text.

    5. EndNote Desktop citations options.

  5. Select options under Bibliography to change the way that references appear in the bibliography.

    6. EndNote Desktop bibliography options.

  6. Resave the style with a different name, so you know this is your own version of the style.