Referencing: EndNote – Citations and bibliographies€¦ · Exercise 1: Getting started ... Removing EndNote formatting Getting to grips with a package as sophisticated and powerful

Referencing: EndNote – Citations and bibliographies

How to Use This Course Book This handbook accompanies the taught sessions for the course. Each section contains a brief overview of a topic for your reference and then one or more exercises.

The Exercises

Exercises are arranged as follows:

A title and brief overview of the tasks to be carried out

A numbered set of tasks, together with a brief description of each

A numbered set of detailed steps that will achieve each task

Some exercises, particularly those within the same section, assume that you have completed earlier exercises. Your lecturer will direct you to the location of files that are needed for the exercises. If you have any problems with the text or the exercises, please ask the lecturer or one of the demonstrators for help.

This book includes plenty of exercise activities – more than can usually be completed during the hands-on sessions of the course. You should select some to try during the course, while the teacher and demonstrator(s) are around to guide you. Later, you may attend Course Clinics, where you can continue work on the exercises, with some support from IT Teachers. Other exercises are for you to try on your own, as a reminder or an extension of the work done during the course.

Writing Conventions

A number of conventions are used to help you to be clear about what you need to do in each step of a task.

In general, the word press indicates you need to press a key on the keyboard. Click, choose or select refer to using the mouse and clicking on items on the screen (unless you have your own favourite way of operating screen features).

Names of keys on the keyboard, for example the Enter (or Return) key, are shown like this ENTER.

Multiple key names linked by a + (for example, CTRL+Z) indicate that the first key should be held down while the remaining keys are pressed; all keys can then be released together.

CMD means hold down the Command key while pressing other key/s; this key may be provided on a Mac keyboard (often marked with an apple or a command symbol )

Words and commands typed in by the user are shown like this.

Labels and titles on the screen are shown l ike th is .

Drop-down menu options are indicated by the name of the options separated by a vertical bar, for example Fi le|Pr int . In this example you need to select the option Print from the Fi le menu. To do this, click with the mouse button on the Fi le menu name; move the cursor to Print ; when Pr int is highlighted, click the mouse button again.

A button to be clicked will look l ike this .


iii IT Learning Centre

The names of software packages are identified like this, and the names of files to be used l ike th is .

Software Used

EndNote X7

Word 2013 (Windows) or Word 2011 (Mac)

Windows or MacOS

Files Used

Finney paper.docx

labwork.data

labwork.enl

Sample Tech Paper2.docx

Revision Information

Version Date Author Changes made

1.0 July 2007 Pamela Stanworth Created

1.1 Sept 2008 Pamela Stanworth Small corrections

2.1 July 2009 Pamela Stanworth Revised for EndNote X2 and Word 2007

3.0 March 2011 Pamela Stanworth Revised for versions EndNote X4 and Word

2010Win/2011Mac

3.1 December 2012

Pamela Stanworth Updated for IT Services

4.0 June 2013 Pamela Stanworth Revised for EndNote X6

5.0 April 2015 Pamela Stanworth Revised for EndNote X7

5.1 September 2016

Pamela Stanworth Updated for IT Learning Centre

Copyright

Pamela Stanworth makes this booklet and the accompanying slides available under a Creative Commons licence (BY-NC-SA: Attribution-NonCommercial-ShareAlike).

The Oxford University crest and logo and IT Services logo are copyright of the University of Oxford and may only be used by members of the University in accordance with the University’s branding guidelines.


IT Learning Centre iv

Contents 1 Introduction ............................................................................... 1

1.1. What You Should Already Know ......................................................... 1

1.2. What You Will Learn ........................................................................... 1

1.3. Versions of EndNote .......................................................................... 2

1.4. Keyboard Methods for Using Word ................................................... 2

1.5. Where Can I Get a Copy? ................................................................... 3

2 Reminder: Working With EndNote .......................................... 4

2.1. Starting EndNote ................................................................................ 4

Exercise 1: Getting started ........................................................................ 4

2.2. First: Selecting References in a Library ............................................ 4

2.3. Second: Inserting Citations in a Document ...................................... 5

2.4. Third: Output Style ............................................................................ 6

2.5. Finally: Bibliography ......................................................................... 6

Exercise 2: Effect of changing the output style (Optional Revision) ....... 7

3 Options for an Individual Citation ........................................... 8

3.1. The Edit and Manage Citations dialog, in Word ............................... 8

3.2. Inserting Extra Text Into a Citation .................................................. 8

3.3. Page Numbers in a Citation ............................................................... 9

3.4. Excluding Author or Year From a Citation ....................................... 9

3.5. Citation at the Start of a Sentence ................................................... 10

3.6. Hidden Citations .............................................................................. 10

Exercise 3: Options for an individual citation ........................................ 10

4 Editing Output Styles ............................................................... 11

4.1. Using Standard Output Styles ........................................................... 11

4.2. Why Edit Output Styles? .................................................................. 11

4.3. Using the Style Editor ....................................................................... 11

4.4. Workflow When Editing a Style ....................................................... 12

5 Template as a Pattern for Citations ........................................ 13

5.1. Templates .......................................................................................... 13

5.2. Revising the Citations Template ....................................................... 13

Exercise 4: Revising an output style (Citations template) ...................... 14

5.3. Revising the Bibliography Templates ............................................... 14

Exercise 5: Revising the Bibliography templates .................................... 15


v IT Learning Centre

5.4. Revising the Footnotes Templates (Optional) ................................. 15

Exercise 6: Revising the Footnotes templates (Optional) ...................... 16

6 Features of Output Styles for Footnote Citations (Optional) . 17

6.1. Short Form for Footnote Citations ................................................... 17

6.2. Using the Short Title Field................................................................ 17

Exercise 7: Repeated citations in footnotes ........................................... 18

6.3. Repeated Citations in Consecutive Footnotes - “Ibid” .................... 18

6.4. Cite in Paper Footnotes But Exclude From Bibliography ............... 18

Exercise 8: Further features of footnote citations .................................. 19

7 Controlling the Punctuation in a Template – (Optional) ...... 20

7.1. Adjacent Items are Linked ............................................................... 20

7.2. Non-breaking Space ◊ ...................................................................... 20

7.3. Forced Separation | .......................................................................... 20

7.4. Grave Accent ` .................................................................................. 21

7.5. A Word Which is Also a FieldName.................................................. 21

8 Page Numbers ......................................................................... 22

8.1. Pages Field in the Library ................................................................ 22

8.2. Cited Pages ....................................................................................... 22

8.3. Label Text for Pages – Singular or Plural? ...................................... 22

8.4. Page Number Formats ..................................................................... 23

Exercise 9: Page numbers ....................................................................... 23

9 Some Useful Features Of Output Styles ................................. 24

9.1. Anonymous Works ........................................................................... 24

9.2. Ambiguous Citations ....................................................................... 25

9.3. Author Name and Author Lists ....................................................... 26

9.4. Consecutive Citations by the Same Author ..................................... 28

Exercise 10: Ambiguous or multiple-works citations ............................ 28

9.5. Sort Order Within A Multiple Citation ............................................ 29

9.6. Cite in Bibliography But Not in Paper ............................................. 29

Exercise 11: More formats for citations .................................................. 30

9.7. Abbreviated Journal Names (Optional) .......................................... 30

Exercise 12: Journal Name term list (Optional) .................................... 32

10 Bibliographies ....................................................................... 33

10.1. Bibliography Options Set in the Output Style ................................ 33

Exercise 13: Bibliography options set in the output style ...................... 35


IT Learning Centre vi

10.2. Bibliography Options Set in a Document ...................................... 35

10.3. Citations as Hyperlinks .................................................................. 35

Exercise 14: Bibliography options set in a document ............................ 36

10.4. Separate Chapter Bibliographies (Optional) ................................. 36

Exercise 15: Separate chapter bibliographies (Optional) ...................... 37

10.5. Primary/Secondary Source Bibliography (Optional) .................... 37

Exercise 16: A categorised bibliography with primary and secondary sources (optional) ................................................................................... 39

11 Removing Formatting ............................................................ 40

11.1. Unformatting Citations ................................................................... 40

11.2. Removing Field Codes .................................................................... 40

11.3. Turning Instant Formatting On/Off ............................................... 41

Exercise 17: Removing formats .............................................................. 42

12 Other Resources .................................................................... 43

12.1. Downloadable Course Materials and More – the ITLC Portfolio . 43

12.2. Further EndNote Courses .............................................................. 43

12.3. Word-processing Courses .............................................................. 43

12.4. Course Clinics ................................................................................. 43

12.5. IT Services Help Centre.................................................................. 43

12.6. Useful Websites .............................................................................. 44

Appendix: Student Exercises ..................................................... 45

Referencing: EndNote - Citations and Bibliographies

1 IT Learning Centre

1 Introduction This booklet accompanies the course delivered by Oxford University’s IT Learning Centre. Although the exercises are clearly explained so that you can work through them yourselves, you will find that it will help if you also attend the taught session where you can get advice from the lecturers, demonstrators and even each other!

If at any time you are not clear about any aspect of the course, please make sure you ask your lecturer or demonstrator for some help. If you are away from the class, you can get help by email from your lecturer or from [email protected]

1.1. What You Should Already Know This session is one of a series that cover the important aspects of using EndNote to build a library of references, and cite them in your own documents.

We will assume that you have some knowledge of EndNote which may be gained via the course Referencing: EndNote – Up & Running, and that you are familiar with entering details of a reference (book, journal article or other item) into a library and citing references in a Word document.

The computer network in our teaching rooms may differ slightly from that which you are used to in your College or Department; if you are confused by the differences, ask for help from the lecturer or demonstrators.

1.2. What You Will Learn This course will help you learn to use EndNote to work with a library of references and insert citations in a Word document. It is a single session, covering time-saving techniques and automations, and provides tasks for hands-on practice.

In this session we will cover the following topics:

Using and editing output styles

Options for an individual citation

Templates and features of an output style

Formatting citations in text

Citations in footnotes

Punctuation and page numbers in citations

Standard and special bibliographies

Removing EndNote formatting

Getting to grips with a package as sophisticated and powerful as EndNote can be time-consuming, so allow yourself plenty of time for practice. To increase your understanding of EndNote, make use of the Help facilities available within EndNote.

In these notes, topics marked Optional are additional material which may not necessarily be covered by your teacher in the taught course. Depending on the work you need to use EndNote for, you may find some of these extra topics helpful. For further information on these, consult EndNote’s Help.


IT Learning Centre 2

Related EndNote courses, should you be interested, are given in Part 12.2 below.

1.3. Versions of EndNote These notes deal with EndNote X7. Having worked through these notes, you should also be able to adapt to earlier versions (for example, EndNote X6), and also to later releases, since most of the principles hold true regardless of the version of the software.

EndNote for Mac is very similar to EndNote for Windows. Where the actions to follow are very similar in the two versions, we give screenshots or steps using EndNote for Windows. Where there are significant differences, we explain both versions.

For this course book, we give screenshots using Word 2013, but the commands and steps are very similar for Word 2011 for Mac.

1.4. Keyboard Methods for Using Word For anyone who prefers not to use the mouse to control software, or who finds a keyboard method more convenient, it is possible to control Office 2013 applications without using a mouse. Pressing ALT once displays a black box with a letter or character next to each visible item on the ribbon and title bar (shown in Figure 1).

Keystrokes to Control Ribbon Tabs and Title Bar (Press ALT to show these)

After you have typed one of the letters/characters shown, the relevant ribbon tab or detail appears, with further letters/characters for operating the buttons and controls (shown in Figure 2).



Further Keystrokes to Control Buttons (press ALT+P to show these on the Page Layout tab of the Ribbon)

The elements of a dialog can be controlled, as usual with Windows applications, by using TAB to navigate between items or typing the underlined character shown beside an item.

1.5. Where Can I Get a Copy? If you have a copy of EndNote, then you should find it among the All Programs on a Windows computer, or among the Appl icat ions if you are using a Mac. If you are unable to find it on your computer, it may not have been installed and you should talk to your IT support contact (or the IT Services Help Desk).

If you are a member of Oxford University, you can purchase a copy of EndNote from the IT Services Online Shop. Read about obtaining the EndNote software in the ITLC Portfolio http://portfolio.it.ox.ac.uk .



2 Reminder: Working With EndNote

2.1. Starting EndNote

: EndNote Icons

There are a number of ways that you can start EndNote. These include:

Double-click on an EndNote icon or library icon if there is one on your desktop

Select a .enl file from My Documents or a similar folder

(Windows) Select Start |Al l Programs and select EndNote

(Mac) Use the Finder to find an EndNote icon among the Appl icat ions

(Mac) Click an EndNote icon on your Dock

The exact method of starting will depend upon the system setup of your computer.

Exercise 1: Getting started Now look at this exercise (page 45).

2.2. First: Selecting References in a Library We will suppose that you have already started building your library database, and added a few references. This may have been done manually (by typing authors’ names, titles, dates etc.) or by searching on-line databases and downloading selected references (Figure 4). These topics are covered in earlier IT Learning Centre courses.

Read more details about Oxford-specific connection files, in an article in the ITLC Portfolio http://portfolio.it.ox.ac.uk .



Building a Library of References from Various Sources

2.3. Second: Inserting Citations in a Document Once you start to author your own original text, perhaps writing journal articles or a thesis, you will need to mention or cite works from the library list. EndNote has an add-in for Microsoft Word which helps you to insert field codes into a document, each having a live link to a specified reference in the library (Figure 5).

Inserting a Citation in a Word Document



2.4. Third: Output Style The publisher or department to whom the work will be submitted may specify the required format for the citations. This may cover what fields to cite (how many author names, year or reference number etc.) or the punctuation (comma separators, brackets around) and font formatting (underlining or italics). They may also cover the layout and specifics of the bibliography (Figure 6).

With EndNote, all these factors are controlled by the choice of output style. A previous IT Learning Centre course discussed applying one of the many pre-designed outputs styles which are included with EndNote. In this course, we will consider how to customise or create your own output style.

For this reason, references are entered in the library in an unformatted state: the library should contain raw details, and any questions of appearance and formatting should be left until the word-processing stage.

Output Style Controls the Format of Citations

2.5. Finally: Bibliography When EndNote formats the citations within the text of a Word document, it also builds a bibliography. This is typically a list of all the works cited in the present document, with more detail than can conveniently be inserted among the text. The layout, sort order and format of the bibliography are again determined by the output style chosen (Figure 7).

EndNote usually builds the bibliography at the end of the document.



Bibliography is Built Automatically

Exercise 2: Effect of changing the output style (Optional Revision)

Now look at this exercise (page 46).



3 Options for an Individual Citation

3.1. The Edit and Manage Citations dialog, in Word Once an output style has been chosen, it controls the appearance and layout of most citations in the document. However, a few individual citations may need to be presented differently. A single citation in a document can be edited using the Edit and Manage Citat ions dia log.

Formatting an Individual Citation

This dialog usefully lists all the citations in the current document. It may be convenient to see the Count of how many times each reference is cited in the current document.

Provided the list is sorted by Citation (click the grey bar at the top of the first column), you can also use the grey up and down arrows to re-order citations within a multiple citation (unless that sort order is set in the output style).

3.2. Inserting Extra Text Into a Citation Suitable additional phrases can be inserted in the Pref ix or Suff ix boxes.

If citations are inserted in footnotes, this prefix/suffix method is only effective if a template has been explicitly set up for the footnotes: if the footnote citations are set to format the same as the bibliography, these prefix/suffix boxes are ignored. However it is usually possible to type additional text directly in the footnote, before or after the citation.



3.3. Page Numbers in a Citation It may be relevant to specify, in a citation, exactly which pages within the whole reference are important. This is sometimes known as the c ited pages . Numbers entered in the Pages box in the Edit and Manage Citat ions dialog may appear as the cited pages, depending on the output style chosen.

Note that many output styles do not have c ited pages in their template, so even if numbers are typed into the Pages box in this dialog, they still will not appear in the citation. MLA is an example of a style which does present cited pages correctly.

A simple work-around for this is to type the required page numbers into the Suff ix box (for example pp.23-28).

It is also possible to customise output styles, to include extra fields such as c ited pages . This is covered in Part 8 below.

3.4. Excluding Author or Year From a Citation A typical in-text citation includes the author name/s and the year. However occasional citations do not require both, for example if the sentence itself is worded so as to imply the information.

These options are effective for in-text citations only.

This may be specified at the time of inserting a citation, by choosing an option from in the Find Citat ions dialog.

Options When Inserting a Citation

For a citation that has already been inserted into a document, the same formatting options are provided in the Edit and Manage Citat ions dialog, for excluding the author’s name or the year from the citation in the text.



Options for An Individual Citation

3.5. Citation at the Start of a Sentence A citation should perhaps look a little different if it occurs at the start of a sentence, for example Nelson (2009) raises an alternative view. This format is available in the Edit and Manage Citat ions dialog.

The detail of how an Author (Year) citation should look is defined in the Citations template.

This is relevant for numbered styles such as Vancouver – if a citation is at start of sentence, it shows author name then the bibliography number in brackets.

3.6. Hidden Citations Occasionally, a citation needs to be present in the text but not shown as a citation. It may be implicit in the wording, as for example “Jones explained in his conference paper of last year”, where to follow it with a conventional citation in author-year format may be clumsy.

In this case, the citation would be set to Show Only in Bibl iography . The citation is still present and so appears in full in bibliography, but the formal citation is concealed.

Exercise 3: Options for an individual citation Now look at this exercise (page 48).



4 Editing Output Styles

4.1. Using Standard Output Styles EndNote comes with over 500 output styles already designed, so the simplest plan is to use one of these. MLA, Harvard, Vancouver, Author-Date are all popular styles used in various departments at Oxford. An article in the ITLC Portfolio lists popular styles which form the basis for many of the others provided.

A wider range of styles can be found online via the Style Manager. This can be opened in EndNote, by choosing Edit |Output Sty les|Open Style Manager .

4.2. Why Edit Output Styles? However, if you cannot find a standard style that suits your work, it may be necessary to edit a style to include your own details.

An efficient method is to start with a standard style which is close to your requirements, save it with another name, then make changes as necessary. This is done within EndNote.

Using the style box on EndNote’s toolbar, you can choose a style which is nearly suitable, then select Edit |Output Sty les| [current sty le] to start work on the details.

4.3. Using the Style Editor It is a good practice to immediately save a copy of the style with a new name. All styles should be saved in the same folder, which is EndNote’s default location for custom styles.

EndNote’s Style Editor



The panel on the left of the editor window gives the categories of settings which can be edited. When a category is selected on the left, its available options are listed on the right (as shown for example in Figure 12). You will edit each item separately, to give the behaviour required.

Example of Editing a Category in the Style Editor

The four options at the top of the categories panel are generic (Page Numbers, Journal Names, etc.). The remaining items are grouped for Citations, Bibliography, Footnotes, Figures & Tables.

4.4. Workflow When Editing a Style When you have all the settings needed, closing the Style Editor will give an opportunity to save the revised style. Once the revised style is applied to a Word document, citations and bibliography in that document will obey the revised style.



5 Template as a Pattern for Citations

5.1. Templates Each category in the Style Editor – Citations, Bibliography and Footnotes – has a Template . The templates can each be edited separately, so they can have quite different designs.

Each of EndNote’s templates is the pattern used for presenting citations. It controls which fields are given, the order in which fields are shown, the punctuation between fields, and the way they are formatted (underlining, italics etc.).

5.2. Revising the Citations Template The Citations template controls the information to be shown in your main body text when you cite a reference among the text.

Under the Citat ions category in the left-hand panel, clicking Templates allows you to make changes.

Editing the Citations Template

Another field can be added by clicking at a suitable point in the template (in the large white box), then using which offers a list of all the fields available. Many fields can be included, if necessary. Punctuation and spacing between the field names must be typed in directly, along with any fixed text (such as Pub. which is sometimes written before the name of the publisher).

If an item is to be formatted, for example the volume number might be underlined or a title might be italicised, then you select the field name and apply the desired formatting using the toolbar buttons (Windows) or Edit |Font menu (Mac). Note that format buttons may be provided for superscript and



subscript (Windows). Keyboard shortcuts which you may already know from word-processor work may also apply for font formatting here.

A separate template is provided for the alternative layout Author (Year) : this is typically used for the special case of a citation that is placed at the start of a sentence (discussed in Part 3.5 above).

The pattern set here will be used to present all the in-text citations in a document, so it is important to get the details right.

This part of the dialog includes a box for specifying the multiple citation separator: this will be used if you cite several citations together in a paragraph.

Exercise 4: Revising an output style (Citations template) Now look at this exercise (page 50).

5.3. Revising the Bibliography Templates A separate set of templates is used for the bibliography entries. These are found by choosing Bibl iography|Templates in the left-hand panel of the Style Editor.

Editing the Bibliography Templates

There is a separate template for each reference type, so that for example books, theses and conference proceedings can be presented differently within the same bibliography. The Generic template is used for any reference types where no dedicated template is available.

Each template must now be edited in the same way as the Citations template was. You can add or remove fieldnames, type punctuation and fixed text, format some or all text, etc.

Once all the Bibliography templates are as required, closing the Style Editor gives an opportunity to save the latest version of the style.



Exercise 5: Revising the Bibliography templates Now look at this exercise (page 51).

5.4. Revising the Footnotes Templates (Optional) Citations in a document may be placed within paragraphs or in footnotes (as discussed in an earlier IT Learning Centre course). The way footnote citations are displayed is controlled, independently, by the output style.

Template for Footnote Citations

As illustrated in Figure 15, some styles have a customised set of templates for footnote citations. Alternatively, footnote citations can be laid out the same as the in-text citations, or the same as in the bibliography.

With Using footnote format chosen, you can build a template for each of the reference types that are likely to arise in your work.

If the reference type you plan to use is not already listed, use to add it.



Choosing Another Reference Type for a Template

Now you build a pattern as required for each template: adding fields using , typing punctuation and static (label) text, applying font formatting

etc. in the same way as for other templates described above.

A separate footnote template should be built for each reference type that is likely to be used in your written work. Any footnote citations which have other reference types, not defined in the output style, will be displayed using the pattern defined for the Gener ic type.

Exercise 6: Revising the Footnotes templates (Optional) Now look at this exercise (page 52).



6 Features of Output Styles for Footnote Citations (Optional)

6.1. Short Form for Footnote Citations If a footnote cites a reference that has been cited in a previous footnote, a shorter form of the citation is usually given the second and subsequent time(s).

For this, separate templates are needed, which define how the shorter citation should be formatted.

In the Footnotes template, the template for each reference type (Generic, Journal article, Book etc) is paired with a Short Form template (Generic- Short form, Journal Article- Short form, Book- Short form etc.).

Separate Templates for Short Forms, Used in Repeated Citations

Further relevant settings which determine the behaviour of the short form citation are found in the Footnotes category under Templates, Author Lists, Author Name, Editor Lists, and Editor Name.

6.2. Using the Short Title Field In the short form of citation that is used for second and subsequent citations of the same work, some footnote-citing users prefer to use a shortened form of the work’s title. There is a field Short Title in most reference types, so for works which you are likely to cite frequently it is worth completing that field with a briefer form of the title of the book or paper - a phrase which is still recognisable.



Once the Short Titles are available in your database, it is worth editing the Footnotes template. In each Short form template, replace the Tit le field with

Short Ti t le (this can be found from ).

Exercise 7: Repeated citations in footnotes Now look at this exercise (page 53).

6.3. Repeated Citations in Consecutive Footnotes - “Ibid” If the same reference or the same source is cited in consecutive footnote citations, some authors use the convention of substituting Ibid. for the repeated citation. This is an abbreviation for the Latin ibidem (“the same place”).

This behaviour is controlled using the item Repeated Citat ions , under Footnotes in the Style Editor.

You can give text of your choice in the box Replace repeated data with: instead of Ibid. as shown, or you can opt to use the template already specified for the short form of the citation.

Handling of Repeated Citations in Footnotes

6.4. Cite in Paper Footnotes But Exclude From Bibliography Some editors prefer that any citations in footnotes should not be included in the bibliography (some University departments specify this for work submitted). This can be controlled by the output style.

In the Footnotes category of the Style Editor, under Templates , there is a checkbox to Include c i tat ions in b ib l iography . Clearing this will allow you to include certain citations in footnotes, without them appearing in the bibliography.



Including/Excluding Footnote Citations in the Bibliography

Exercise 8: Further features of footnote citations Now look at this exercise (page 55).



7 Controlling the Punctuation in a Template – (Optional)

Depending on the data available for a particular citation, the punctuation may need to be varied. For example, if Publ isher is the last field, it would usually be preceded by a comma and a space, but in the event that no publisher was entered for a given reference that comma should be omitted. EndNote has a set of specialist symbols which can be used to manage this.

We will mention here some of these symbols, but because EndNote has a complex series of rules we will not go into detail. Read EndNote’s Help for more information on the special rules of dependency and interdependency and associations between fields.

The most useful rule to know is that EndNote always performs some automatic “clean-up”. This means that even if the punctuation in your template is not perfect, EndNote may correct it and provide a reasonable output anyway.

7.1. Adjacent Items are Linked A field, punctuation or piece of text is usually considered to be linked to its nearest neighbour/s. So if one member of the linked pair is omitted – say because a field has no value given – then the other member of the pair is also hidden.

e.g. Author, Year If we have no author name for a given reference, the comma is omitted too.

7.2. Non-breaking Space ◊ This is used to link adjacent text, for example to link a label to a fieldname. This means that if the field is present in a given citation, the label plus field will appear, but if the field is missing then neither will appear.

This is inserted by using and choosing Link Adjacent Text or by typing CTRL+ALT+SPACE (OPTION+SPACE with a Mac). It appears as ◊ in the Style Editor.

e.g. Edition◊ed.

7.3. Forced Separation | This is placed before punctuation to break dependence. Usually, an item of punctuation immediately beside a fieldname is dependent on that fieldname – so the field value appears with the punctuation but if no value is present the punctuation is omitted. | is used to break this link.

| is inserted by typing | or by using and choosing Forced Separat ion .

e.g. … Pages|.

In this case, we want the full stop at the end of the citation, whether we have any page numbers or not.



7.4. Grave Accent ` Put this before a character that you want actually typed, where that character might have a special ameaning in the template.

e.g. semicolon ; is usually the separator to the next citation, so prefix it with ` if you want an actual ;

7.5. A Word Which is Also a FieldName If a word is needed as static text, but it is also the name of a field, enclose it in grave accents.

e.g. Editor – put it as Èditor` if you want the text actually typed



8 Page Numbers There are various aspects to including page numbers in citations, and you should choose the method which suits your own work.

8.1. Pages Field in the Library Some reference types have a Pages field which is dedicated to giving page numbers. This is used for the case where page number data needs to be included in the reference and saved in the library. This would apply, for instance, if the reference was to a specified portion of a book, which is found on pages 125-130.

Not all style templates include this field. If necessary, you can add it to the templates (the Bibliography or Citation or Footnote template as appropriate) by choosing Pages from and inserting it at a suitable position in the template/s.

8.2. Cited Pages The Cited Pages field refers to page numbers you may give when editing an individual citation in the Edit and Manage Citat ions dialog (found by clicking

or by choosing Ci tat ions|Edi t & Manage Citat ions when in a Word document). This was discussed in Part 3.3 above.

APA 6th is an example of an output style that does include the Cited Pages field. Some styles do not display this field, so you can add it to the templates as needed. When editing a template in the Style Editor, the Cited Pages field is available from .

8.3. Label Text for Pages – Singular or Plural? It is common practice to prefix a p. label to page numbers, for example p.12. However, a long reference may spread over several pages, and a plural prefix is then needed, for example pp.15-20.

The templates can be set up with alternative labels for the singular and plural cases, separated by a caret ^. The caret can be found from as Singular /Plural , or typed (usually SHIFT+6).

For example: p.^pp.Cited Pages

In this example,

p. is the text to use in the singular case

^ is the caret character

pp. is the text to use in the plural case

Cited Pages is the fieldname

and there is no space before Cited.

Another case where ^ is useful for providing singular/plural options is the label EditorÊditors. In this case, the word Èditor` must be enclosed in grave accents because this is also the name of the field.



8.4. Page Number Formats The format for page numbers can be set for the whole of an output style. This is one of the items near the top of the left-hand panel in the Style Editor (Figure 20).

Selecting Formats for Page Numbers in an Output Style

Exercise 9: Page numbers Now look at this exercise (page 56).



9 Some Useful Features Of Output Styles

9.1. Anonymous Works There is an item in the Style Editor which controls the way a work should be shown, if no author has been included in the library reference.

Presenting Anonymous Works



9.2. Ambiguous Citations If an author wrote several papers in the same year, and you are citing them in your work, the citations may become ambiguous. The output style controls the way that EndNote handles this.

In the Style Editor, under Citat ions there is an item Ambiguous c i tat ions . This offers a choice of ways of handling ambiguous citations, including adding more authors, adding the title only when required or adding a letter a, b, c etc.

Handling of Ambiguous Citations



9.3. Author Name and Author Lists The output style controls the way that an author’s name is formatted, for example Jenny Smith or Smith, Jenny. Note that the names should be entered in the library in a standard layout (discussed in an earlier IT Learning Centre course): the job of the output style is to control the detailed appearance in each document you may write.

Author Name Layout

Separate formats can be chosen for author names as they arise in in-text citations, bibliographies and footnotes. Here you can also control the names’ capitalisation – note again that name data should be entered in the library in a standard form (e.g. Smith, Mark A) then EndNote’s output style can determine the capitalisation in each individual document.

The Author Lis ts option controls the way that a list of multiple authors is presented. This includes the separator character and how many authors to list (or whether to use et al.).

For citations in footnotes, where a short form of the citation is shown for second or subsequent citing of the same work, the author name may appear in a special short form. This is set in Footnotes|Author Name .



Setting the Name Format for Short Form Citations



9.4. Consecutive Citations by the Same Author If you cite several works by the same author in the same multiple citation, you may choose to have the author’s name omitted in the second and later citations. For example, referring to three papers by Tomas written in 2006, 2007 and 2011 might look like this if given in full: (Tomas 2006; Tomas 2007; Tomas 2011).

If you prefer something shorter like this: (Tomas 2006, 2007, 2011), then use the control in the output style under Citat ions | Author Name .

Omitting Author Name in Consecutive Citations

Exercise 10: Ambiguous or multiple-works citations Now look at this exercise (page 57).



9.5. Sort Order Within A Multiple Citation As discussed in Part 3.1 above, it may be possible to re-order the citations inside an individual multiple citation, using arrow buttons in the Edit & Manage Citat ions dialog.

However, this varies with the output style applied. For example, the arrow buttons work for Harvard but not for Author-Date where the Sort Order has been set using Citat ions|Sort Order . Only the setting Don’t sor t allows local variation by using the arrow buttons.

Setting the Sort Order Within a Multiple Citation

9.6. Cite in Bibliography But Not in Paper You may wish to include in the bibliography some items, such as books of general reference, which you have used in your research but not cited explicitly. This is not set in the output style.

In this case, you would create an ordinary citation to the work, placed anywhere convenient in the paper, then make the citation hidden. The item will then be listed in the bibliography. In the Edit & Manage Citations dialog, there is a format to Show Only in Bibl iography . Another way of doing this is to format the citation as hidden text (this is found in Word’s format Font dialog, found on the Home tab or from the Format menu). Hidden text is revealed when Show/Hide

is turned on.



Setting a Citation to Show in Bibliography But Not in Text

Exercise 11: More formats for citations Now look at this exercise (page 59).

9.7. Abbreviated Journal Names (Optional)

Journal Names in Full or Abbreviated In some disciplines, it is usual to give journal names in abbreviated form. An output style, such as for example Vancouver, can substitute the abbreviation in the citation and bibliography.

On the other hand, the references in your library may contain a mixture of full journal names and abbreviations, depending on the data downloaded from various online databases. If full journal names are needed, the output style may substitute them.

Output Style for Managing Abbreviated Journal Names The Journal Names category of the output style specifies whether the journal name should appear in full, or abbreviated, or whether the saved data should be used without replacing.



Output Style Specifies the Journal Name Format

Abbreviations Available with EndNote The EndNote software includes lists of the full names and various customary abbreviations of many well-known academic journals, and these can be substituted as appropriate.

Journals with Their Abbreviated Forms



Managing the Term List of Journal Names The list of journal names is stored as one of EndNote’s term lists. They can be individually edited, added to and corrected. The list is found using Tools|Open Term Lists |Journals Term List .

If you suspect that your term list contains a mixture of incorrect and incomplete journal names and abbreviations, it may make sense to delete the present list and import a fresh set.

Some lists are provided with the EndNote software at a location similar to C:\Program Fi les\EndNote\Term Lists , with a separate file for each field of work. So the appropriate list (such as Economics, Humanities or Medical) can be imported.

Importing a List of Journal Names With Abbreviations

Exercise 12: Journal Name term list (Optional) Now look at this exercise (page 60).



10 Bibliographies EndNote creates a bibliography automatically, as you insert citations into a Word document. The bibliography is usually placed at the end of the document, although some variation is possible. The bibliography is updated while you work on the document and library (provided you have Instant Formatting turned on, as discussed in Part 11.3 below).

10.1. Bibliography Options Set in the Output Style There are a number of options in the output style which affect the way the bibliography is presented. These can be changed, by editing the output style.

Sorting Order for Bibliography Items The output style controls the order in which items will be sorted in the bibliography. This appears as Sort Order in the Bibl iography group of the Style Editor.

Setting the Bibliography Sort Order



Capitalisation Options for Titles Tit le Capita l izat ion , found under Bibl iography in the Style Editor, controls the way that journal/book titles are capitalised. As long as the raw data entered in the library is capitalised consistently, this is a convenient way of setting lower case/capitals in each document separately.

Setting Capitalisation in the Bibliography

Field Substitutions in a Bibliography If you usually give the DOI or PMCID number in a citation or bibliography, it may be useful to specify which alternative field should be used if this field is empty.

Field Substitutions for Bibliography



Exercise 13: Bibliography options set in the output style Now look at this exercise (page 62).

10.2. Bibliography Options Set in a Document Some aspects of the bibliography can be set in the document, and these are choices that you may want to change if you write a number of different documents for different audiences.

The dialog launcher is found in the bottom right corner of the Bibl iography group on the EndNote ribbon tab (when using Windows). Mac users choose Bibl iography| Conf igure Bibl iography to see this dialog.

Configure Bibliography Dialog in Word

The first tab (Format Bibl iography) offers a route to changing the output style applied to the current document.

The Layout tab offers options for the bibliography itself.

Here you can change the font and size used for the bibliography entries and enter a title to appear at the top of the bibliography. Settings made here will be retained with the bibliography in this document, whereas any edits or changes made directly to the bibliography are likely to be over-ruled when the document is re-formatted.

10.3. Citations as Hyperlinks It may be useful to have the in-text citations act as hyperlinks: then the person reading the document can click (or CTRL+click) a citation in the body of a document and jump to the related item in the bibliography.

dialog launcher



Even if this behaviour will not be appropriate in the final copy of the document, it can be useful while the document is being drafted.

These hyperlinks usually also appear in PDFs made from the document, depending on the tool used to create the PDF.

This behaviour is specified in the Format Bibl iography tab of the Bibliography dialog, with or without underlining.

Layout Options for the Bibliography

Exercise 14: Bibliography options set in a document Now look at this exercise (page 63).

10.4. Separate Chapter Bibliographies (Optional) Some styles, such as APA 6th (sect ions) , require a partial bibliography at the end of each chapter.

This can be arranged, by inserting a Word section break after each chapter. Section breaks and the technique of dividing a document into sections is covered in the course “Word: Creating Professional Documents” (see Part 12.3 below).



The output style can specify separate section bibliographies, in the Sect ions category of the Style Editor:

Separate Section Bibliographies

A further option relates to numbers assigned to citations. The checkbox about numbering means:

if a numbered style has been applied, this option decides whether your numbers restart or continue for each chapter

if a non-numbered style has been applied, settings for ambiguous or repeated citations are applied within a section but restart for each section

Exercise 15: Separate chapter bibliographies (Optional) Now look at this exercise (page 64).

10.5. Primary/Secondary Source Bibliography (Optional) EndNote X7 has a tool for creating categorised bibliographies.

In some fields of academic work, it is usual to divide the bibliography (the list of references cited) into two or more categories. For example, a historian may list primary sources separately from secondary sources, or a social scientist may list their interviews separately from research references.

This categorisation is arranged in the document. An existing ordinary bibliography can be converted into a categorised one, or you may prefer to work with the categories from the start.

There is no need to edit the references in your EndNote library: these changes are made in the individual document. Any bibliography can be split up into categories: this method is applicable to any output style.



Note on Software Versions This feature is new to EndNote X7. If you have an earlier version, there is another workflow which you could use. Learn more about this in the course handbook from the X6 version of this course: the course handbook can be downloaded from the ITLC Portfolio at http://portfolio.it.ox.ac.uk .

Creating Categories With the citations inserted in the document (in-text or in footnotes) according to your usual practice, the output style is applied as usual. EndNote formats all the citations, and builds a single bibliography. Initially, the references will be sorted by whatever sort order is set in the output style definition.

The button is provided in the ribbon (Word for Windows) or Mac users choose Bibl iography| Conf igure Categor ies .

Some category headings are already available – for example Primary Sources and Secondary Sources . If you need other categories, you can create them, then drag and drop the headings into a suitable order.

Creating Categories for a Bibliography

Assigning Each Citation to a Category All the references cited in this document are listed in the main panel. Drag each reference into its appropriate category.

Any references which you have not assigned to a category will be listed as Uncategorized References.



Assigning Citations to Categories for the Bibliography

Re-format the Bibliography Into Categories The command to Group References by Categor ies is provided via the EndNote ribbon tab or toolbar. EndNote then rebuilds the bibliography, using the categories.

Exercise 16: A categorised bibliography with primary and secondary sources (optional)

Now look at this optional exercise (page 66).

Categorise References Automatically By Reference Type If the bibliography is to be categorised according to the reference type of the references (such as Journal Articles, Books, Conference Proceedings etc.), this can be set up automatically in the output style. This method does not require dragging and dropping the references into categories.

In the output style, under Bibl iography|Categor ies , you can type a list of headings for the categories. Under each heading, add a list of the reference types which belong under that heading. It is important that each reference type name appears on a separate line, and that they are not formatted (font formatting and alignment must be pla in).

In the Word document, all the references in the bibliography are then automatically organised under these category headings, depending on their reference types.

With this method, because the categories are set up in the output style, applying a different output style is likely to change the bibliography categories.



11 Removing Formatting

11.1. Unformatting Citations The or the Mac Tools menu offers the command to Convert to Unformatted Citat ions .

This replaces all the formatted citations in the document with temporary citations of the form {Smith, 2006 #114}. This version contains enough information for EndNote to link it to the correct reference in the library, but with no particular output style applied.

When the citations are unformatted, the bibliography disappears from the end of the document.

This results in a smaller, more stable document, which is recommended for transferring files and changing between formats. In this condition, the document can be read by other word-processors, although of course they will not be able to format the citations and bibliography.

An output style can be applied later, just as usual.

Unformat as a Method for Repairing a Document This provides a useful method for repairing a document where the citations are misbehaving. After the citations have been unformatted, applying the chosen output style again will force EndNote to visit each citation, re-establish the connection with the relevant reference in the library and display the citation correctly formatted. Any damaged citations will be noticed and you have the opportunity to delete and re-insert them.

11.2. Removing Field Codes Some publishers will not accept documents that contain field codes, which includes EndNote citations. In this case, the Convert to Plain Text command on the same menu should be used. This creates a further copy of the document, with field code citations replaced by equivalent plain text. The bibliography is also replaced by equivalent text.

Finalising a Document for Publishing

If you decide to create a “finalised” document of this type, it is important to save the new plain document with a new filename. Also retain the earlier version of the document with the active EndNote citations (field codes), for future editing and possible re-formatting.



Alternative Method Note that the Convert to Plain Text command creates a new document using the Word template Normal.dot on the computer you are using. This will be of interest if you have built your own template or have special document layout settings. Style definitions are copied across (so your customised headings and sub-headings etc should look alright).

If the Convert to Plain Text command is not suitable, then use Word’s Remove All Field Codes tool: select the whole document (Edit |Select Al l) and CTRL+6 or CTRL+SHIFT+F9 (CMD+SHIFT+F9 for Mac). Be aware that this replaces all field codes of any type with their results, including tables of contents, cross-references, web addresses etc.

11.3. Turning Instant Formatting On/Off While a document is being edited, EndNote is continually scanning through it, finding any citations and ensuring that they are formatted correctly with the specified output style. As citations are added, removed or altered, the bibliography is updated to match. This behaviour is known as Instant Formatting.

For most work, this Instant Formatting is convenient and useful. However, in a very large document, or one with a large number of citations, the continual scanning through may use up too much of the computer’s resources. This makes the computer slow to respond to ordinary commands, which may be distracting.

Instant Formatting can be turned off temporarily, if you prefer. The on the EndNote ribbon simply turns off the Instant

Formatting tool for the current document. Mac users look on the Bibl iography menu for Turn Instant Formatt ing Off (or On). This setting is saved with the document.

Once Instant Formatting is turned off, any more citations which may be inserted will appear in temporary form, such as {Jones, 2004 #145}.

At a later stage, Instant Formatting can be turned back on, using the same tool. Then you should select a suitable output style, and all citations in the document and the bibliography will be re-formatted.

If you do not ever use Instant Formatting, there is a setting in the EndNote Preferences in the Word ribbon (Mac users choose Tools|Ci te While You Wri te Preferences), for disabling Instant Formatting in new documents that are to be created on this computer.



Enabling/Disabling Instant Formatting on All New Documents

Exercise 17: Removing formats Now look at this exercise (page 68).



12 Other Resources Now that you have some useful EndNote skills you may want to develop them further. IT Learning Centre offers a range of resources for study and teaching.

Courses covering citation management and related topics are described below. In all cases, please refer to the IT Learning Centre catalogue (via www.it.ox.ac.uk/courses/) for further details.

12.1. Downloadable Course Materials and More – the ITLC Portfolio

These course materials are available through the ITLC Portfolio, at http://portfolio.it.ox.ac.uk .

Each course pack includes the course handbook in pdf form and a zip folder of the exercise files that you need to complete the exercises. Archive versions of the course book may also be useful if you use an earlier version of the software.

The ITLC Portfolio helps you find articles, videos, resources and weblinks for further IT study. For some resources, you will be asked for your Oxford (SSO) username and password.

12.2. Further EndNote Courses Please refer to the IT Learning Centre catalogue (via www.it.ox.ac.uk/courses/) for further details.

Referencing: EndNote - Up & running – topics that form the background to the present Citations course

Referencing: EndNote - Building your library

Referencing: Choosing and using software (Bodleian iSkills) – compares several similar tools

12.3. Word-processing Courses Documents: Good practice with document design

Managing Your Thesis

Building Long Documents

12.4. Course Clinics We encourage everyone to work at their own pace. This may mean that you don’t manage to finish all of the exercises for this session. If this is the case, and you would like to complete the exercises while someone is on hand to help you, email [email protected] to book a Course Clinic.

More details are available from the IT Learning Centre course catalogue (via www.it.ox.ac.uk/courses/).

12.5. IT Services Help Centre For Help Centre opening times, visit www.it.ox.ac.uk/help/gettinghelp/ and follow links to the General Helpdesk, or contact them by email on [email protected].



12.6. Useful Websites The main site for EndNote software: http://www.endnote.com/

Style Finder at http://www.endnote.com/support/enstyles.asp

Adept Scientific, the UK supplier of EndNote http://endnote.adeptscience.co.uk

EndNote Online, the online alternative product www.myendnoteweb.com

Bodleian Libraries website: http://www. bodleian.ox.ac.uk/

Oxford preference settings for Find Full Text: search in the ITLC Portfolio http://portfolio.it.ox.ac.uk

OLIS Oxford University library catalogue: http://library.ox.ac.uk/

OxLIP e-resources: http://www.bodley.ox.ac.uk/oxlip/

Portal connects to many international databases, listed by Subject or alphabetically by Title

Online tutorials from the EndNote company: www.endnote.com/training



Appendix: Student Exercises Exercise 1 Getting started

Start EndNote

Open labwork.enl

Start Word

Open Sample Tech Paper2.docx

Ensure that the EndNote tools are visible in Word

Task 1 Start EndNote

Step 1

Click

In the Start menu, explore the folders and look in the EndNote folder

Click

In the Finder , explore the Appl icat ions folders and look in the EndNote folder

Step 2

Choose EndNote

Step 3 If an existing library appears, close it (leaving EndNote open)

If a message appears about being unable to find a certain library, cancel it – you are going to open a library that is provided

Task 2 Open the library labwork.enl

Step 1 Use Fi le|Open

Step 2 Look in Drive H (or elsewhere if instructed by your teacher)

Step 3 Select labwork.enl and open it

Step 4 The library appears in a window within EndNote, with over 200 references

Maximise the library window



Task 3 Start Word

Step 1

If you are using Windows in our teaching rooms, you can start Word by using the Start menu

Find Word among the Microsoft Off ice

group

If you are using a Mac in our teaching rooms, you can start Word by using the Finder:

Find Word in the Appl icat ions folder, among the Microsoft Off ice group

Task 4 Open the Word document Sample Tech Paper2.docx

Step 1 Use Fi le|Open

Step 2 Browse to Drive H (or elsewhere if instructed by your teacher)

Step 3 Select Sample Tech Paper2.docx and open it

Task 5

Identify the EndNote tab in the Word ribbon

Identify the EndNote toolbar

Move it to a convenient location on the screen

Task 6 You will use this library and this Word document throughout today’s exercises; so just leave them open at the end of each exercise, being careful to save your work frequently

Exercise 2 Effect of changing the output style (Optional Revision)

Look at the citations in a document

Look at some citations in footnotes

Look at the bibliography at the end of a document

Apply some standard output styles

Notice their effects on citations

Find some more output styles in EndNote

Task 1 Continue work in the EndNote library labwork.enl and the Word document Sample Tech Paper2.docx



Task 2 Examine the citations in this document

Step 1 Scroll through the document, which already contains several citations

Step 2 Initially, the in-text citations appear as numbers in square brackets

Pause the mouse over a citation (without clicking)

The citation details appear in a ScreenTip

Step 3 Click on a citation

By default, the selected citation becomes shaded

The mouse pointer becomes a hand and you jump to the corresponding item in the bibliography

Mac users can turn on Field Shading (when selected) using Word|Preferences|View

Step 4 Each citation is a link to a reference in the EndNote library

Task 3 Apply the Author-Date output style

Step 1 In Word , on the EndNote ribbon tab or toolbar, locate the Style box

Step 2 In the Style box, select Author-Date

This is one of EndNote’s standard output styles

Step 3 If necessary, update the citations in the document:

Click or

Task 4 Notice the effect of the style on the citations

Step 1 Scroll through the document, noticing how every citation has been automatically re-formatted, using information from the library

Step 2 Look at citations within paragraphs and in footnotes

Look at the bibliography at the end of the document

These have all been re-formatted



Task 5 Apply another standard style, Harvard , and notice the further differences

Step 1 Look in the Style box for Harvard and apply it

Step 2 If Harvard is not already shown on the list, click Select Another Sty le or Browse and look through the list to find Harvard

Step 3

Click as necessary to apply the style

Step 4 Scroll through the document again, noticing the changes to in-text and footnote citations and the bibliography

Task 6 Leave the Word document and the EndNote library open for the next exercise

Exercise 3 Options for an individual citation

Exclude Author or Date from an individual citation

Add a prefix or suffix to a citation

Page numbers in a citation

Task 1 Continue work in the Word document Sample Tech Paper2.docx with Harvard style

Task 2 Exclude the year from the Bordier, 2003 reference

Step 1 Select (Bordier, 2003) - at the end of the first body-text paragraph

Step 2

Click (Windows) or choose Edit & Manage from the Citat ions menu (Mac)

Step 3 In the Edit and Manage Citat ions dialog, use the Formatt ing drop-down to Exclude year and click OK

Observe what has happened to the reference in the text



Task 3 Add the prefix also discussed in to a suitable citation

Step 1 Click the Fisher, 1972 citation in the Social Factors text

Click (Windows) or choose Edit & Manage from the Citat ions menu (Mac)

Step 2 In the Edit and Manage Citat ions dialog, click in the Pref ix box and type also discussed in

Step 3

Click and examine the effect on the in-text citation

Task 4 Insert a citation at the start of a sentence, with a suitable format

Step 1 Click just before the sentence “Society begins and ends…” in the next paragraph

Step 2 Choose Insert Ci tat ion | F ind Citat ion on the EndNote tab of Word’s ribbon or click on the toolbar

Step 3 Type character in the Find box in the dialog

Step 4 In the short list of papers found, choose Law’s paper of 1988

Step 5 Click the arrow on the Insert button

Choose Insert & Display as: Author (Year)

The citation appears, suitably formatted, at the start of the sentence

Task 5 Edit the Cassar citation on page 2, to show only the author name

Step 1 Click on the Cassar citation on page 2

Step 2 Display the Edit and Manage Citat ions dialog

Step 3 Use the Formatt ing drop-down to exclude the year from this citation

Step 4 If you like, edit the sentence to be suitable

Task 6 Edit another citation, and try some other options from the dialog

Note that not all output styles can display cited pages (Pages added using this Edit Ci tat ions dialog); page numbering will be discussed in a later chapter

Task 7 Save the document, and leave it open for later exercises



Exercise 4 Revising an output style (Citations template)

Create a new style, based on a standard one

Add a comment

Revise the Citations template (changing fields, formatting etc.)

Save the revised style

View the effect on a document

Task 1 Continue work in the EndNote library labwork.enl

Apply the Author-Date output style

Task 2 Open the Author-Date style for editing, saving it with the new name 01Author-Date Copy

Step 1 In EndNote, choose Edit |Output Sty les|Edit “Author-Date”

Step 2 The Style Editor window opens, with this style’s current settings

Step 3 Choose Fi le|Save As and give the new style the name 01Author-Date Copy

Task 3 Add a comment, giving your name and the date you modified the style

Step 1 With About This Sty le selected in the left-hand list of categories, read any Comments that may have been added already

Step 2 Click in the Comments box and type Modified by [your name] on [today’s date]

Task 4 Edit the Citations Template to provide this effect:

Jones, 2006; Wireless network deployments

Step 1 In the category panel (on the left-hand side of the window), choose Templates under Citat ions

The current template is shown on the right

Step 2 Select the fieldname Author and apply bold formatting

(e.g. click or right-click and choose Font|Bold)

Step 3 Type a comma after the Author fieldname

Step 4 Type a semi-colon and a space after the Year fieldname

Step 5 With the insertion point after the space, use

and choose Tit le



Step 6 Select the Tit le fieldname and apply italic formatting

Remove any unwanted punctuation

Task 5 Close and save the output style

Step 1

Click or to close the Style Editor (not closing EndNote itself)

Step 2 Agree to save the revised style

Task 6 Confirm that the style works as required in the document Sample Tech Paper2.docx

Step 1 Switch to the Word document Sample Tech Paper2.docx

Step 2 In Word, use the Style box to apply the 01Author-Date Copy style

Note: if your custom style does not appear in the short list of styles, choose Select Another Sty le or Browse and browse through the list

Step 3 Examine some of the in-text citations and observe the effect of your style revisions


Exercise 5 Revising the Bibliography templates

Examine the bibliography templates for the current style

Rebuild part of the template for bibliography entries

Observe the effects on a bibliography in a document

Task 1 Continue work on the EndNote library labwork.enl

Task 2 Start editing the 01Author-Date Copy style

Show the templates which control the bibliography entries

Step 1 In EndNote, choose Edit |Output Sty les|Edit “01Author-Date Copy”

Step 2 In the panel on the left, select Bibl iography|Templates

Task 3 Examine the different templates that have been set up for each reference type



Task 4 Make a few changes to formatting, punctuation and fields for the Journal Art ic le reference type

Step 1 Select the Journal Ar t ic le reference type (a grey/blue border appears around the entry)

Step 2 Place the insertion point immediately after the fieldname Author

Type a comma and a space

Step 3

Click (found in the top right)

Choose Accession number to insert the field

Step 4 Select the Journal fieldname and make it italic

Step 5 Make some more changes to this template if you wish

Make some changes to the templates for other reference types if you wish

Step 6 Save the style (leave it open for a later exercise)

Task 8 Examine the effect in your document

Step 1 Switch to the Word document

Confirm that the output style 01Author-Date Copy is applied

Step 2 Examine the effect of your template revisions on the bibliography

Step 3 Hint: if the formatting has not updated, you may need

to click or


Exercise 6 Revising the Footnotes templates (Optional)

Create a template for footnote citations

Include only the fields that are required

Use suitable punctuation between fields

Format some fields for emphasis or clarity

Task 1 In EndNote, continue editing the 01Author-Date Copy style



Task 2 Create a template so that all citations in footnotes are similar to this:

Jones, 2006, “Recent Advances in Dithering”, (Dithering2)

Step 1 In the Style Editor, select the Footnotes|Templates category

Set the drop-down to Using footnote format

Step 1 Click the insertion point in the Gener ic template (initially it is an empty box)

Build this pattern of field names with punctuation,

either by typing or by selecting from :

Author, Year, “Title”, (Secondary Title)

Step 2 Select Author and format it to be bold

Select Year and underline it

Step 3 Save and close the modified output style

Task 3 Examine the effect on your document

For example, there is a footnote citation (Ginsberg, 1988) at the bottom of page 1

Update the citations in the document, if necessary

Exercise 7 Repeated citations in footnotes (Optional)

Examine some citations in footnotes

Edit or create a Short Form template

Use the Short Form template to change the way that the same work is shown, if repeated later in a document

Examine the effect of these output style changes on the document

Task 1 Continue work in Sample Tech Paper2.docx in Word, and the labwork.enl library in EndNote

Task 2 Notice that there is a footnote citation of Ginsberg 1988, near the end of the Introduction, and the same work is cited again in a much later footnote

Task 3 Apply the output style Chicago 16th Footnote

This style is used for citations in footnotes

Any citations not in footnotes are hidden for the time being; they will re-appear when you apply a non-footnote style in a later exercise



Task 4 The second citation of the Ginsberg paper appears using a shorter form

The Short Ti t le would be taken from Short Title field in the Ginsberg reference in the library

Task 5 Edit the Ginsberg reference, adding a Short Title

Step 1 Find the Ginsberg reference in the EndNote library

In the Short Title field, type a shorter text such as Stressful venepuncture

Click on any other reference in the library, to ensure that the change has been saved

Step 2 Update the citations in the document

The second Ginsberg citation now displays the short title

Task 6 Suppose you now require a different treatment of all second, shorter, citations of journal articles

Task 7 In EndNote create a copy of the style Chicago 16th Footnote

Save it as 01Chicago 16th Footnote Copy

Task 8 Edit the template for the short form of journal articles, similar to this:

Jones, 2006

Step 1 Select Footnotes|Templates

Step 2 Notice that there are separate templates for each of the popular reference types

Ginsberg is a journal article: a citation with any reference type not explicitly listed would be formatted using the Gener ic template

Step 3 Examine the Journal ar t ic le - Short form pattern, to discover why the second Ginsberg citation appeared as it did

Step 4 Replace “Short Title,” with Year,

Task 9 Save the revised style and apply 01Chicago 16th Footnote Copy to the document

Examine the effect on your footnote citations

You may need to Update the formatting or



Exercise 8 Further features of footnote citations (Optional)

Use “Ibid.” if the same work is cited in consecutive footnotes

Alternatives to “Ibid.”

Control whether or not footnote citations are included in the bibliography

Examine the effect of these changes in the output style on the document


Task 2 On page 2, insert 2 footnotes, a few words apart, citing the same work

Step 1 On page 2, click at the end of the first paragraph and insert a footnote:

On the References tab in Word’s ribbon, in

the Footnotes group click

Choose Insert |Footnote

Step 2 Use EndNote to insert a citation to Bloch and Joplin, 1959

Step 3 Click at the end of the next paragraph

Insert another footnote citation, to the same work

Step 4 Ensure that there are no other citations between these footnotes

You now have two consecutive footnotes, citing the same work

Task 3 By default, the Chicago 16th Footnote style inserts “Ibid.” for the second citation

Task 4 Continue editing your 01Chicago 16th Footnote Copy style in EndNote

Task 5 Modify the handling of footnotes so that the term Ibid. is not used

Step 1 Choose Footnotes|Repeated Citat ions

Step 2 Under I f the Same Reference Repeats in Consecut ive Citat ions , choose to Use short form



Task 6 Among the Footnote Templates settings, notice the checkbox which chooses whether to include the footnote citations in the bibliography

Step 1 Choose Footnotes|Templates

Step 2 Find the checkbox Inc lude c i tat ions in b ib l iography

Step 3 Clear this checkbox if you wish

Then any citations in footnotes would not be included in the bibliography

Task 7 Save the output style

Confirm that the copy style called 01Chicago 16th Footnote Copy is applied to the document

Examine the changes in the footnote citations in your document and on the bibliography

Exercise 9 Page numbers

Include page numbers in a citation

Edit the output style to display cited pages

Change the page numbers format

Task 1 Continue work on Sample Tech Paper2.docx

Apply, if necessary, the 01Author-Date Copy output style

Task 2 In the Word document, try inserting a page number into one citation

Step 1 Suppose the book citation (Bordier, 2003) at the end of the first paragraph should specify the page numbers for reference

Step 2 In the Word document, click in the Bordier, 2003 citation

Click or choose Citat ions|Edit & manage Citat ions

Step 3 In the dialog, type 90-92 in the Pages box

Click OK

Initially, the cited page numbers do not appear with the citation



Task 3 Modify the output style to display the cited page numbers

Step 1 The cited page numbers may not appear in the document, because some output styles (including Author-Date) do not display the cited pages

Step 2 In EndNote, choose Edit |Output Sty les|Edit “01Author-Date Copy”

Step 3 In the Citat ions category on the left-hand panel, choose Templates

Step 4 With the insertion point just before the closing bracket,

type a space then click and choose Cited Pages

Step 5 Close and save the output style

Task 4 Examine the effect of the style change on the Bordier citation

After saving the style, you may need to use or , to see the effect of your changes in the document

Task 5 Experiment with changing the Page Numbers formatting options, which are listed in the Style Editor window near the top of the category panel

Exercise 10 Ambiguous or multiple-works citations

Change the way that ambiguous citations are handled

Change the way that multiple works by the same author are handled

Change the way that anonymous works are handled

Examine the effect of these changes in the output style on the document


Task 2 Apply the style APA 6th to the document

Task 3 Near the bottom of page 1 and the top of page 2, notice that we cite two different papers written by Cassar in 1980

The APA 6th style has marked them with a and b to distinguish them



Task 4 Make a copy of the style, called 01APA 6th Copy

Step 1 In EndNote, choose Edit |Output Sty les|Edit “APA 6th”

Step 2 Save it as 01APA 6th Copy

Task 5 Change the way the output style handles these ambiguous citations

Step 1 Select Citat ions|Ambiguous Citat ions

Step 2 Clear the checkbox Add a let ter af ter the year

Step 3 Check Add the t i t le for d i f ferent works by the same author

Step 4 Save the output style

Task 6 Apply the modified style to the document

Examine the effect on disambiguating the Cassar citations

Task 7 Two books by Trevor, with different dates, are cited in the 3rd body-text paragraph on page 1

Task 8 Edit the output style so that these citations are not combined

Step 1 In the Style Editor in EndNote, continue editing the style 01APA 6th Copy

If necessary, use Edit |Output Sty les|Edit “01APA 6th Copy”

Step 2 Select Citat ions|Author Name

Step 3 Clear the checkbox Omit repeated authors


Task 9 Apply the modified style to the document, updating citations as necessary

Examine the effect on the pair of Trevor citations



Task 10 Examine the options for handling anonymous citations

Step 1 In EndNote’s Style Editor, choose Anonymous Works (near the top of the panel of categories)

Step 2 Change the setting here if you like

Step 3 In order to see the effect of this setting, you may need to insert a suitable citation:

First create an anonymous reference in your library (i.e. one where the Author field is empty)

Then insert a citation to that reference into your document

Task 11 Save the output style

Examine the effects on your document (you may need to update the formatting)

Exercise 11 More formats for citations

Insert a citation that appears in the bibliography but not in the text

Change the way that authors’ names are presented in citations

Examine other formats that can be set in the output style


Task 2 Insert a citation to Simard, 1994 and format it to be hidden

Step 1 Place the insertion point somewhere convenient in the document, such as at the end of the Conclusion

Step 2 Find the paper by Simard, 1994 in the EndNote library

Step 3 Insert the citation into the Word document

Step 4 In the Edit & Manage Citat ion dialog, choose to Show only in b ib l iography

Task 3 Update the citations in the document, and confirm that Simard, 1994 does appear in the bibliography even though it is hidden in the text

Task 4 Continue editing the 01APA 6th Copy output style

Task 5 Step 1 In EndNote, choose Edit |Output Sty les|Edit “01APA 6th Copy”



Arrange for all author names to appear in citations with the form “Snell, Robert”

Step 2 Under Citat ions , choose Author Name

Step 3 Use the First author drop-down to choose the format Smith , Jane

Use the Other authors drop-down to choose the format Doe , John

Set In i t ia ls to Ful l name

Task 6 Make further changes to the output style if you wish

Save the changes

Task 7 Examine the effect on your document (you may need to re-apply the output style or update the formatting)

Exercise 12 Journal Name term list (Optional)

Find or edit a reference to contain an abbreviated journal name

Preview the reference

EndNote may display the full journal name

Explore how this is managed by the output style

Import a fresh set of journal names and abbreviations

Task 1 Continue work in labwork.enl

Task 2 Notice how some references contain an abbreviated name for the journal

However, the journal name appears in full in the formatted bibliography

Step 1 View the reference for O’Donnell, 1989 in EndNote’s Reference tab

Step 2 The Journal is given here in abbreviated form, as Clin Radiol

Step 3 APA 6th is a style which requires journal names in full

Check that the copy output style 01APA 6th Copy (or similar) is applied in the EndNote window

Step 4 View O’Donnell, 1989 in the Preview tab

Notice that in the preview the journal name is shown in full (provided this journal is included in the term list: see below)

The Preview illustrates the way this reference would appear in a formatted bibliography, given this output style



Task 3 Open the output style APA 6th (or your copy) and notice the setting for Journal Names

Step 1 Choose Edit |Output Sty les|Edi t “01APA 6th Copy”

Step 2 Choose the Journal Names category

Step 3 Notice the setting for the journal name format

This setting controls the way that the journal name should appear (in full or abbreviated) in a citation and/or bibliography

Step 4 Change this setting if preferred

Close the Style Editor

Task 4 Look at the Journals term list

Step 1 Choose Tools|Open Term Lists|Journals Term List

Step 2 Look at the journal names included here

You may need to stretch the dialog to make it wide enough to look at the alternative abbreviations

Task 5 Update the Journals term list with more journal names and their abbreviations

Step 1 Choose Tools|Open Term Lists|Journals Term List

Step 2 Select all existing journals names in the white list box and delete them

Step 3 On the Lists tab, click

Step 4 Browse to the folder where the term lists are saved

This may be a location similar to C:\Program Fi les\EndNote X7\Terms Lists

Step 5 Select the Medical term list and import it

Step 6 Import another term list that is related to your own work

These journal names and abbreviations will be used to format your citations and bibliographies



Exercise 13 Bibliography options set in the output style

Change the way that titles are capitalised in the bibliography

Change the sort order for items in the bibliography

Examine other formats that can be set in the output style


Task 2 Apply the output style Harvard

This style is used for in-text citations, so any effect on citations in footnotes is incidental

Task 3 In EndNote create a copy of the style Harvard

Save it as 01Harvard Copy

Task 4 Ensure that the first word of each title of papers, books etc has a capital letter but the rest is given in lower case

Step 1 In the Bibl iography group, choose Tit le Capita l izat ion

Step 2 Choose Sentence sty le capita l izat ion

Task 5 Change the bibliography sort order to be the order that citations appear in the paper

Step 1 In the Bibl iography group, choose Sort Order

Step 2 Choose Order of appearance

Task 6 Change the shape of bibliography paragraphs to have a straight left edge

Step 1 In the Bibl iography group, choose Layout

Step 2 Set the Hanging Indent (at the bottom right of the dialog) to None

Task 7 Specify that the URL should be given if the DOI is not present

Step 1 In the Bibl iography group, choose Field Subst i tut ions

Step 2 Check the box for I f the DOI f ie ld is empty

Confirm that the box to use contains some punctuation and URL

Task 8 Make further changes to the output style if you wish



Task 9 Save the changes to the output style

Apply the output style 01Harvard Copy

Examine the effect on your document

Exercise 14 Bibliography options set in a document

Set up a title for the bibliography

Change the font for the bibliography items

Control the spacing within and between bibliography items

Use hyperlinks between citations and the bibliography

Task 1 Continue work in the Sample Tech Paper2.docx and the labwork.enl library

Task 2 Display the Layout tab of the Format Bibl iography dialog

Step 1 In Word, display the Format Bibl iography dialog:

On the EndNote tab of the ribbon, find the Bibl iography group

Click the dialog launcher

Choose Bibl iography| Conf irgure Bibl iography

Step 2 Choose the Layout tab of the dialog

Task 3 Change the font and font size for the bibliography

Step 1 Use the Font drop-down to set Trebuchet font for the bibliography entries

Step 2 Use the Size drop-down to set 8pt for the bibliography entries

Task 4 Give a title for the bibliography: References Cited

Make the bibliography title larger and bold

Step 1 Still on the Layout tab, in the Bibl iography t i t le box, type References Cited

Step 2 Select (highlight) the words References Cited inside the Bibl iography Tit le box

Click and change the font format settings to 16 point and bold – these settings will apply to the title of the bibliography

Step 3 Click and examine the effect on the bibliography at the end of your document



Task 5 Set 1.5 lines of spacing after each bibliography entry

Step 1 Display the Configure Bibliography dialog again

Step 2 Leave the Line Spacing at Single

Change the Space After to 1.5 l ines

Step 3 Click and examine the effect on the bibliography at the end of your document

Task 6 Set up hyperlinks between citations and bibliography

Step 1 Display the Conf igure Bibl iography dialog again, and the Format Bibl iography tab

Ensure that the checkbox Link in- text c i tat ions is checked

Click and examine the effect on the document

Task 7 Point to a citation in the body text

Use the hyperlink to jump to the corresponding item in the bibliography

Step 1 Point the mouse pointer to a citation in the body text

CTRL+click (Windows) or click (Mac)

The hyperlink takes you to the corresponding item in the bibliography

Task 8 Save the document

Exercise 15 Separate chapter bibliographies (Optional)

A document with section breaks between the chapters

Insert a section break

Edit the style to produce a separate bibliography in each section

Observe the effect on the document

Task 1 Continue work in the labwork.enl library in EndNote

Task 2 Open and explore Finney paper.docx

Step 1 In Word, use File|Open to find and open Finney paper.docx

Step 2 Scroll through the document

Step 3 There are EndNote citations in most chapters

A numbered style called Vancouver has been applied



Step 4 There is one bibliography at the end of the document

Evidently, the author would prefer to see a list of References at the end of each chapter - notice the “References” headings at the ends of most chapters

Task 3 Ensure that there is a section break at the end of each chapter, after the “References” heading

Be sure to check at the end of Chapter 4

Step 1 There are section breaks just after some of the “References” headings

You may need to turn on Show/Hide to make section breaks visible

Step 2 A section break is needed at the end of Chapter 4

Place the cursor at the end of Chapter 4, on an empty line after the heading “References”

Step 3 Insert one more section break, of the Next Page type:

On the Page Layout tab of the ribbon,

choose and Next Page Sect ion Break

Choose Insert |Break|Sect ion Break (Next Page)

Step 4 The section break shows as a pair of dotted lines across the page

Task 4 Work on a copy of the Vancouver style

Step 1 In EndNote, ensure that the Style box is set to Vancouver

Step 2 Choose Edit |Output Sty les|Edit “Vancouver”

Step 3 In the Style Editor, Save As “01 Vancouver Copy”

Task 5 Change the output style properties to create a separate Section bibliography for each section

Step 1 Select the Sect ions category in the left-hand panel

Read the options available

Step 2 Choose to Create a bib l iography for each sect ion




Task 6 Don’t forget to apply the new style to your document!

Step 1 In the Word document, apply the style “01 Vancouver Copy”

Step 2 Examine the sections (chapters) and confirm that separate bibliographies have been built

Step 3 Each time you make a change to the output style, remember to update or re-apply it in the document

Task 7 Extra Explore the effect of the Continue Number ing checkbox on the way citations are numbered through the document

Task 8 Save and close the Finney paper document

Exercise 16 A categorised bibliography with primary and secondary sources (optional)

Create some categories for the bibliography

Change the order of the categories

Assign citations to categories

Create a categorised bibliography


Task 2 Check the bibliography already in place: if necessary, apply a familiar output style such as Harvard, Vancouver or MLA

Click or to update the citations and bibliography as necessary

Initially, there is one bibliography at the end of the document

References may be sorted alphabetically by first author name, or in the order they appear in your text, or by some other sort order that is set in the output style definition.

Task 3 Review the categories available

Step 1 In the EndNote tab of the ribbon, click

and choose Conf igure Categor ies

Mac users choose Bibl iography| Conf igure Categor ies



Step 2 Some category headings are already available in the left-hand panel – such as Primary Sources and Secondary Sources

Task 4 Add another category:

Supplementary Sources

Step 1 Click the + button

A new Category Heading is created

Step 2 Type a label for the new category:

Supplementary Sources

Step 3 Create further categories if you wish

Task 5 Assign the citations to categories

Step 1 Select All References in the panel on the left

Step 2 All the citations in this document are listed here

Step 3 Drag a citation into the Primary Sources category

Step 4 Drag a citation into the Secondary Sources category

Drag a citation into the new Supplementary Sources category that you created

Step 5 Select several uncategorised references, by holding down CTRL (Windows) or CMD (Mac) and clicking each reference in turn, then drag them into a category

Task 6 Any citations that have not yet been assigned to a category remain in the Uncategor ised References in the left-hand panel

Continue until all references cited in this document are in one category or another

Task 7 Group the references by the categories

Step 1

In the EndNote tab of the ribbon, click

and choose Group References by Categor ies

On the EndNote toolbar, choose Bibl iography|Group References by Custom Categor ies

Step 2 The bibliography is then rebuilt, using the categories

Step 3 Any references which you did not assign to a category will be listed at the end, as Uncategorized References



Task 8 Examine the effect on your document

All the primary sources are listed first, followed by the secondary sources

Exercise 17 Removing formats

Unformat all citations in a document

Create another copy of the document, without field codes

Explore the effect of turning Instant Formatting on or off

Task 1 Continue work in the Word document Sample Tech Paper2.docx , and the labwork.enl library

Task 2 As a precaution, save a copy of the document with its formatted citations and call this Sample with c i tat ions

Task 3 Unformat citations in the whole document

Examine the effect on in-text citations and the bibliography

Step 1

Click in the EndNote tab of the ribbon, and choose Convert to Unformatted Citat ions

Choose Tools|Convert to Unformatted Citat ions on the EndNote toolbar

This unformats all citations in the document

Step 2 Look at some of the citations

Citations now appear in a temporary form, inside curly brackets

Step 3 Scroll to the end of the document

The bibliography has disappeared

Task 4 Re-format citations using the Numbered output style

Step 1 When you are ready to re-apply formatting to the citations, choose the Numbered style using the Style box

Step 2

If necessary click or to update the citations and bibliography

Step 3 Confirm that all the citations have been formatted following the style chosen, and that a bibliography has been built



Task 5 Turn off Instant Formatting and explore the effect when you insert a citation

Step 1 Display the Format Bibliography dialog:

Click

On the Bibl iography menu, choose Turn Instant Formatt ing Off

Step 2 Test this by inserting a fresh citation It appears in temporary form, in {curly brackets}

Step 3 When you are ready, re-apply the Numbered style - the new citation is formatted to match the others

Task 6 Turn Instant Formatting on again, if you like

Step 1 It would be tedious to keep re-applying the output style after every new citation is inserted, so you would usually turn on Instant Formatting

In the same menu, turn Instant Formatt ing On

Task 7 Create a separate document with no field codes (“finalised” for publishing)

Save it as Sample Final ised

Step 1 Choose Convert to Plain Text from

or from the Tools menu

Read the warning dialog that appears, then click

to continue

Step 2 Confirm that you now have a new, separate document (check that the title bar says Documentx)

Examine the document and notice that the citations and bibliography do not go grey even when clicked (indicating that this is ordinary text, not field codes)

Step 3 Try changing the output style using the Style box - this has no effect because there are no links to the EndNote library

This document is “finalised”, in a form which most publishers will accept

Step 4 Save the document, calling it Sample Final ised

You would also archive the document that contains field codes, for future editing

Step 5 Think carefully about any future editing to this document: citations will not be updated automatically in this version

Task 8 Save all documents

Referencing: EndNote ‐ Citations and bibliographies

1

Pamela [email protected]

EndNote:Citations and bibliographies

Today’s arrangements

Your teacher is:

Your demonstrators are:

We finish at: 12:15

Your safety and comfort are important

Where is the fire exit?

Please tell us if anything doesn’t work

The toilets are along the corridor outside the teaching rooms

The rest area has vending machines and a water cooler

Resources for your learning

Activities for you to practice today

Work at your own pace!

Be selective

Follow-up work

Continue with exercises after the session

Bookable Course Clinics

Course topics

Overview

Using output styles


Editing output styles

Template as a pattern for citations

Behaviour of citations in text, footnotes and bibliography

Some useful features of output styles

Working with bibliographies

Multiple bibliographies

Unformatting (and why)

Build a library of references


2

Create your text … insert citations Bibliography assembles automatically

Getting started

Getting started

EndNote version X7in ITLC teaching rooms

Start EndNote and Word

Use the Start menu or Dock etc.

EndNote tab or toolbar in Word

Opening a library (database file)

Today, please work in your home drive H

Output styles


3

Revision:Apply an output style to the document


Select a citation

Conceal author’s name, year etc

Special format at start of sentence

Suffix, prefix

Options available depend on the output style

Some options do not work in footnote citations

Editing an output style

Start with a nearly-suitable style

Edit|Output Style|“current style”

Save style with a new name and edit that

All styles are saved in one folder

Style Editor window

Categories are listed on left

Separate groups of Settings for Citations, Bibliography and Footnotes

Templates

An EndNote template is the pattern for presenting a citation

which fields

order of fields

punctuation

formatting

Output style includes 3 sets of templates

Citations, Bibliography, Footnotes

Editing the Citations template

Template is the pattern for the in-text citations

Choose Citations|Templates

Make changes

Add fields

Type text/punctuation

Format text

Set a multiple citation separator

Using the changed output style

In EndNote, preview the effect of the style on references

In a document, apply the style and check the effect on

in-text citations

bibliography

footnotes


4

IT Learning Centre

Citations and bibliographies with EndNoteEndNote:Citations and bibliographies

Exercises: 1 - 4

Demonstrators:

Restart at 10:15 am please

More Template Editing

Editing the Bibliography templates

Choose Bibliography|Templates

One template for each reference type

“Generic” is used for types without a specific template

Add reference types

Choose fields

Type punctuation and format text

Apply to a document to see the effect

Editing the Footnotes templates

Footnotes options:

Choose a Reference TypeAdd fields as required

Insert punctuation

Apply formats

Exclude footnote citations from the bibliography?

Repeated citations (in footnotes)

“Ibid.”

If reference is cited in consecutive footnotes

Set this using Footnotes|Repeatedcitations

A short form template may be used for repeated citations

Short Title field

If used in template, must complete this field in the refs

Author Lists and Author Name options

Can be different in short form


5

Punctuation in templates (optional)

Usually, adjacent text is linkedAuthor, Year if no author, then no comma

Snag 1: a space breaks the linkEd Editor if no editor, then “Ed” text appears alone

Ed◊Editor so use Link Adjacent symbol

Snag 2 : a missing field value means adjacent punctuation is skipped

(Author, Year) if no author, then no bracket (

(|Author, Year|) so use separator |

Page numbers

Pages field in the Library

Page numbers included in the reference

example: a portion of a book

In the Bibliography template, add Pages field

Cited pages field in a citation

Page number you give when editing individual citation

But some styles do not display these

In Citations or Footnote template, insert Cited pages field

Single or plural text – p.6 but pp.12-14

Use ^ Singular/Plural

example: p.^pp.CitedPages

Further Options in an Output Style

Some useful features

Anonymous works … Ambiguous citations …

… Author Name format … Author lists …

… Consecutive citations …

… Order within a multiple citation …

Plenty more options:

Explore the Preferences that interest you

Names of journals

Library may contain a mixture of full & abbreviated journal names

Some output styles substitute abbreviated or full journal names

EndNote has a term list of journal names with abbreviations

Tools|Open Term Lists| Journals Term Lists

Can manage this list

Or import a fresh list for your discipline

IT Learning Centre

Citations and bibliographies with EndNote


6


Exercises: 5 – 12

Restart at 11:15 am please

If you want to continue with the Exercises, you could …

Copy the Exercise files to a memory stick

Download the files (and more) from the ITLC Portfolio at http://portfolio.it.ox.ac.uk

Working With Bibliographies

Bibliography options: set in the document

Bibliography is usually placed at the end of the document

Launch the Bibliography dialog, Layout tab

Set fonts, indents etc

Link in-text citations

Bibliography options: set in the output style

Field SubstitutionsWhich other field to use if DOI or PMCID field is empty

Bibliography|Title Capitalisation

Bibliography|Sort Order

Separate chapter bibliographies

A partial bibliography at the end of each chapter

Needs a section break at the end of each chapter

A setting under Sections


7

Categorised bibliography (optional)

Citations are grouped into categories

eg. primary sources, secondary sources Removing Formatting

from Citations

Unformatting citations

Unformatted citations appear in curly brackets

{Carter, 2006 #59}

Bibliography disappears

Save the Word document with citations unformattedSmaller, more stable document

Readable by other word-processors

Can change to another format

Safely rearrange paragraphs (copy & paste)

Re-apply output style before printing

Unformat/Reformat is a good way to repair a document

Removing EndNote’s field codesin a Word document

EndNote’s citations are field codes

Can remove field codes

A new document is created, with citations in plain text

Turning off “Instant Formatting”

EndNote scans document continually

May slow down your work

For a large document, disable this

Future citations will be unformatted

More about EndNote


8

OSCOLA2

An output style used by Oxford Law

You can download the style file, ready for EndNote

Among the official Faculty publications web pages

http://denning.law.ox.ac.uk

FAQ pages

Obtaining EndNote software

Oxford University campus licence for EndNoteask your department

or get your personal copy from IT Services Online Shop

or from Adept or Bilaney

Websites for more informationwww.endnote.com/

www.bodleian.ox.ac.uk/bdlss/resources/endnote

www.adeptscience.co.uk/

www.bilaney-consultants.co.uk/our-products/endnote.html

Keeping EndNote updated

Update your software frequently

Help|Program Updates

For output styles, connection files etc

Visit EndNote support site at http://www.endnote.com/support/

Download to your desktop

Then move to suitable foldere.g. C:\MyDocuments\EndNote\Styles

Other Referencing courses

EndNote : Up & Running

EndNote : Building Your Library

using Windows or Mac

Word-processing courses

Documents:

Good Practice in Document Design

Documents:

Managing Your Thesis

Building Long Documents

If you want to continue with the Exercises, you could …

Copy the Exercise files to a memory stick

Download the files (and more) from the ITLC Portfolio at http://portfolio.it.ox.ac.uk


9


Exercises: 13 onwards

Finish at 12:15 please

This presentation is made available by Pamela Stanworthunder a Creative Commons licence:

Attribution-NonCommercial-ShareAlikeCC BY-NC-SA

[email protected]