Using EndNote desktop with Word

  • EndNote's Cite While You Write (CWYW) function allows you to create in-text citations and a bibliography in your Word document, formatted in the style of your choice. You can also create a stand-alone bibliography. See below for instructions on both features.

    Many referencing styles are available on EndNote desktop, including these styles recommended at Brookes:

    • Brookes Harvard – this style matches our Library guide to Harvard and Cite Them Right Online and is the most widely used referencing system at Brookes.  Please note there are two versions of the Brookes Harvard style: one (BrookesHarvard) which will use et al for four or more authors, and another (BrookesHarvardAllAuthors) which lists all authors regardless of number.  Some publishers or academics (especially in the sciences) may require you to give all authors; check with your department if you are unsure.  Both styles are available on the networked version of EndNote at Brookes.
      If you have your own EndNote software, you’ll need to download the Brookes Harvard styles here (requires a Brookes login) and save them in your EndNote Styles folder (on your C:\ drive choose Program Files, EndNote, Styles).
    • Chicago 16th A (History; History of Art)
    • MHRA (Music; English & Drama)
    • APA 6th style (Psychology)

    NB There are some variations in local practice at Brookes, so we recommend you check with your department about what they require and whether the EndNote style is acceptable.

    Working with Word

    • From the desktop click on the EndNote icon to launch the programme and open your Library.
    • Launch Word and you should see the EndNote option in the top toolbar.

    You can now start inserting and formatting references in your document.

    If you use both EndNote desktop and EndNote Web libraries...
    You can use Word with either version of EndNote, you just need to make sure you have the appropriate toolbar displaying in Word. To switch between toolbars:

    • In Word, click on the EndNote option in the top toolbar.
    • Click on Preferences in the Tools box.
    • Click on the Application tab in the dialog box.
    • Select EndNote and click OK

    If you have EndNote on your own PC, check the Thomson Reuters pages on EndNote for details of the compatibility of your versions of EndNote and Word. EndNote is compatible with Word 2010, Word 2007 and Word 2003. Please note that Microsoft Office Starter Edition, which includes Word Starter Edition, is not compatible with EndNote.

    We recommend that you launch EndNote first before opening Word. The EndNote desktop option should appear in the top toolbar when you go into Word. You can now start inserting and formatting references in your document.

    If you use both EndNote desktop and EndNote Web libraries on your own PC...

    You can use Word with either version of EndNote, you just need to make sure you have the appropriate toolbar displaying in Word. Word will default to displaying the last toolbar used.

    To switch between toolbars:

    • In Word, click on the EndNote option in the top toolbar.
    • Click on Preferences in the Tools box.
    • Click on the Application tab in the dialog box.
    • Select EndNote and click OK

    To insert a reference:

    First check that the referencing style selected is the one you require. In the EndNote Web toolbar, go to the Bibliography section and choose your style from the drop-down menu e.g. BrookesHarvard.

    • In Word, position the cursor in the text where you would like the citation to appear and do a space.
    • In the EndNote toolbar, choose Find Citations in the Citations box.
    • A Find window will appear. Type in search terms (keyword, author etc) that will locate the reference in your Library and click Search.
    • When the search results are shown, highlight the reference you want and click Insert.

    Instant formatting

    Instant formatting is the default setting in Word. It means that as you insert each reference into your Word document it will appear in a formatted style, for example (Kelly, 2005), and your bibliography will start appearing at the end of your document. If you find that Instant Formatting slows things down, you can switch it off and format all your references at the end of your session. To switch off Instant Formatting:

    • In Word, make sure you have no open documents.
    • In the EndNote toolbar, click on Preferences in the Tools box.
    • Click on the General tab in the dialog box and make sure that “Enable instant formatting on new Word documents” is NOT ticked.
    • Close down the dialog box and open up your document.

    At the end of your session you can format all your references:

    • Check that the referencing style selected is the one you require. In the EndNote toolbar, go to the Bibliography section and choose your style from the drop-down menu e.g. BrookesHarvard.
    • Click on Update Citations.

    In the Brookes Harvard style, the usual format of a citation is author and year, for example: (Kelly, 2005). You can easily add specific page numbers or customize citations in other ways but you need to do this via the EndNote toolbar in Word, rather than by making manual changes:

    • Click on the first formatted citation you wish to change.
    • From the EndNote toolbar in Word, choose Edit & Manage Citation(s). You'll see an "EndNote Edit & Manage Citations" dialog box.
    • To add a page number or page range at the end of the citation, just type the relevant page number(s) in the Pages box and click OK. EndNote will automatically add p/pp as appropriate, so your new citation will look something like this: (Kelly, 2005 p.162).
    • You can also use the Edit Citation(s) option to customize citations in other ways, for example to exclude the author's name or year if you have already mentioned them in the context of the sentence. Use the Prefix or Suffix boxes to enter text that you want to appear immediately before or after the citation text.

    Customizing unformatted citations 
    If you prefer to work with Instant Formatting switched off, it is still possible to customize individual citations as you go along.

    • To include the page number, put a space and then type the details at the end of the unformatted citation, e.g. p.92.
    • When you need to format your document, in Word 2010, go to the Bibliography section of the EndNote toolbar. Go to the drop-down menu in the Style box and choose your style, then click on Update Citations and Bibliography.
    • Your formatted citation will look something like this: (Milne and Scope, p.92).

    You can also customize your unformatted citations in other ways:

    • To exclude the author or year, just delete that part of the unformatted citation:
    • To add a prefix, e.g. "see also..." type the details you want to include, then put a backslash to separate this text from the rest of the citation.

    You can create a bibliography formatted in a specific bibliographic style, directly from your EndNote library in the following way:

    • In EndNote, select the references or Group that make up your bibliography
    • Click File and then Export...
    • Give the file a name, select a file type (typically this will be Rich Text Format) and an output style (which is the same as reference style)
    • Choose where you want to save the file to and click Save
    • The file you have just saved contains your bibliography in the reference style that you chose. You can copy and paste this bibliography onto the end of a Word document if you wish to do so.

    1. Why do the names of corporate authors look odd?

    When Endnote puts references with corporate authors (e.g. organisations) into the body of the text they may look a little odd. To get EndNote to interpret a corporate author correctly, it must be entered with a comma after the name, for example:

    • University of Sunderland. Autism Research Unit,
    • National Autistic Society,

    If you are importing references from databases, it is a good idea to check them as you import them to make sure they have imported correctly. At this stage you can edit corporate author entries as well as adding any extra information e.g. in the keyword or notes field.

    2. Can I use EndNote to create footnotes?

    EndNote doesn't create footnotes within your documents, but can be used to insert and format citations within footnotes.

    Inserting footnotes in Word

    In Word, position the cursor where you wish to add the footnote and click on Insert, Reference, Footnote. Word allows you to select whether you want your footnotes to be numbered in a continuous sequence, or to restart the numbering in each page or section.

    Adding citations to a footnote

    In Word, position the cursor in the footnote where you would like the citation to appear. Insert the citation as you normally would - in Word 2010, choose Find Citations from the EndNote toolbar. Note that the number sequence for your footnotes and that for your citations are separate.

    3. How do I put together the separate chapters of my thesis?

    • Make a copy of each chapter as a backup.
    • If you have already formatted each chapter you will need to unformat them. To do this, open each chapter copy in Word and in Word 2010, click on the drop-down menu next to Convert Citations and Bibliography in the EndNote toolbar. Choose the top option Convert to Unformatted Citations. This will remove the bibliography at the end of the chapter and change the references in the text to their unformatted form. Save these changes.
    • Now you can combine the chapters so the whole thesis is one document. You can use the Master Document feature in Word to do this. Create a new Word document and designate this as the Master document, by selecting View, Outline. For each of the chapters you want to insert, click where you want to add the relevant document and on the Outlining toolbar, click Insert Subdocument. In the File name box, enter the name of the document you want to add, and then click Open. When you have added all your chapters, save the complete document.
    • Finally format your complete document. In Word 2010, go to the Bibliography section of the EndNote toolbar. Go to the drop-down menu in the Style box and choose your style, then click on Update Citations and Bibliography.
    • EndNote will format all of the references in your document, including those in footnotes, and create a single bibliography at the end of the thesis

    4. Can EndNote insert citations in Google Docs?

    One of the features of EndNote is the ability to insert citations from your EndNote library into a Microsoft Word document. Unfortunately Google Docs does not support this EndNote feature.

    5. The EndNote citations I inserted into my Word document have disappeared after I edited the document in Google docs/on a Chrome Book. What happened and can I get them back?

    If you open a Word document in Google Docs or on a Chrome Book then the document will permanently 'forget' that the citations were inserted from your EndNote library. This means that, although they will still be in the document, the citations have been turned into plain text and their connection to your EndNote library has been broken. There is no way to repair the connections between the previously inserted citations and your EndNote library once they been broken. If this has already happened and you want to continue inserting citations from your EndNote library into your Word document then the only option is to delete all the broken citations and start again.

    6. What referencing styles are available with EndNote?
    EndNote software comes with over 1,000 different output styles. These are the files that EndNote uses to provide the layout of references, within the text and in a bibliography. Some of the styles are general (eg Chicago and Vancouver) but the majority are are based on the style requirements of individual journals. To view the complete list of available styles in EndNote, click on Edit, Output styles, Open Style Manager.

    Thousands of additional styles are available from the EndNote output styles page on the Thomson Reuters EndNote support site.

    7. Can I customize an output style?
    Yes, if you're using EndNote on your office or home PC (not on the networked version). To customize a style, open EndNote, click on Edit, Output styles, Open Style Manager. Highlight the style within the list and click on Edit. You will see the particular instructions for this style. To save a version of the style click on File and Save As. To modify the style use the options from the list in the left-hand column:

    • Under Citations, click on Templates to see how the style formats in-text citations. Click on Author Lists to see how the style deals with multiple authors.
    • Under Bibliography, click on Templates to see how the style formats different types of sources. Click on Author Lists to see how the style deals with multiple authors in the bibliography.

    8. Why are there two versions of BrookesHarvard style and which one should I use?

    BrookesHarvard uses et al after the first author if there are four or more authors.  However, some publishers or academics (especially in the sciences) may require you to give all authors in your bibliography.  If your department requires this, you should use BrookesHarvardAllAuthors which will list all authors in the bibliography.