ENDNOTE - Advanced Topics

Search UT Libraries EndNote Help Pages:

CWYW

Q. What if the CWYW toolbar doesn't show up in Word?
A: http://www.lib.utk.edu/refs/set37/cww2.html

If it still doesn't show up -
http://www.lib.utk.edu/refs/set37/cww3.html

Q. How can I format footnotes with EndNote using the Chicago Manual of Style?
A: See Below -

From EndNote, choose the output style “Chicago 15th A”
In word, choose Insert – Reference – Footnote
Choose whether you want the footnote at the bottom of the page or the end of the document and choose your numbering style and click “Insert”
After Word inserts a space for the footnote, place your cursor in that space (bottom of page or end of document) and then use the EndNote toolbar to insert your citation as you normally would.

Q: Do you know how to make EndNote stop making urls hyperlinked on the
References page? Is there a way to do it globally?

A: From Word, go to Tools - Autocorrect

Click the AutoFormat as you type tab
Uncheck Internet paths with hyperlinks

Click the AutoFormat tab
Uncheck Internet paths with hyperlinks

Q: I can’t seem to cite as I write with the new version of EndNote. I recently upgraded.

A: You just need to change your EndNote toolbar preferences. Even when EndNote installs the newest toolbar in Word, it can still hold on to older preferences. From your EndNote toolbar in Word, click the Cite While You Write Preferences icon. Choose the Application tab and check EndNote and click OK.

Q: When I am using the Cite While You Write function and inserting the citation into a sentence, it is only formatting the citation like (Johnson & Johnson, 1999) but sometimes I want to use the citation at the beginning of a sentence such as Johnson and Johnson (1999) said..... How do I change back and forth between these two types of citations when I want both in the document? Also, when I am using a quotation, how do I get the page # into the in-text citation?

A: Your questions can actually be answered in the same step. You just need to click on the citation you wish to modify (just click once to highlight it). Next, click the edit citation icon in the toolbar . Then, check “exclude author” and add your page numbers.
endnote pages

Click here to see how to modify an output style that doesn't use page numbers to allow page number insertion.

Q: I'm turning in my thesis to the graduate school. I wrote all my chapters in separate doc files, so each file has its own references. How can I get all of my references at the end of my document?

A: First of all, make backup copies of each chapter to make sure you don't mess
them up if something goes wrong.

1. Open each chapter in Word and Unformat Citations (use the "unformat
citations" icon in the toolbar.)

This will remove the bibliography at the end of each chapter and change the
references in the text into their unformatted form, for example {Smith, 1999
#13}. Save these changes.

2. Combine the Chapters by copying and pasting.
3. Format Citations in the Thesis by clicking the "Fomrat Bibliography"
icon. Then, choose your output style (SPIE in your case). It should put
the bibliography at the end. As it's formatting, it may ask you to clarify
which citation you mean. It will just pop up a citation and ask you to
confirm it's the one you want.

COLLABORATION

Q: I am working with another university and we have built an end note database with a few hundred references. Is there a good way to keep track of any additional references that we add to the database. Is there a date record that can be displayed on the main end note library page? How would you recommend transferring these new records between the two schools?

A: Use EndNote Web in conjunction with EndNote desktop to share libraries.

Q: Someone sent me her EndNote library to use in a paper we're working on. When I try to open it, I get this message - "This library's .DATA folder is missing, and the library is in a read-only location. Please move this library to a writable folder or volume, so that a new .DATA folder can be created."

A: When transferring and EndNote library to another machine, be sure to copy 2 items - mylibrary.enl and mylibrary.DATA

The DATA folder contains information, pointers, and files used by your EndNote library.

ORGANIZATION

Q: I'm an EndNote user and my main question is how to better use the
keywords function. Especially how to maintain the list, and I haven't been able
to figure out how to print my keywords list as a reference for myself
without exporting it to word or excel.

A: The advice I give anyone using EndNote Web or EndNote desktop is to
use the "research notes" field rather than the "keywords" field. The reason
is you can enter anything in that area that could be useful to managing or
retrieving that record. For example, you could add keywords, quotes from the
text you might want to use, notes about the text, a label for the class you
wish to use it in, etc. Another important thing about that field is that you are
the only person or entity populating that field. As you've probably noticed,
the keywords field is sometimes automatically populated by the index you
get your records from so you can't really control what is in there.

To export the references you've tagged, click the binoculars button in EndNote to search for the records containing your keywords. Select those references and go to File - Export and save the file as .RTF if you want to open it in Word and as HTML if you want to upload it to the web.

Q: Is there a way to populate the date field in EndNote?

A: There is no way to automatically populate this field, but you can use the “Last Modified Date” field to keep track of new records. Just make sure that everyone is entering the date the same way so when you search or sort, it will make sense. The best way to do this is to enter the numerical version of the date instead of the name of the month, because EndNote does not interpret dates and would sort the months alphabetically. So, enter “2004/5/21” instead of “May 21, 2004.”

To make sure the “Last Modified Date” field shows up on the main EndNote page,
From EndNote go to Edit – Preferences – Display Field
Change one of the column display fields to “Last Modified Date”
From the main EndNote display, click the column labeled “Last Modified Date to sort by that field.

STYLE

Q: All the citations I imported show the journal titles in all-caps. Is there something wrong with my database filter?

A: To modify an output style to show correct capitalization, go to Edit - Output Styles - Open Style Manager and choose the style you want to edit. Under Bibliography, choose Title Capitalization. Change Leave titles as entered to Headline or Sentence style capitalization.

Q: I want to have abbreviated journal names in my manuscript and tried Abbreviation 1, 2 and 3 in EndNote but it didn't work. What next?

A: EndNote users can store text files containing the titles of journals and their corresponding abbreviations. Many of these text files have already been created and can be imported into EndNote.

TROUBLESHOOTING & TECHNICAL PREFERENCES

Q: I upgraded to a new version of EndNote. Why is it still using my old filters and styles?

A: Here's how to point EndNote to your new filters and styles -
MAC -

Go to EndNote - Preferences
Click on "Folder Locations"
Edit to make sure it says \Applications\EndNote X\Filters\

\Styles\
Windows -

From EndNote, go to Edit – Preferences
Click on "Folder Locations"
Edit to make sure it says C:\Program Files\EndNote X\Filters\
\styles\

Q: I see very long EndNote field codes in my word document even after formatting citations ( something that looks like { ADDIN EN.CITE...followed by lots of code),

A: Here’s how to fix it:
Windows:
(from EndNote documentation)
Word 2000/2002/2003:

1. In Word, go to the "Tools" menu, and select "Options".
2. Here, on the "View" tab, uncheck the box named "Field Codes".
3. Click "OK".
4. The document should now appear normal.

Word 2007:

1. Within Microsoft Word 2007 go to the Office icon in the upper left, and click "Word Options" at the bottom of this window.
2. Click on the Advanced option on the left hand side and scroll down to the section titled “Show Document Content.”
3. Uncheck the item titled “Show field codes instead of their values” and click OK.
4. The document should now appear normal.

Macintosh:

1. In Word, go to the "Word" menu, and select "Preferences".
2. Here, on the "View" menu, uncheck the box named "Field Codes".
3. Click "OK".
4. The document should now appear normal.

Q: While inputing citations, the bibliography is not being automatically generated. Do you have any ideas about why that is happening and how I might fix it?

A: I would try this first in case some setting accidentally got disabled during
setup or something.

1. Open Word and go to Tools - EndNoteX - Format Bibliography
2. Click on the "instant formatting" tab and click "enable."
3. It *should* start working

If it doesn't or if it's already enabled, I would still do everything in
"step 1" above but instead of going to the "instant formatting" tab, just
reformat the paper as you normally would...trying a few styles to see if
that makes it start working.

Q: I have been working on a document, and now it makes me toggle field codes every time I open it...otherwise I get all of the data from my citation (parsed very oddly) in the text of my paper. Unfortunately, it won't allow "toggle field codes" in the endnotes I've put in my paper. Is there a way to keep it from doing this?

A: Go to Word – tools - options, then View.
Uncheck the field codes box.

If you’re right-clicking and toggling field codes now, that’s only a temporary measure and you’d have to do it everytime you open your document.

Q: I have a large library in an older version of EndNote (4) and I would like to find a way to merge in into my new version of EndNote. I have tried importing it as a .bin file but Endnote asks me to choose a filter-I have tried a few, but I really think most were hand entered originally.

A: Some libraries in older versions of EndNote don’t always have the .enl extension on the end of the filename. You can add that extension manually. Also the filenames must be alphanumeric, make sure there aren’t any special characters in the filename. So, your old EndNote library would need to be named something like mylibrary1.enl.

Browser and OS Compatibility Issues:

Mozilla or Netscape

http://edtech.tennessee.edu/%7Eset37/moz-filters.html

When using EndNote with library databases, you will

sometimes be prompted to choose a corresponding database

filter. EndNote automatically pops up the filter dialog box in IE,

but in Mozilla or Netscape, you are asked to browse for an

application.

1. After marking your records, click Export to reference software

(or export function of your particular database).

2. Click Open with - Other...

3. Browse to C:\Program Files\EndNote8\ and choose endnote.exe.

4. Make sure the Open With endnote.exe radio button is selected

and click OK.

5. Browse to the EndNote library you want to place the records

in and click open. Your records will automatically be imported into EndNote.

Safari

http://edtech.tennessee.edu/%7Eset37/browsers.html

The Safari browser does not allow connection file downloads. If you have Internet Explorer or Mozilla on your machine, click ctrl + filename.enz. Place the .enz file in Applications/EndNote. If the file is automatically downloaded, move it to the Applications/EndNote folder.

Downloading Records as Text Files from the Web

Some databases, such as those made by Silver Platter, require you to download your citations to a text file (extension .txt) before importing them into EndNote. If your file downloads automatically, simply change the .dat extension to .txt before importing.

In the Windows environment, direct export databases automatically

launch EndNote when a file is exported. In the MAC environment,

the file is saved (usually to the desktop). Ctrl + click on the file, and

browse to your EndNote software to import the records into your

library.

You can configure EndNote to automatically open files of that type

in the future.

MAC Issues

http://edtech.tennessee.edu/%7Eset37/appletips.html

Direct Export on a MAC

http://edtech.tennessee.edu/%7Eset37/mac-de.html

EndNote Version Issues:

endnote 4 and before

older endnote files didn't have .enl extensions/ have to be alphanumeric too

Sharing a Library:

Export Traveling Library

http://edtech.tennessee.edu/%7Eset37/eec2.html

Transfering an EndNote library

Need .enl file and data folder

i.e. paleo.enl and paleo.data

Several People Working on One Library -

Sadly, there is no way to automatically populate this field, but you can use the “Last Modified Date” field to keep track of new records. Just make sure that everyone is entering the date the same way so when you search or sort, it will make sense. The best way to do this is to enter the numerical version of the date instead of the name of the month, because EndNote does not interpret dates and would sort the months alphabetically. So, enter “2004/5/21” instead of “May 21, 2004.”