EndNote: other FAQs

EndNote tools not displaying in Word?

Note: EndNote should be installed on your PC after Word has been installed.

If the EndNote tools have never appeared in Word try the solutions given in the Cite While You Write commands FAQ on the EndNote website.

If you've had the tools and they have disappeared, try the following (these instructions are for Word 2007, but similar functionality should be available in other versions):

  1. Open Word
  2. Click on the Office button
  3. Click on the 'Word Options' button
  4. Choose 'Add-Ins' from the list on the left
  5. From the 'Manage' drop down list at the bottom of the screen choose 'Disabled Items' and click on 'Go'
  6. See if Endnote files are on the Disabled Items list
  7. Select them
  8. Click on the 'Re-enable' button

Updated November 2011

Software compatibility

Use the following links to access system and word processor compatibility information on the EndNote website.

System

Word processors

Updated November 2011

If I just use one library in EndNote, how can I identify groups of references?

Instead of having multiple libraries you can use the groups feature in the latest versions of EndNote to create subsets of references. This automatically appears on the left-hand-side of the screen when you open your library. It allows you to create your own groups eg for a specific article, or a chapter in your thesis.

You can create up to 50 groups. Just drag your references from your full list of references in the right-hand frame into the group on the left (or right-click on a reference, select 'Add references to', and select your group). References can be in multiple groups. References are also de-duplicated within a group, so it doesn’t matter if you drag it in several times.

For more information see the Help within EndNote under Groups.

Updated November 2011

How do I merge chapter or section bibliographies to create a single bibliography?

If you have written a section of a paper in collaboration with others, or separate chapters of a dissertation or book, you can merge the text and have one bibliography at the end.

The easiest way to do this is to copy all your sections into one Word document and then select "Update citations and bibliography". It will then create one bibliography at the end of the document.

The EndNote recommended way of doing it is:

  1. Unformat your work using the Unformat Citations icon and save as Rich Text Format.
  2. In EndNote go to Tools > Format paper and select the files you wish to merge in turn using the Scan next button.
  3. When you have finished select the style you wish and click on the Format button
  4. You will be prompted to save each document in this style. The merged bibliography will be at the end of the final document.

Further information can be found in the EndNote manual under "RTF Creating One Bibliography From Several Papers".

If you are using the ITS thesis template please see their advice in the document "Microsoft Word Finishing a thesis" available on their Training Index page.

Updated November 2011

How do I sort a bibliography to group references by type eg books, journal articles, etc?

It is simply done by altering a setting in the output style you are using.

Follow the instructions as given in EndNote guide 6: editing output styles (PDF) to open style manager of the style you are using.

  1. Click on Sort Order under the heading bibliography.
  2. You are given a number of options - click next to Other.
  3. A new box will appear give you a number of sort options to choose. Select Reference Type from the pick-list. This will re-order the bibliography into alphabetic order of the different reference types in your library.
  4. Save the amended style and re-format the bibliography. You will then simply need to add relevant headings to each section in the bibliography.

This works well if your primary sources are all the same sort of reference type. If they are different you could add a customised field or you could use the field 'type of work' and add it as a first sort criterion. Once formatted, simply add the heading as appropriate in the bibliography.

Further information in the Endnote Manual - look up "Sorting > Bibliographies".

Updated November 2011

How do I sort anonymous works into one order with the authors?

Any record which has a blank author field will always be displayed above named authors, if your library is sorted by author.

If this is not very useful it might be worth sorting the library by title instead (just click on the column heading) or alternatively using the search function provided by Endnote to find specific references.

Updated November 2011

How do I add a new keyword to selected references?

To add a new keyword to a set of references that already have keywords in an Endnote library:

  1. Select the references you wish to change and highlight them all.
  2. Go to References and click on Show Selected References.
  3. From the Tools menu click on Change and Move Fields.
  4. Select Keywords as the field to change.
  5. 'Insert after Field's text' should be the default, but just make sure.
  6. Insert the chosen keyword.
  7. Click OK.

Updated November 2011

How do I spell check more than one reference?

Select Spell Check from the Tools menu.

Endnote only spell checks open records. While you can have several records open at once that probably isn't a viable option for an entire library, unless it is very small.

You could export the whole library (using a style that gives all the fields you want to spell check) and then use the spell checker in another program such as Word. See EndNote guide 7: creating a list of references in Word for advice on exporting all your references.

Updated November 2011

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