EndNote: style/output FAQs

Getting more styles

Endnote X4 comes with the 100 most popular output styles included by default – less than in earlier versions in order to speed up the software. There are more than 5000 styles available.

To check whether the style you need is available and to download it free of charge to your own copy of the EndNote programme:

  1. Go to the EndNote support website
  2. Click on ‘Output styles’ on the left-hand menu
  3. The ‘Terms of Use’ page will be displayed – click ‘Accept’. 
  4. Search or Browse for the style you need 
  5. Click ‘Download’
  6. Choose the ‘Save’ option and save the file in the Styles folder, which is contained in the EndNote folder, which is most probably located on your C-drive. 
  7. Once you have saved this style you can select it from within your EndNote library

My citations look odd!

If your citations within your bibliography look like this example: {Cooper, 2007 #29} and your bibliography does not appear at the end of your document, you are displaying “Unformatted” or “Temporary citations”.

Select the style you want from the Style picklist on the EndNote ribbon in Word, and then select Update Citations and Bibliography. This will change the temporary citations in the text to the style you have chosen and create the bibliography at the end of your document. 

If your citations contain apparently irrelevant information eg Test heading {Gray, 2006 #30} or a very long citation with < symbols, you are probably using cross references or “mergeformat” within Word. To display the citation (as a field result rather than the field codes), right click on the citation and select Toggle Field Codes. To display field results for all citations in your document use Alt +F9.

Problems editing output styles on MS Vista

The security settings in Microsoft Vista OS make it impossible to amend preset output styles in the styles folder. A Styles FAQ on the EndNote website details a potential solution to this issue.

Getting the Reading Publications output style

The Reading Publications style is needed to produce the University annual list of publications. It can be downloaded from our EndNote Output styles page.

You must copy it into the EndNote Styles folder on your PC - usually on the C: drive in Program Files > EndNote.  

Changing the Harvard output style

If you don't like the new Harvard showing authors and editors in capital letters it is very easy to change.

Go to Edit, Output Styles and then either Edit "Harvard" if that appears or Open Style Manager and select Harvard from the list and click on the Edit button.

In the box to the left of the screen look at the headings under Bibliography and select Author Name. You will see that it says All Upper Case in the Capitalization box in the middle of the screen. Select As Is from the pick list. Then go back to the list on the left and do the same for Editor Name and then close the style saving the changes.

Citing more than one article in the text and prefixing the last article with 'and'

I want to be able to cite 3 articles in the text with commas between the first two and "and"
between the 2nd and last. As for example (Smith et al, 2002, Jones, 1999 and Bloggs, 1986). How can I do this?

There is a way to do this but it has to been to done to each citation when they have been created in Word. It cannot be done through the output style on EndNote.

  1. In Word make sure the cursor is in the required citation.
  2. From the toolbar choose Edit citations (or right click with the mouse).
  3. An edit box will appear with all three citations displayed.
  4. Click on the last citation and then click in the prefix box.
  5. Type 'and' then a space.
  6. Click on OK. This will allow the word to appear before the last citation. Unfortunately the comma appears as well, but at least this does allow the and to be added manually, as desired.

Getting a space after the multi-citation separator in a list of several citations in the text

  1. Go to Edit > Output Styles
  2. In the dialogue box go to Citations > Author Lists.
  3. On the right-hand side there are boxes for Separators, in the Between Authors box insert a space.

Adding page numbers to citations

  1. In Word, highlight the citation to which you want to add page numbers.
  2. Click on the Edit & Manage Citation(s) button on the Endnote toolbar.
  3. This opens a dialogue box. In the box next to Suffix, type a space, followed by the required page numbers, then click OK. Your citation will appear with page numbers eg (Asimov 1960 p7-8).

Getting brackets where you want them around a citation

"I have EndNote set up to enter citations in the following format: Author (year). However at times it is necessary to place the whole thing in brackets eg (Author, year) however I can only get EndNote to do (author (year) Any suggestions?"

  1. In Edit > Citations > Templates set the EndNote default to (Author, year).
  2. When you want Author (year), at the beginning of a sentence for example, you insert the reference into the text as (Author, year), but then edit it. Right click on the in-text citation and select "Edit Citation". Click the box that says "Exclude author".
  3. Type in the author name at the beginning of the sentence.

Ensuring that an author with variant forms of first name is treated as the same person

My paper contains multiple references to the same author. In some references the author might be described as 'Benjamin', whereas in others as 'Ben'. EndNote regards Benjamin and Ben as two different authors and in the text qualifies them accordingly. How do I get EndNote to treat Benjamin and Ben as the same person?

  1. Open the Output Styles menu
  2. Edit your chosen output style
  3. Click on Citations > Author Name
  4. Remove the tick next to 'Use initials only for primary authors with the same name'  

Changing the way authors appear in references

The order of initials and whether first names are converted to initials are functions of the style you have selected. You can change this under Edit > Output Styles > Edit "[style name]". Select Author Lists then Author Name. There you can define:

  • how many authors you want to see
  • whether they are shown with initials or Full names
  • whether you want name to display inverted (eg Smith, Jane) or non-inverted (eg Jane Smith)

You can do this for the first author and the other authors. You might need to change the appearance in Citations and Bibliography. Consult the EndNote help for more details.

Please note, if you are making changes to a style it is a good idea to keep a backup copy of the original file before you start.

Stopping EndNote formatting a corporate name as a personal author eg World Bank as Bank, W.

Just put a comma after the name in the author field eg

World Bank,

Entering a corporate author made up of initials which has a comma in the name

If your corporate author is made up of initials and has a comma in the name, you will need to put two commas in place of the single one to fool EndNote into formatting the name correctly.

For example:

M & P, Inc. should be entered in EndNote as M & P,, Inc.

This makes EndNote treat M & P as a surname thus formatting the name correctly to display as M & P. Inc.

Entering a titled author in EndNote

Enter authors with titles, such as "Jr." or "Reverend", as Last, First, Title. For example:

Smith, Tom, The Right Reverend

This will display as: Smith, T, The Right Reverend

Working with symbols/diacritics in references

"Is there a simple way to select the "symbol" font while editing citations (such as the key-shortcut for this in Word) to be able to change "alpha," "beta," etc. to the appropriate Greek characters after importing scientific article titles from Medline?"

There is a "Symbol" icon on the Insert tab in the Symbols group - it is convenient to keep it open. You can select the letter that you wish to change and simply click on the symbol icon.

Endnote does not support anything but Latin-1 characters.

If you are using a Mac and have the Central European Language Kit installed (OS9 and before), you can use a central European font with the necessary characters. If you are on Windows your only option is to use a font that has Latin-2 characters re-assigned to Latin-1 character places (you are then stuck with using only that font though).

Further information is given in the online help supplied with EndNote and in the Manual under "Entering Special Characters"

Back to EndNote: frequently asked questions

Page navigation

See also

 

Search Form