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EndNote Guide: FAQs

EndNote is a reference organiser and writing solution. It is the ideal, time-saving software to enable users to collect references and then use this library to add citations to a Word document

Tips for Using EndNote in Word

  1. Use one EndNote library for all of your writing and use EndNote groups to manage your references.
  2. Use the Edit and Manage Citation command to make changes to citations in documents. Do NOT use the Delete or Backspace keys on the keyboard to remove the citations.

  3. If you are using footnote styles, your word processor controls the numbering and placement of the footnote and EndNote controls the formatting. So you will first need to insert the footnote using your word processor, then insert the EndNote citation into that footnote.

Handling Corporate Authors

If you are using documents authored by an organisation or government department then you will need to format the author field in a different way. By adding a comma after the author EndNote will create your reference as it is written instead of moving the last word or Surname to the front.
ie: Charles Darwin University,

If the author has a comma within the title use a double comma to ensure the citation is added correctly.

ie: Department of Environment,, Northern Territory Government

Open URL path

Setting up EndNote to use Open URL

  • This is a one-time procedure. When setup you can ask EndNote to search for fulltext articles and attach them to citations already in your library. It works with the CDU connection files and links to our subscribed databases.

1. From the Edit menu select Preferences.
2. Choose Find full text.
3. If you use the PubMed database then check this box as well.
4. Paste the following link into the Open URL Path box:

Do not add anything into the 'Authenticate with' box.

5. Click on Apply and OK to save the changes

Once this has been set up, follow the steps in the video below

Backup your library
There are two ways of backing up your library:

Option One

To use the 'Save a Copy' command to create an exact copy of your library. Here are the steps: 

  • With a library open, choose Save a Copy from the File menu.
  • Choose where to save it.
  • Click Save.

The new library does not open, it is simply saved to disk.

Note: The Save a Copy command creates a [library name].ENL file as well as a [library name].DATA folder for the new library, and copies all groups and attachments to it.

Option Two

To use the Compressed Library command to save a copy of your library and .data folder together in a compressed file (.enlx) which can be restored later in EndNote. 

  • From the File menu, select Compressed Library (.enlx) and then Create.

  • Select the folder or drive where you are saving which will then give you a Compressed EndNote Library (filename.enlx).

  • You can also use this option to email a copy of your library to yourself or a colleague.

Tips for reading and note-taking

To make it easier to read and annotate a pdf:

  • Open the reference containing a linked pdf and change the layout so the pdf panel is showing on the right.
  • The toolbar above the pdf has a range of options available including a highlight tool, underlining, comment, email or increase size of document.
  • Use the 'Research notes' field in the reference to write your own notes. You can use these later to copy and paste into your document. You can also add 'Research notes' as a display field on the EndNote homepage so they are visible from the main page of your Library.

Top 10 tips for using EndNote

  1. EndNote does not replace the reference style manual. The style in EndNote should be setup to follow the required conventions, but you will still need the manual to ensure there isn't information missing.
  2. Check your results every time you import citations. This is especially important when working with sources such as Google Scholar that may have inconsistent data.
  3. Use one EndNote library only...yes that's right. It will make your life easier in the long run if you stick to one Library.
  4. Always use the 'Edit and Manage Citation' function in Word to edit or delete references. You risk corrupting your document if you manually delete references in your Word document.
  5. Footnote styles-your word processor controls the numbering and placement of the footnote and EndNote controls the formatting. You will need to insert the footnote first using Word functions, then insert the EndNote citation into that footnote.
  6. EndNote provides a number of ways to import references:
    • Direct export
    • Online Search
    • Importing PDF files or folders
    • A Capture button can be added to a browser (Firefox or Chrome). This allows you to import webpage information directly into EndNote.
  7. The sync and share features in EndNote allow you to save a backup copy of your Library to EndNote Online and then share it with other researchers.
  8. Get to know the EndNote experts at CDU Library and stay up to date with new features as they are released. Check the workshop calendar for new training options
  9. Keeping a backup copy of your Library is important. Save a copy to an external drive and keep it somewhere safe. The version you sync to EndNote Online is a great option but rebuilding the Library from this copy will not completely duplicate the original.
  10. There is always support available if you need assistance

Organisation of authors

To include an acronym or abbreviation of an organisation's full name in APA in-text references using EndNote, please follow these steps.

In EndNote, input the organisation's full name in the Author field, adding a comma after the final word.

EndNote author field

First time the reference is used in Word:

With your cursor placed in the relevant in-text citation, go to the EndNote ribbon and choose Edit & Manage Citations.

In the Edit Citation pane at the bottom of the pop up window, click the Formatting drop down arrow for options, and select Exclude Author. Follow the instructions below depending on how you want the in-text citation to present:

(Author, Year): manually type the author's name and the acronym in square brackets in the Prefix field, remembering to type a comma and space after the second bracket. Click OK.

Exclude author full name and bracket

The citation will be:

Exclude author in brackets example

Author (Year): having chosen Exclude Author in the Edit and Manage Citations window, only type AHRC in the Prefix field. In the Word document, manually type the author's name in full in the text before the (EndNote) in-text citation.

excllude author acronym only

The citation will be (note: EndNote citation highlighted):

Exclude author typed name

Subsequent in-text references using the acronym only.

Thanks to:

Charles Darwin University acknowledges the traditional custodians across the lands on which we live and work, and we pay our respects to Elders both past and present.
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