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EndNote Library Management

Formatting Citations in a Manuscript

By default, EndNote creates a single bibliography at the end of the word processing document. With EN and Microsoft Word, you can create a bibliography for each section of the document (or for each section as well as one at the end of the document).  To do this, you will need to make the change in the output style. For more information, see online help.
If Cite While You Write instant formatting is disabled, the references will need to be formatted in the following way.

Selecting output style: Select the desired output style as described above.

Formatting references: Return to Word and select Format Bibliography from the EN submenu of Word’s Tools menu ribbon. In the pop-up window, select the document to format (by default it is the current document) and the style. After selecting the desired format, click on the Format button. Note that EndNote reformats the references in the paper as well as adding the reference list at the end of the paper. Warning: Carefully review the formatted bibliography for errors. If there are any errors, the best way to correct them is to make the changes in EndNote. In a pinch, however, corrections can also be made in the reference list itself.

Reformatting references: To reformat the reference list, go back to Format Bibliography and select another style.

Unformatting references: To unformat the reference list, select Unformat Citation(s) from the EN submenu.

Sharing a copy of the final formatted paper: When submitting a copy of a manuscript to a publisher, it is recommended that you unlink the EndNote fields in the manuscript.  This will prevent any potential problems with the formatted references when the recipient of the manuscript opens the file.

First, make a copy of the manuscript using the Save as… option. (EndNote may prompt for this automatically. If not, do it manually.) This is very, very important! Never unlink the fields in the master copy of the manuscript, as they cannot be relinked automatically. In Word, unlinking the EndNote fields will also unlink all fields in the manuscript, including Word fields like date, time, index, table of contents, etc. Usually this will not be a problem.

In the manuscript copy, select Convert Citations and Bibliography >> Convert to Plain Text.  Note that this will sometimes cause problems with other formatting, like page number formatting in document sections.  Review your manuscript for these sorts of problems.

If you did accidentally unlink the master copy of the manuscript and you need to reformat the references, the only way to do this is to re-cite all of the references with EndNote again. If you have not yet closed the document, it may be possible to use Word’s Undo feature to undo removing the field codes.