Editing Reference Types
Editing Reference Types
Editing Reference Types
For Windows
One of the most powerful features of EndNote is the ability to set a style and have your in-text citations and
bibliography automatically change to fit the style you chose. However, occasionally the styles we provide may not
exactly meet your needs. For that reason, we provide all the tools you need to create and modify styles yourself.
In order to properly understand fully how to modify your output styles, you must first understand how EndNote uses
Reference Types and the actual Style Files in order to format your paper to fit your needs. This manual will fill the
gap found in the help documentation of the EndNote program itself. Additionally, you can find more information with
our online WebEx training found on endnote.com.
1.1.2.1 Relationship between Reference Types and Styles, Connections, and Filters .................................................................... 7
1.1.3 Setting a Default Reference Type ........................................................................................................................... 8
3 MODIFYING STYLES................................................................................................................................. 26
3.1 BASIC COMPONENTS OF A STYLE ................................................................................................................... 26
3.1.1 The Style Window ............................................................................................................................................. 26
3.3.5.2 Defining the Format for the New Reference Type Template ......................................................................................... 36
4.2.3.2 Author Lists, Author Name, Editor Lists and Editor Name ............................................................................................ 52
4.2.3.4 Layout............................................................................................................................................................ 53
Your EndNote library can contain references from a variety of different sources, such as books, journal articles, and
newspaper articles. We call these different sources reference types. EndNote provides built-in forms for these and
other common reference types.
In addition to an all-encompassing “Generic” reference type, EndNote has numerous predefined reference types as
well as three “unused” ones. The “unused” reference types were created for any user-defined types that may be
necessary.
EndNote X7 Standard Reference Types (note that these may vary depending on your version of EndNote)
You can assign a particular reference type to each reference entered into your library; if you do not, EndNote
will automatically use the default reference type as set in your EndNote Preferences.
The Reference Types interface, which is accessible through EndNote’s Preferences, determines which fields
are available for each of the different reference types.
The Reference Types interface allows up to 54 different types of references, each capable of supporting up
to 52 fields (including the name of the reference type).
Of the 54 available reference types, all but the Generic type can be modified. In the preferences you can
add, delete, or rename fields in your reference types. You can also hide complete reference types.
Changes made to the Reference Types preferences apply to all libraries opened under the current user
account.
If you move your library to a different computer, your references will follow the layout of the Reference Types
preferences for the current user account on that computer, unless you also transfer a copy of your reference
type table. See “Sharing Your Reference Type Table” in section 1.5.
When you use Cite While You Write to insert figures in Microsoft Word, figures found in the Chart or Table
reference type are inserted as tables. Figures found in any other reference type in EndNote will format as
figures in Word.
The chosen reference type specifies which fields appear in the Reference window. For instance, an EndNote journal
article reference includes the fields “Journal,” “Volume,” and “Issue,” while a book reference includes fields such as
“Series Title” and “City.”
Styles, filters, and connection files can include templates for all of the different reference types. This enables various
types of references to be formatted differently in a bibliography or imported differently, as necessary.
The reference types and fields available to you when editing a style, filter, or connection file depend on how the
reference types are configured in the Reference Types preferences. These files update automatically to reflect
changes made in the Reference Types preferences (such as changing the name of a field).
If you have created a custom reference type, it while be necessary to add a template for that reference type into the
style you are using in order to have it show as you need in a bibliography. We’ll cover that in depth in Chapter 3,
Modifying Styles.
By default, all new references are set to the Journal Article reference type. While you can change the assigned
reference type during data entry, you may want to change the default setting if you typically enter references of a
type other than Journal Articles.
3. Click the Default Reference Type list and choose from one of the available reference types.
The function of the Generic reference type is to set up a guide for the other reference types to follow. When entering
new references in your library, use the Generic type for references that do not fit any of the other reference types.
The Generic field names are used throughout the EndNote program (for example, in the Sort References dialog and
the Search tab) to refer to a similar category of fields that can be found in the different reference types. When you
choose a Generic field name in any of these dialogs, it refers to all field names assigned to that Generic row of the
Reference Types preferences. For example, if you use the Search command to search the Author field, EndNote
searches all fields that appear in the Generic “Author” row of the Reference Types preferences, including fields such
as “Artist,” “Reporter,” and “Cartographer.”
Although the Generic reference type is rarely used for data entry, it plays an important role in formatting bibliographies.
In addition to formatting Generic references, the Generic template in a style is used to format any reference types
that are not specifically defined in the style. Consequently, every bibliographic style should contain a Generic template
so that all references get formatted when EndNote creates a bibliography.
Each reference type in EndNote includes a maximum of 52 fields (including the first field, which contains the name
of the reference type). Each of the different fields is available for use by the different reference types. Initially, only
the Generic reference type includes all fields. Few restrictions are placed on the type of text that can be entered.
However, there are a few fields that are reserved for specific functions; those are covered below.
The Author, Secondary Author, Tertiary Author, and Subsidiary Author rows in the Reference Types preferences are
specially configured to handle author names, and should not be used for any data other than names.
The Library window displays the names of the authors in the Author column. The last name of the first author is used
in the temporary citations inserted into word processing documents.
Like all generic fields, author fields may also be contextualized to suit the specific reference type. For example, in the
Interview reference type, Author becomes “Interviewee” and Secondary Author becomes “Interviewer.”
The three fields that the Generic type uses for titles — Title, Secondary Title, and Tertiary Title — are usually found
under different names in other reference types. For example, a section of a book which is part of a series will use all
three title fields: the chapter title would belong in the main Title field, the book title corresponds to the Secondary Title
field, and the series title corresponds to the Tertiary Title field.
In the Journal Article reference type, the Generic Secondary Title and Alternate Title fields map to the Journal and
Alternate Journal fields, respectively. The fields listed below, found in specific reference types, are the only ones that
can be used along with the Journals term list to modify journal names in formatted bibliographies.
The fields in the row reserved for page numbers are the only ones that work with the Page Numbers option in the
styles. This feature lets you specify how EndNote should format the page numbers in the bibliography (first page only
or a full or abbreviated range of pages). Similarly, any field in the Pages row of the Reference Types preferences can
take advantage of a special formatting character in the styles: the caret (^). This character allows you to pick a singular
and plural form of a term to precede or follow the pages in a bibliography, for example “p. 25” and “pp. 32-45.” If you
enter page numbers in any other part of the reference, they cannot be used with these features.
When a correctly formatted URL is entered into this field, the Open URL command on the References menu can be
used to launch your Web browser and take you to that site. Be sure to enter the URL with the appropriate protocol
such as http like the following:
http://endnote.com
When a reference is selected and Open URL is chosen, EndNote checks the URL field for a valid hyperlink. No other
fields are checked.
Use the File Attachments field to store the path to files on your hard drive (such as graphics, word processing
documents, and PDF files). You can specify an absolute path to a specific folder, or you can specify a relative path
to copy the file to your library’s DATA\PDF folder. You can link up to 45 files to each reference.
When a correctly formatted path and filename is entered into this field, the File Attachments>Open File command on
the References menu can be used to launch the file.
The Figure field stores a single graphic or file attachment specifically for use in Microsoft Word. This field is included
in all reference types.
EndNote extends the organization of reference information by including the ability to embed graphics and files in an
EndNote library and in the paper. You can insert a single graphic or file into the Figure field of any EndNote reference.
NOTE: While the Figure and Caption fields are included by default for
all reference types, you can remove them at any time if you do not
intend to use them and they are just taking up space.
Once you have a figure in your EndNote reference, Cite While You Write allows you to insert the figure and its caption
into a Word document.
Two Auto Date Stamp fields appear in the footer of each EndNote reference. The Added to Library and Last Updated
dates are inserted when you save a new reference, and then the Last Updated date is reset each time you save
changes to a reference. The date format of the Auto Date Stamp fields, such as “9/16/2008,” adheres to your default
operating system settings.
You cannot remove or edit either of the Auto Date Stamp fields; they do not appear in the list for editing. However,
you can display, search, sort, print, or export these fields just as you would any other EndNote field.
Except for Generic, any reference type can be modified using the Reference Types interface. Whenever you make
a change to a reference type, you should also edit your styles to make sure that they correctly format the new or
modified reference types. More detail on editing styles can be found later in this document.
If you plan to share your libraries with other users, you may want to limit the use of new and modified reference
types. Here are some things to keep in mind if you are transferring your library.
The Reference Types table applies to all libraries opened on a computer from your user account.
If your library is opened from a different computer or a different user account, your references will follow the
layout of the Reference Types preferences for that computer and user, unless you also transfer a copy of
your reference type table. See “Sharing Your Reference Type Table” in section 1.5.
You can change the available reference types and the fields that each reference type contains. Use the Reference
Types preferences to add, remove, or rename fields — or to rename a reference type.
To access the Reference Types preferences, go to the Edit menu, choose Preferences, select the Reference Type
option in the list of preferences, and click Modify Reference Types.
The first column is reserved for the Generic reference type, which lists all of the available fields. Use the drop-down
list at the top of the dialog to display one of the reference types in the right-hand column.
The rows correspond to the editable fields that each reference type can contain. Each named cell in a column
represents a field that appears in the reference. The names of the fields in each reference type should closely
correspond to their Generic field names in the left column.
The Generic column is the complete set of fields that can be included in any type of reference — no fields can be
added to this list, nor can the names of the Generic fields be changed. As described earlier, the Generic reference
type serves as a model for constructing all other reference types. See “The Generic Reference Type” in section 1.2
and “Special Fields” in section 1.3 for more information.
Do not try to edit the Reference Types preferences to rearrange information within your references. For example, if
you delete the “Journal” field and retype “Journal” elsewhere in the column for Journal Articles, you are simply telling
EndNote to close the original “Journal” field and display a new field called “Journal” in another location — this does
not move your data from the original “Journal” field to the new one. Any references that had data in the original
“Journal” field will still show that information, but the field will have its “Generic” name of “Secondary Title.” The new
Use the vertical scroll bar to see the additional fields available for each reference type.
The UP or DOWN ARROW keys select the previous or next field, respectively, within the same reference
type.
Pressing ENTER closes the dialog. Press the ESC key or click Cancel to exit from the Reference Types
preferences without saving any changes.
There are different ways you can customize the various reference types. If an existing reference type does not contain
all of the fields that you need, you can define a new field or rename an existing field. Similarly, if there is a field that
you know you will never use, you can delete it from the reference type so that it no longer appears in your references.
To rename a field:
1. From the Edit menu, choose Preferences, select the Reference Type option in the list of preferences, and
click Modify Reference Types to open the Reference Types preferences.
2. Use the drop-down list at the top to find the reference type that you want to change.
3. Within the column for that reference type, find the field name that you want to change, click on it, and type
a new name for the field to replace the current name
4. (Optional) If you want to change the field for all reference types, click the Apply to All Ref Types button.
Please note there is a danger to applying a change to all reference types because that field may be used
for another purpose in other reference types and your change would overwrite the original field name.
Styles, filters, and connection files that are already set to use that field will update automatically to use the new name.
1. From the Edit menu, choose Preferences, select the Reference Type option in the list of preferences, and
click Modify Reference Types to open the Reference Types preferences.
3. Look at the field names listed in the Generic column and find the one with the most similar meaning to the
field that you want to add. Make sure that the corresponding cell is blank for the reference type that you are
modifying. If it is not blank, then you should use another field.
4. Click in the blank cell and type the name for the new field.
5. (Optional) If you want to add the new field to all reference types, click the Apply to All Ref Types button.
Please note there is a danger to applying a change to all reference types because that field may be used
for another purpose in other reference types and your change would overwrite the original field name.
1. From the Edit menu, choose Preferences, select the Reference Type option in the list of preferences, and
click Modify Reference Types to open the Reference type preferences.
2. Use the drop-down list at the top to find the reference type that you want to change.
3. Find the name of the field you want to delete and select it.
5. (Optional) If you want to delete the field from all reference types, click the Apply to All Ref Types button.
Please note there is a danger to applying a change to all reference types because that field may be used
for another purpose in other reference types.
The deleted field no longer appears in any references using that reference type. However, if there was any information
in the deleted field, it still appears in the reference, but the field is displayed with its Generic name. For example,
suppose you remove the Editor field from the Book reference type. Thereafter, when you add new book references
to your library, there would be no available field for entering an editor. However, if you edit an old book reference,
one in which you had entered an editor’s name, the name would be displayed in the field titled Tertiary Author. It
would be the same Editor field that was used originally, however it would now display its Generic name.
Data in a field is not deleted by deleting a field from a reference type format. To remove all text from a field or move
data in a field to another field for a set of references, use the Change/Move/Copy Fields command under the Tools
menu.
There are three Reference Types designed as empty templates to allow you to create your own custom Reference
Type. These are called Unused 1, Unused 2, and Unused 3. If these are already in use, you can overwrite other
reference types that you do not need in order to create new reference types. For example, if your subject area never
involves art, you may have no use for the Artwork reference type, and you could replace it with another reference
type.
1. From the Edit menu, choose Preferences, select the Reference Type option in the list of preferences, and
click Modify Reference Types to open the Reference Types preferences. (See image next page.)
2. Use the drop-down list at the top to select one of the Unused reference types. If all of the “Unused” reference
types are in use, select a reference type that you are willing to overwrite.
3. Type a name for that new reference type into the column heading.
4. Continue down the column for that reference type, adding new fields as necessary. (Delete or rename
unwanted fields if you are overwriting another reference type.) Remember to match the meaning of the
fields you add with the Generic row headings. It is often helpful to use the other reference types as guides,
too.
You can now use this new reference type when entering references.
You should also edit your styles so that they correctly reflect the type of format required for this new reference type;
instructions for this are found in Chapter 3 of this document. If you overwrite an existing reference type, any references
that used the old reference type will change to use the new reference type.
1. From the Edit menu, choose Preferences, select the Reference Type option in the list of preferences, and
click Modify Reference Types to open the Reference Types preferences.
2. Use the drop-down list at the top to find the reference type that you want to hide.
3. Add a period before the reference type’s name in the column header to have EndNote remove that item
from the Reference Type list in the Reference windows and elsewhere. The definition, however, remains
in case you later wish to restore it by removing the period.
4. For example, if you were hiding the Map reference type, the column heading would be “.Map.”
An EndNote user can share a customized reference type table with another EndNote user. Keep in mind, however,
that when you do this, you completely replace the recipient’s existing reference type table.
5. Name the file, select a folder where you will be able to find it later, and click Save. EndNote will append an
.XML suffix to the file name.
5. In the file dialog, locate, highlight, and Open the .xml file that was previously exported.
You can think of styles as blueprints that show EndNote how to arrange the information in each of your EndNote
references for citations and bibliographies. For example, this reference —
Argus, Michele V., and Edward K. Matthews. 1991. Stratigraphic excavation techniques for
paleontologists. Journal of Paleontology 17:119-127.
EndNote’s powerful style editor makes it possible to match the specifications for thousands of publications.
Note that at this time, style editing is available only in the EndNote desktop program, not in EndNote for iPad, EndNote
online, or EndNote basic. EndNote basic users who have access to the product through their university or institution
should contact their site’s EndNote administrator if they need styles added or updated. The administrator is assigned
by their institution, through their Web of Knowledge subscription, and they can edit styles and upload them for the
use of all users at their site.
By default, EndNote installs a set of popular bibliographic styles in your Output Styles menu:
APA: generates a bibliography and citations that follow the requirements of the American Psychological
Association’s manual of style.
Author-Date: generates a bibliography alphabetized by author name, and in-text citations with Author and
Year.
MHRA: generates a bibliography and citations that follow the requirements of the Modern Humanities
Research Association.
Show All Fields: generates a list of the references as entered, including all fields and the names of the fields.
Turabian Bibliography: generates a bibliography and footnote citations that follow the requirements of A
Manual for Writers of Research Papers, Theses, and Dissertations, originally written by Kate Turabian of the
University of Chicago.
Vancouver: generates a bibliography that follows the Uniform Requirements for Manuscripts Submitted to
Biomedical Journals.
Mark individual styles as your favorites in the Style Manager to have them appear in the Edit>Output Styles menu,
the style menu on the toolbar, and the Bibliography Settings dialog in Cite While You Write (CWYW). To learn how,
see section 2.1.2.2, “Marking your Favorite Styles.”
EndNote includes more than 6,000 individual bibliographic styles. By default, a little less than 500 of the most popular
styles are stored as individual files in the Styles folder in your EndNote folder. To install additional styles, see “Using
the EndNote Installer to Install Additional Styles” in section 2.1.2.4.
The name of the style refers to the journal or publisher that has defined the bibliographic format. The Nature style,
for example, is based on the format required by the journal Nature, and the Chicago style is named after the Chicago
Manual of Style. Styles in the Export category, such as “RIS” are not bibliographic styles, but rather export styles
designed to aid in transferring EndNote data into other databases.
To see if your journal’s style is included in EndNote, search the list of styles on the endnote.com site or consult the
EndNote Help file. If your style is not available, any style can be modified to suit your needs and you can create new
styles.
To see the available styles in EndNote’s Styles folder, choose Output Styles from the Edit menu, and select Open
Style Manager.
Use the following features to locate the output style that you want to use:
1. If you know the name of the style that you want to use, you may start typing it and the first file that matches
what you type will be selected.
2. Click the Find by button and choose a category (such as Medicine or Humanities) to find only the
bibliographic styles for a specific discipline. EndNote will display all matching results.
3. Click the Find by button and choose All Styles to return all of the styles to the displayed list.
4. Click the column headings to sort the styles by name or by category. Clicking the same column heading a
second time will change the sort order from ascending to descending. Click again to set it back to ascending
order.
5. Click the More Info button at the bottom of the dialog to display additional information about the selected
style (such as modification and creation dates, and any comments or limitations). More Info toggles with
Less Info. You also have the option of displaying a preview of the style in the “More Info” panel.
When you have found a style that you will want to use in the future, click the check box to the left of it to mark it as a
favorite. All styles that are marked as favorites appear in the Output Styles submenu of the Edit menu, and the styles
menu on the toolbar. This gives you easy access to the styles you use most often. All styles can be modified to meet
your specifications. You can also create completely new styles if necessary.
1. From the Edit menu, choose Output Styles and select Open Style Manager.
3. Click in the box to the left of the style’s name to choose it as one of your favorites.
4. Close the Style Manager by clicking the Close button or choosing Close Style Manager from the File menu.
To select a whole category of styles as favorites, click the Find by button in the Style Manager window, select the
category of interest, and then click Mark All when all of the styles for that category are displayed. Click Find and
choose All Styles to bring all of the styles back into view. The Unmark All button may be used to unmark all of the
output styles that are showing in the list.
The EndNote team has developed over 5,000 different output styles. Installing all of these styles can slow
performance, so a typical EndNote installation includes approximately 470 of the most popular styles. You can install
sets of styles by discipline with the EndNote installer, or you can download individual styles from EndNote.com.
First, make sure EndNote is closed and not running. You can run the EndNote installation program again, choose the
option to Modify the installation, and then select sets of output styles to install.
1. Log in to the machine with administrative rights or as a user with program installation privileges.
2. Start the EndNote installation program as you would for a new installation. Alternately, from the Windows
Start menu, select Control Panel, or choose Settings and then Control Panel. Then, choose Add or Remove
Programs. In the list, click on EndNote X7 and then Change.
3. On the “Application Maintenance” dialog, select the Modify option and click Next.
4. On the “Select Features” dialog, click the plus sign (+) next to Additional Styles.
5. For each set of styles you would like to install, click the triangle and select either “Will be installed on local
hard drive” or “Entire feature will be installed on local hard drive.”
The styles will be copied to the EndNote Styles folder, which is typically Program Files\EndNote X7\Styles, and the
new files will be available for use the next time you start EndNote.
You can use the Style Manager in EndNote to find and download individual output styles.
1. From the Edit menu in EndNote, choose Output Styles and then Open Style Manager.
2. Click Get More on the Web to start your default browser and go to the appropriate page on EndNote.com.
NOTE: Another way to direct your browser to this web page is to select
Web Styles Finder from the Help menu. You can also navigate directly
to http://endnote.com/downloads/styles
3. Where it says Style or Journal Name, set the pull down to Contains, and then type the full (not abbreviated)
style name you are looking for. For example, if I were looking for the style for the journal Cancer Research,
I would type “Cancer Research” into that box (without the quotes), and then click Apply.
4. When the results list shows, click the Download button to save the style to your computer.
7. Name the style as you wish. If the word “Copy” appears at the end, you may wish to remove it. You can
then click Save.
8. Close the style by clicking the File menu and then Close Style.
Click the double arrows next to More Info in the Style Manager to show the information panel. When you choose
More Info, the button changes to Less Info, which will hide the panel. The information panel is used to display more
detail about the selected style.
Style Information: Details about the style are displayed in the Information panel. These include
the creation and modification dates, category, which style guide the style is based on, and any
limitations or comments about using the style
Style Preview: In the preview section, EndNote shows how a journal, book, and book section would be
formatted with the selected style.
EndNote uses built-in examples for the previews in the Style Manager window
1. In the Style Manager, mark the style as a favorite by clicking in the check box next to its name. This adds
the style to the Output Styles menu.
2. From the Edit menu, choose Output Styles, and select the style to preview.
3. Open a library, and click the Preview pane. You may need to change your layout to see this pane. This
will be available in the Split and Preview views.
4. Select any reference in your library to have it displayed on the Preview tab.
The preview pane displays only one reference at a time. If you would like to preview a group of references, you can
use the Copy Formatted command as described below.
1. From the Edit menu, choose Output Styles and select the style you wish to preview.
2. Select one or more references in your library and choose Copy Formatted from the Edit menu.
3. Paste into a word processor document to see the formatted references as they would appear in a
bibliography.
1. From the Edit menu, choose Output Styles and select Open Style Manager.
2. Select the style you want to copy and click the Edit button.
3. Without making any changes to the file, choose Save As from the File menu.
The file is saved in your personal Styles folder. The new style will remain open. The original style will be left
untouched.
To save a new style that you have just created, or to save changes to a style you have just modified, choose Save or
Save As from the File menu.
If you have modified one of the originally installed files in the Program Files\EndNote X7\Styles folder, you must use
Save As to save a copy to your personal Styles folder. If you have modified a style that is already located in your
personal Styles folder, you can choose either Save to directly modify the file, or Save As to make a copy with the
changes. For a description of where your styles are stored, see “Folder Locations” in section 2.2.
If you close a Style window before saving a style, EndNote prompts you to save or discard the changes you have
made, or choose Cancel to return to the style. If you quit from EndNote while a Style window is open, the same
dialog appears.
EndNote automatically saves new styles to your personal Styles folder. You may also specify a different folder if
necessary. For instructions see “Folder Locations” in section 2.2.
EndNote styles use the file name extension of “.ENS” (for EndNote Style), as in “Nature.ens.”
1. From the Edit menu, choose Output Styles and select Open Style Manager.
3. Press the Delete key on your keyboard, and confirm the deletion. Alternately, you can click the Edit menu
and choose Clear.
You can also delete an unwanted style by switching back to the Windows desktop and opening the appropriate Styles
folder (see “Folder Locations” in section 2.2). Then, select the file to delete and choose Delete from the File menu,
or drag the file to the Recycle Bin.
NOTE: You must have read/write access to the Styles folder in order
to delete a style. If you do not have administrator access, you likely will
not be able to delete a file located within the Program Files folder.
Rename styles using the Save As command in EndNote’s File menu. This allows you to make a copy of any style
that you want to modify, so you can keep several variations of the same style. You can also rename styles by
switching to the Windows desktop, locating the style file in the Styles folder, clicking on the file name, and typing a
new name.
For an explanation of where your files are stored, see 2.2 Folder Locations.
If at any time you need to revert your changes back to the last saved copy of the style, choose Revert Style from the
File menu. Once you close the Style window the changes are permanent until changed again.
To close a Style window, click the Close button in the upper right corner of the window, or choose Close Style from
the File menu. If you have not saved your changes to the style, EndNote prompts you and gives you the option to
save or discard any changes that you have made.
The many styles, filters, and connection files provided with EndNote are installed in the Styles, Filters, and
Connections folders, which are located in the EndNote program folder.
When you display a list of styles, filters, or connection files in EndNote, the list is compiled from two locations: the
installation folders listed above, and your personal folders. By default, the personal folders will be located in your
Documents or My Documents folder, within a folder called EndNote.
Windows XP:
Windows Vista/7/8:
C:\Users\[UserName]\Documents\EndNote\
Initially, your personal folders do not exist; they are created once you create a new style or save changes to an
existing style. For example, when you open one of the default styles provided with EndNote and make changes, you
cannot Save, but must choose Save As. You can give the file the same name or a modified name, but the file is saved
to your personal Styles folder. The next time you view a list of output styles, you will see your modified style included
among the default styles. If you gave the file a different name than the original file, both are listed. If you gave the file
the same name as the original, you will see the modified style listed, and not the original file, although it still resides
in the program folder.
Why do we bother with personal folders? Why not simply change or add to the installation folders?
If you reinstall EndNote for some reason, you will not overwrite a modified file with the same name. We know
you may have spent hours getting your file just right, and do not want to risk losing your work.
When you upgrade to a newer version of EndNote, you will not delete a new or modified file.
When you download EndNote program updates, you will not overwrite a modified file.
You can write protect a shared program folder, yet still create and use your own customized styles, filters,
and connection files.
While the Documents folder is the default location for your custom style location, you can choose a folder anywhere
on your computer, as long as it’s somewhere you have full permission to access.
3. To change a folder location, click the Select Folder button, open the folder that you would like to designate
as the new Style, Filter, or Connection folder, and click Select Folder.
If you have edited a style and you’d like to share it with another user, navigate to your personal folder as described
above. You should find all your customized styles, as well as any that you may have downloaded from EndNote.com.
You can then simply attach the style you wish to an email and send it – style files are very small and should have no
problem going through email. Alternately, you can place it on a USB stick or network share for your colleague’s
access.
Once your colleague has obtained the style, they can install it using the steps provided in section 2.1.2.5 “Installing
Individual Output Styles from EndNote.com.”
The best way to understand how a style works is to open up an existing one and look at it.
To open a style for editing: From the Edit menu, choose Output Styles and then Open Style Manager. Select the file
to edit and click Edit. The most recently used style can also be opened by selecting Output Styles from the Edit menu,
then choosing Edit <style> (e.g. Edit APA 6th).
After choosing the option to edit an existing style or create a new one, EndNote opens the Style window.
All of the different options for editing a style are listed on the left side of the Style window. The first four items (About
This Style, Anonymous Works, Page Numbers, and Journal Names) apply to in-text citations, bibliographies, and
citations in footnotes. The rest of the options in the Style window are grouped under one of four headings:
Citations: Options listed under the Citations heading apply only to citations in the body of the text.
Bibliographies: The items listed under the Bibliography heading apply to the bibliography that EndNote
creates when you format a paper. These settings are also used with the Export, Print, Copy Formatted, and
Preview options.
Footnotes: The items under the Footnote heading apply to citations that have been inserted into the
footnotes or endnotes in a word-processing document. (Footnotes/endnotes need to be created in your word
processor, and then insert EndNote citations into them. Consult your word processor’s documentation for
more information on using footnotes/endnotes.)
Figures and Tables: The items under Figures and Tables apply to EndNote figures and tables that have
been inserted into a Microsoft Word document.
Click on the plus next to one of the headings to expand, or the minus to collapse, the view of the related options.
Click on an item under the headings to view the associated panel. You may switch between panels as needed while
editing the file. No changes are saved in any of the panels, however, until you choose Save or Save As from the File
menu.
Here you can record information about the style, such as if it is based upon a style manual, and which scientific
discipline, or category, it is for. In the comments and limitations section you can record any special comments you
have about the style, and also any limitations in EndNote that may prevent the program from being able to perfectly
match the requirements of the style manual or Information for Authors. Although EndNote can match very complex
style requirements, it cannot match all style requirements for all journals.
3.2.2 Punctuation
This is an option available with EndNote X6 and later. Style guides in some regions require a space before the colon
(and other special characters) in the formatting of references. Other style guides do not.
Select either English or French as the punctuation option. The default selection is English.
The English option tells EndNote to remove extra spaces before the following punctuation marks. Spaces before
other punctuation marks and symbols are retained.
▪Colon (:)
▪Semi-colon (;)
▪Exclamation mark (!)
▪Question mark (?)
The French option tells EndNote that a space is required before and after the following punctuation marks.
▪Colon (:)
▪Semi-colon (;)
▪Chevrons (<< >>) (opening and closing)
▪Exclamation mark (!)
▪Question mark (?)
▪Percent sign (%)
▪Dollar sign ($)
▪Number Sign or Hash Mark (#)
In this section you can set preferences for how the citations and bibliography will be formatted and sorted if there is
no author for a record. If the journal’s Instructions for Authors provide no information on how to handle anonymous
works, check example bibliographies in the journal if you have a copy of it, or contact the publisher for information. If
you have no information on how this journal wants anonymous authors treated, you can select to leave the author
blank. Nothing will be substituted for the author’s name and references with no author will precede reference with
authors when sorted.
Different journals and style manuals have different requirements for how page numbers should be displayed in the
bibliography. Some may require the full range of pages while others require only the digits that are different. EndNote
has the ability to change the way the page numbers are displayed in the bibliography from the way they are entered,
and the settings for doing so are in this section. In examining the references included in the instructions for our
example, the full range of page numbers is shown, so page range “731-734” shows all of the digits. However, because
different online databases and different journals present their page ranges in different ways, it is possible to have this
page range in your EndNote library show as any of the combinations below.
731-734
731-34
731-4
If the settings are left at the default, Don’t change page numbers, the bibliography will be correct only if the full range
of pages is entered in the library. To have it show the full range of pages when any of the options above are entered
in the library, select the Show the full range of pages option in this section.
Much like some journals require the full range of pages while others an abbreviated version, some journals require
the journal’s name be spelled out in full while others require a standardized abbreviation, or vice versa. Some
disciplines may even have multiple versions of the standardized abbreviation, such as one with periods after
abbreviated words and one without periods. EndNote can substitute one version of a journal’s name for another if
you have set up a journals term list of the full name and standardized abbreviations. So the first step in setting your
journal names preference actually begins in setting up a journals term list for your EndNote library.
In EndNote, select Open Term Lists>Journals Term List from the Tools menu. Resize the window so that you can
see all the abbreviation columns as in the example below.
As references are entered into EndNote the contents of the Journal field are added to the Full Journal column in the
terms list while the contents of the Alternate Journal field are added to the Abbreviation 1 column. If there is only one
version of the standardized abbreviation and the full journal, everything you need in this table will be filled in so long
as each record entered in the EndNote library contains the full journal name in the Journal field and the standardized
abbreviation in the Alternate Journal field. In reality, this is seldom the case. However, it is possible to manually enter
the information in the term list, or better yet to import a list of the full names and abbreviation(s) from a tab-delimited
file if you have one. EndNote ships with several predefined tab-delimited files containing full names and standardized
abbreviations, including those for the humanities, chemistry, law, the biosciences, and medicine. These lists can be
imported into EndNote to create a comprehensive list of journals. To do this —
1. Back up your database. It is good to do this whenever you are planning to make major changes to your
library. You can create a backup copy of a library using the Compressed Library command under the File
menu in EndNote.
3. If there are journals already present, delete them by selecting all the journals present, then selecting the
Delete Term button. This will ensure that you have no “orphan” journals without complete information or
with abbreviations in the Full Journal column.
7. Make note of the column for the abbreviation or full name that your new style requires. Close the Terms
Lists dialog. You can now set the style to use the correct version of the journal name from the journals term
list you created.
A full description of these steps as well as a training video can be found on our Knowledge Base at
http://endnote.com/kb/82228 .
By default, the journal name setting on a new style will be Don’t replace. Change that to the option needed for your
style.
When EndNote formats the bibliography using this style it will compare every record in the bibliography to every entry
in the journals term list. If it finds a match in any of the columns it will then substitute the full journal name for the
contents of the record’s Journal field in the formatted bibliography.
3.2.6 Sections
If you require a separate bibliography at the end of each section of a Word document, or at the end of each section
and at the end of the entire document, you can set that option here. Please note that this will create a separate
This feature is only available when using Cite While You Write with Microsoft Word.
The Templates panels are the major component of the styles. They include the field names and punctuation organized
in the way EndNote should format the references for that particular style. The templates look like citations or
bibliography entries, except that field names are used in place of the actual data. During the formatting process,
EndNote replaces the field names with the corresponding information from the references.
If you are creating a bibliography that requires a style not included with EndNote, then you can modify a style to suit
your needs. Editing a style requires a general understanding of how styles work and the components of a style.
Read “Basic Components of a Style” in section 3.1 to become familiar with the terms used in this section.
NOTE: EndNote does not allow you to overwrite or edit the standard
styles that install with the program. To edit one of these styles, choose
File>Save As and save a copy with a new name. For more information,
see 2.2 Folder Locations.
Click on Templates under the Citation heading to view the Citation panel. This template tells EndNote how to format
the in-text citations in the body of your paper. For example, the Numbered style uses a bracketed bibliography
number for the in-text citation. The bibliography number corresponds to a numbered reference in a bibliography. An
author-year type of style would probably display something such as “(Author, Year)” in the citation template.
This example would format the in-text citations in the document as [1], etc.
You may change the template by deleting unwanted field names or punctuation, retyping the punctuation you want,
and inserting new fields with the Insert Field button. More information about editing templates is provided later in this
section.
Use the “Multiple Citation Separators” section of this dialog to specify the punctuation to separate multiple citations
in your papers. A multiple citation is an in-text citation that includes more than one reference within a single set of
delimiters, such as: (Argus, 1993; Billoski, 1993; Hall, 1988). This example uses a semicolon and a space as the
separator between citations.
The separator can be changed by typing other text in the “Multiple citation separator” box. Remember to include a
space in the separator section when necessary.
If you would like EndNote to use 2-digit years (such as ‘99) in the in-text citations, check the “Use 2-digit years” option.
Years from all centuries will be abbreviated to display just the last two digits in the body of the text.
Click Templates under the Bibliography or Footnotes heading to see the templates for how those references are
formatted. You can think of these templates as blueprints that tell EndNote what fields to display in what order, with
what punctuation and formatting.
The following examples show how journal articles, books, and book sections, respectively, would be formatted with
the Numbered style. Notice that each reference type is formatted differently, which is why different templates are
required:
Emiliani, C., Competitive evolution. Journal of Theoretical Biology, 1982. 97: p. 13-33.
Jones, V.R., The Theory of Foraging, B.J. Bloggs, Editor. 1976, Smith and Barnes: New York.
Whitney, J.R., T.V. Billoski, and V.R. Jones, Evidence for Triceratops in Antarctica, in New
Directions in Paleontology, T.V. Billoski, Editor. 1987, Academic Press: New York. p.24-27.
Generic Template
The Generic template is used to format references that use the Generic reference type or do not have their own
template in the style. For example, if a Book template had not been included in the style, book references would be
formatted using the Generic template.
The rest of the templates in the style tell EndNote how to format specific reference types, such as journals, books,
and book sections. If a check mark appears next to a reference type in the Reference Type list, a template is already
defined for it (you can edit the template).
Punctuation that appears in your formatted references can be changed by editing the style. When you edit a style,
you can delete unwanted punctuation, replace it with other punctuation, or add additional punctuation where
necessary.
For example, let’s say you are using the numbered style, which by default generates a reference that looks like this:
1. Badillo, R., J.C. Mantilla, and G. Pradilla, Human rabies encephalitis by a vampire bat bite
in an urban area of Colombia. [Spanish]. Biomedica : revista del Instituto Nacional de Salud,
2009. 29 (2): p. 191-203.
And let’s say that what you actually need is a period, not a comma, after the last author name, like this:
(Note change in punctuation after G. Pradilla.) The steps below would change that punctuation:
2. Find Numbered in the list that opens and double-click on it, or highlight it and click the Edit button.
4. Look for the reference type you are using. The example record above is a Journal Article, so in this case
that is the template we should look for, which currently looks like this:
5. Using your backspace key, remove that comma, and replace it with a typed period:
6. From the File menu, choose Save As. In the dialog that appears, enter a new name for this modified
Numbered style and click Save.
Now you can use the new style to create a formatted bibliography that puts a period between the last author’s name
and the title for Journal Articles.
For information about making punctuation or spaces appear only under certain circumstances see “Special
Formatting Characters” in section 3.3.6. That section also explains the use of the non-breaking spaces (♦), vertical
bars (|), accent grave (`), and the carets (^) that you see in the style templates.
The field names (such as Author, Year, and Title) that you see when editing a style template indicate what information
is included in your formatted reference. If you want to include any additional fields in a reference, you would need to
add it to the template for that reference type in the style. Similarly, to exclude unwanted information that is appearing
in a bibliography, you delete the field name that contains that information from the style’s template.
The examples below show two common scenarios in which fields are added to or removed from the formatted
bibliography. Whenever you change the fields in a style template, be sure to check the surrounding punctuation to
make sure that it is still accurate.
1. From the Edit menu, choose Output Styles and select Open Style Manager.
2. Select the style that you want to edit, and click Edit.
3. Click on the Templates option under the Bibliography heading, and position the cursor at the location in the
template where you want to add a field.
4. Click the Insert Field button and choose the field to be added.
If EndNote includes information in your bibliography that you do not want to be there, you can edit the style and delete
the unwanted field’s name and any associated punctuation.
For example, if a style includes the issue number in your journal references, and you do not want the issue to
appear —
1. In the Style Manager, select the style and click the Edit button.
3. Select the text to be deleted (which includes “.Issue|” in this example), and press the Delete or Backspace
key.
Along with the Issue field, also remove the period that precedes it and the vertical bar — a special formatting
character — that follows the Issue field. (More about the special formatting characters can be found in section 3.3.6
below.)
When a style does not include a template for a specific reference type, such as Report, EndNote uses the style’s
Generic template to format that reference type. Although there are times when the Generic format suffices, often it
is not sufficient because the other reference types need to be formatted differently. Therefore, you should make
specific templates for the different reference types that you will be including in your bibliographies.
1. From the Edit menu, choose Output Styles>Open Style Manager and select the style that you want to
modify.
3. In the Style window, click the Templates panel under the Bibliography heading.
4. Choose the name of the desired reference type from the Reference Types drop down list. (Reference Types
that are already defined appear in the list with check marks next to their names.)
3.3.5.2 Defining the Format for the New Reference Type Template
Defining the format for a new template is a process of inserting the necessary fields and punctuation in the correct
order. For this example, we want a report to look like this (Author, Title, Report Number, Year, Institution, and City):
Trift, M, Aspects of the tethyan rifting, 88-101. 1998, Institute for Tethyan Rifting:
Austin, TX.
We can insert the fields and type the punctuation to create a template for the Report reference type. Use the Insert
Field button at the top of the Style window to insert the fields in the correct order. After inserting a field name, type
the punctuation and spacing that should follow it. Apply text styles, such as italics for the Title, by selecting the text
to change and using the Style toolbar. The final template for the Report reference type looks like this:
In addition to fields and punctuation, there are several special characters EndNote uses to help control how reference
information appears in a style. The table below shows these characters and how they are used (note that all special
characters have been enlarged below for readability).
Singular/Plural (caret) This is used between the singular and plural versions of
textual additions to the style. For example, in the Book
^ Section template above, “p.^pp.” indicates that if there is
only one page number, then “p.” should be used but if there
is more than one page number, then “pp.” should be used.
Literal text Indicator This is used when inserting text that is the same as a field
(accent grave) name. EndNote reads this as the command “leave the text
within the accents as typed, do not consider it a field.” In
` the Book Section example above, the word “editor” is also
the name of an EndNote field. If it were entered without the
accents surrounding it, EndNote would insert the contents
of the Editor field instead of the text.
The two special characters below allow you to control how EndNote links fields, text,
spaces and punctuation together in a style. By default, the punctuation and spaces
following a field are linked to that field. If the field is not present in the record, neither
the field contents nor the punctuation and spacing following that field will appear in the
bibliography. Sometimes this can cause problems. Sometimes punctuation and
spacing should be present only if the field following them is present instead of only
when the field before them is present. Examples are given below.
Link Adjacent Text This will link the text preceding it to the text following it, and
(diamond) usually is used in place of a normal space. It is similar to a
nonbreaking space in Word. In the Book Section template
above, the “p.” or “pp.” and their preceding comma should
be present only if there is data in the Pages field. The Link
Adjacent Text character between the comma and “p.^pp.”
links the comma to the singular/plural text string; it also links
the “p.^pp.” text string to the Pages field following it. If there
is nothing in the Pages field, the comma and the “p.^pp.”
will not appear in the bibliography.
Forced Separation This will break the normal link between a field and the text
(pipe) following it. In the Book Section example above, the colon
would normally be linked to the City field preceding it. If
| there was no data in the City field, the colon would not
appear. However, assume we want it to appear whenever
there is data in the Publisher field, whether or not there is
data in the City field. We could get this result by placing a
Forced Separation between the City field and the colon,
then placing a Link Adjacent Text to link the colon to the
Publisher field.
Styles have varying requirements for how citations in footnotes should be formatted. The options at the top of the
Footnote Templates panel allow for the different conditions.
For some styles, citations in footnotes are formatted just like in-text citations. In that case, there is no need to create
a special template for footnotes, simply choose the Same As In-text option from the Footnote Format options.
Similarly, some formats request that citations in footnotes are formatted as full bibliographic references, exactly like
the bibliography. For those styles, you can set the footnote format option to Same as Bibliography.
However, if you need the footnotes to use their own special format (most styles for the humanities require this), you
would choose the option to format citations in footnotes with a unique footnote format. For this option, you need to
define the templates for how citations in footnotes should be formatted.
The footnote settings control how any reference that is inserted into a footnote will be formatted. Its options are almost
identical to those for a bibliography with the exception of the Repeated Citations options.
The field substitutions settings allow information to be swapped in when a particular field is empty in a record. For
example, some styles require that the DOI be inserted if available, and if not, a URL inserted in its place. The options
here allow for the most common substitutions.
Under the Bibliography heading there is a Layout option that provides options for inserting text before and after each
reference in a bibliography, as well as applying hanging indents to your references.
The most common uses of this window are to add bibliography numbers before your references, or to add annotations
after each reference by including the Research Notes or Abstract fields.
In the Numbered style below, you can see “Bibliography Number” followed by a period and a tab in the Start Each
Reference With box.
1. Anderson, R., et al. Safety and effectiveness of an internal pelvic myofascial trigger
point wand for urologic chronic pelvic pain syndrome. 2011 [cited 2011 Mar 25]; 9:[764-
8]. Available from:
http://ovidsp.ovid.com/ovidweb.cgi?T=JS&PAGE=reference&D=chir&NEWS=N&AN=462879.
3. Anonymous, Rabies virus; new research on rabies virus from university of sao paulo school
of medicine summarized. Science Letter, 2011: p. 1199.
Let’s say we wanted brackets around the numbers, instead of just the number and a period, like this:
[1] Anderson, R., et al. Safety and effectiveness of an internal pelvic myofascial trigger
point wand for urologic chronic pelvic pain syndrome. 2011 [cited 2011 Mar 25]; 9:[764-
8]. Available from:
http://ovidsp.ovid.com/ovidweb.cgi?T=JS&PAGE=reference&D=chir&NEWS=N&AN=462879.
[2] Anonymous, Parking costs top of drivers’ agenda, in Daily Post. 2011.
[3] Anonymous, Rabies virus; new research on rabies virus from university of sao paulo school
of medicine summarized. Science Letter, 2011: p. 1199.
To achieve this format, we would alter the Start Each Reference With box to show the following instead:
1. Open the Style Manager by choosing Output Styles from the Edit menu and selecting Open Style Manager.
2. Select the style that you would like to edit, and click Edit.
3. After the style window opens, choose Layout from under the Bibliography heading.
4. Click in the text box below the “End each reference with” section, and select the field you wish to show from
the Insert Field list. For example, if you choose “Abstract,” this will append the contents of each record’s
abstract field to every reference in the bibliography, creating an annotated bibliography. For example, if we
set the End each reference with to appear as the following:
Badillo, R., J. C. Mantilla, et al. (2009). “Human rabies encephalitis by a vampire bat bite
in an urban area of Colombia. [Spanish].” Biomedica : revista del Instituto Nacional de
Salud 29 (2): 191-203.
A case of rabies encephalitis is presented in a teenaged male, which developed four months
after a bat bite in the urban area of Floridablanca, Santander Province, Colombia. The
complex clinical manifestations prevented the confirmation of an antemortem diagnosis,
principally because of the lengthy incubation period and the absence of other similar urban
cases. Despite application of several therapies, including the Milwaukee protocol, the
patient died 19 days after hospital admission. The autopsy revealed a necrotic, acute, pan-
encephalitis of rabies virus etiology. The test of direct immunofluorescence in brain tissue
was positive, as well as the biologic test in mice. Serological tests indicated it to be an
antigenic variant type 3, whose main reservoir is the hematophagous vampire bat, Desmodus
rotundus. This is probably the first case of bat-induced rabies reported in an urban community
NOTE: Even though the available list of fields does not include all
available fields, most of them can be added by typing in the Generic
field name. For example, adding “Research Notes” instead of “Abstract”
for the example above would result in an annotated bibliography that
included the user’s Research Notes field information.
You can also set your indenting in this window. Set Hanging Indent to All Paragraphs to create a second and third
line indent as seen here:
Baker, T.B., McFall, R.M., & Shoham, V. (2009). Current Status and Future Prospects of Clinical
Psycholog: Toward a Scientifically Principled Approach to Mental and Behavioral Health Care.
Psychol Sci Public Interest, 9(2), 67-103. doi: 10.1111/j.1539-6053.2009.01036.x
http://www.ncbi.nlm.nih.gov/pubmed/20865146
Normally, each reference is one paragraph, without any line breaks, therefore the indent settings for “Second
Paragraph Only” and “All Paragraphs But First” won’t usually apply. But if you have a reference that includes more
than one paragraph, EndNote gives you options for which paragraph within a reference the hanging indents should
apply. The following is an example of when you would use Second Paragraph Only. The style requires that authors
begin on the left margin, and then the year (and the rest of the reference) starts on a new line and is indented. The
style applies a hanging indent to the second paragraph only, and inserts a tab before and after the year. In the word
processing document, the spacing for the hanging indent should be aligned with the second tab stop.
The default spacing used for tabs and indents is determined by the ruler settings in your word processor. However,
these can also be changed within the bibliography settings in the Cite While You Write tools in Word.
Most styles have a requirement for how the bibliography is required to sort. The most common sorting options are
included here to select from, or you can click “Other” to create your own customized sorting scheme.
Note that if you have a style with numbers as the in-text citations and choose to sort the bibliography by anything
other than Order of Appearance, this will cause the in-text citations not to number sequentially in the text. For
example, say we had the following references:
Lorem ipsum dolor sit amet, consectetur adipiscing elit. In eget nunc nunc, in euismod
enim.[1] Morbi sed libero lectus, et euismod est. Integer mattis, diam non facilisis rhoncus,
elit ipsum cursus diam, id ultricies dui augue id dolor.[2] Duis mollis, sapien a tempor
semper, sem nunc vulputate sem, sit amet iaculis sem lectus in leo.[3]
Sorted by order of appearance, we know the Zebrawitz reference is first in the body text, followed later by Aaron and
then Bailiwick. If we were to choose to sort these by one of the author sorts, it would become:
Lorem ipsum dolor sit amet, consectetur adipiscing elit. In eget nunc nunc, in euismod
enim.[3] Morbi sed libero lectus, et euismod est. Integer mattis, diam non facilisis rhoncus,
elit ipsum cursus diam, id ultricies dui augue id dolor.[1] Duis mollis, sapien a tempor
semper, sem nunc vulputate sem, sit amet iaculis sem lectus in leo.[2]
Zebrawitz would remain the first citation in the body text, but since it now refers to number 3 in the bibliography, it
would also appear as 3 in the text, followed later by 1 and 2.
3.3.11 Categories
A new feature in EndNote X7 is the ability to set your style to break out the reference list into sections by reference
type, like the example below.
Publications
Jones, V. R., Marion, B. K., & Zeiss, R. L. (1976). The Theory of Foraging (2nd ed.). New
York: Smith and Barnes.
Allen, G. M. (2004). Bats: biology, behavior, and folklore. Mineola, N.Y.: Dover Publications.
Manuscripts in Progress
Thiry, M., Ayrault, M. B., & Grisoni, J. C. (2002). Ground-water silicification and leaching
in sands - Example of the Fontainebleau sand (Oligocene) in the Paris basin.
Conference Presentations
Hagino, T., Hiryu, S., Fujioka, S., Riquimaroux, H., & Watanabe, Y. (2007, APR 17-20).
Adaptive SONAR sounds by echolocating bats. Paper presented at the 5th International
Symposium on Underwater Technology, Tokyo, Japan.
This is handled by the Categories section of the style. Here you can set the header for each of your categories (e.g.
“Publications,” “Manuscripts in Progress,” etc), as well as which reference types belong with which headers.
The last option under Bibliography is fairly self-explanatory. The Title Capitalization options allow you to pick how
titles will show in your bibliography, regardless of how they were entered in EndNote. For example, let’s say you have
a record with the title entered with only the first letter of the first word of the title capitalized, like this:
High prevalence of shoulder girdle muscles with myofascial trigger points in patients with
shoulder pain
You may have a style that actually requires that to be formatted with the first letter of every word capitalized, like this:
High Prevalence of Shoulder Girdle Muscles with Myofascial Trigger Points in Patients with
Shoulder Pain
By changing the setting in the style from “Leave as entered” or “Sentence style” to “Headline,” you can get EndNote
to format with the capitalization necessary.
In some cases, though, the capitalization feature may also capitalize or lowercase words that you don’t wish to change,
like species names or acronyms. You can add these words to your Change Case list under Edit>Preferences>Change
Case to keep the capitalization change from affecting those words. For more about Change Case, please see your
EndNote Help File.
The place to start is by looking up the Information for Authors (often called “Instructions to Authors”) at the journal’s
web site or in the reference instructions section of the style manual you are using. You may also need to consult
sections on in-text citations, footnote styles, illustrations, and tables.
Below is a representation of a set of Information for Authors provided by an imaginary publisher. We will use these
to create a style.
Figures
Tables
These should be numbered in Roman numerals (Table I, II, etc.), in the order
of their mention in the text. A brief title should be typed directly above each
table, not on a separate page. Footnotes to tables should be indicated by
superscripts and typed at the bottom of the tables.
References
d’Amber, C. & de Chaos, M. (1990). The dragons of Kolvir: Shadow and substance.
Dragons Today 13, 7-11.
Ambrosius, M., et al. (1023). Nesting behavior of the northern ice dragon.
Dragon Behavior. doi: 10.002/db.1022.003.
Single authors. Where more than one reference is given for a single author the
publications should be listed chronologically.
Two authors. These should be arranged first alphabetically, then chronologically. For in-text
citations, use the names of both authors and the year. Do not use et al. for two-author
references.
Three or more authors. These should be arranged chronologically. For all text
citations use the surname of the first author only, followed by et al. and the
date.
Citations
If more than one reference by the same author(s) published in the same year is
cited, use a, b, etc. after the year in both text and list, e.g. (1963a). Text
citations can be given in either of two ways: (a) with date in parentheses, ‘as
demonstrated by Jones (1956)’; (b) with names and date in parentheses,
‘according to recent findings (Jones, 1956)’. Where more than one reference is
cited in the text these should be in chronological order, e.g. Smith, 1975;
Arnold, 1981; Jones, 1988. Journal titles should be given in full. The full
title of the paper, the volume number and the page numbers should be given.
If we wish, we can enter information into the Comments and Limitations field about the style and the Information for
Authors.
4.2.1 Setting Anonymous Works, Page Numbers, Journal Names, and Sections
The Information for Authors we were provided above gives no information about handling anonymous publications,
so we will leave the section for Anonymous Works as the defaults.
The examples provided also show the full journal names, rather than the standardized abbreviation. We will need to
set up our term list, as discussed in section 3.2.5 above, and then we can choose the setting for Use Full Journal
Name.
Our Information for Authors does not discuss using section or chapter bibliographies, so it is safe to assume we may
leave the Sections settings as their defaults.
The next section of the style to set up is the in-text citation, which controls how the citations appear in the body of the
text.
The citation template controls the fields that will be present, as well as the punctuation. Our sample Information for
Authors indicate that this is an author-date citation format, so we would insert the Author and Year fields within a set
of parentheses in the template.
If the journal style uses numbers instead of authors and dates, you would use the Bibliography Number option from
the Insert Field menu, then apply any formatting to it such as superscripting or surrounding it with brackets.
When using an author-date format it is often possible to have two references with the same author and year. These
are called “ambiguous citations” and this dialog allows you to select how you want these handled. The sample
Information for Authors requires that a letter be appended to the year in this case, but it does not tell you which of the
two formats shown above (2000a,b or 2000a, 2000b) you should use when there is more than one such entry in a
citation. You may need to find a copy of the publication, or contact the editors, to see which method is actually
preferred.
The Author Lists option allows you to control how many author names will appear in the citation, with the option of
having the first appearance different than subsequent appearances of the same citation. Our author instructions say
that if there are three or more authors, only one of them should be shown, then “, et al.” The example above shows
the setting for this option matching the Information for Authors. The ampersands between authors are used based
on the sample references given.
The Author Name section controls how the authors’ names will appear within the formatted citation. The default here
is the appropriate choice for most in-text citations — Last Name Only. Note that there is an option to use initials for
authors with the same last name, which can reduce confusion if there are multiple authors with the same last name.
There is also an option to omit the author’s name if it is repeated in a consecutive citation.
Our example shows the last name only, and capitalized normally. Therefore, the settings above should be appropriate.
If you are using a numbered style you can set options for how number ranges will be handled here.
The Grouped Reference option allows you to cite with one number any references that always appear together in the
paper as multiple citations. The citations are not given their own numbers, but rather one number is used both in the
text and the bibliography to identify the whole group of citations. With this setting, you also have the option to specify
how the grouped references in the bibliography should be separated.
Within grouped references, you can differentiate individual citations with letters.
2. Use the “Present letters in” list to select Lowercase or Uppercase letters.
3. Select the appropriate letter format for in-text formatted citations. The examples illustrate how letters and
numbers appear for consecutive citations and ranges.
▪(1a, 1b), (1a, 1b, 2a-c)
The number always appears with a stand-alone letter or with the first letter of a range.
This is the default setting.
▪(1a, b), (1a, b, 2a-c) Only the letter of the first citation of the composite is preceded with the number.
▪(1a, b), (1a, 1b, 2a-c)
The letter of the first citation of the composite is preceded with a number; additional letters
include a number only if there could be ambiguity.
▪(1a, 1b), (1a, 1b, 2a-2c) Letters are always preceded by a number.
Use the “Precede by” and “Follow by” boxes to enter any character(s) that you want to surround the letter in the
bibliography.
The Sort Order screen allows you to set the sorting order that will be used within grouped citations. The Information
for Authors says that where more than one reference is cited in the text, they should be in chronological order, so we
will selected the Year + Author option shown above.
4.2.3 Bibliography
This section of the style controls most of how the reference list will be formatted. There are also a few options, such
as line and indentation spacing, that are controlled from the Bibliography Settings command in the Cite While You
Write tools in Word. There are also some options that are controlled by Word itself.
The bibliography template is the heart of the style. Here you can set the fields which will be included for each reference
type, the order of those fields, and how those fields are formatted. Begin by examining the examples and instructions
in the Information for Authors. In our sample instructions we have examples of the following reference types:
d’Amber, C. & de Chaos, M. (1990). The dragons of Kolvir: Shadow and substance. Dragons Today
13, 7-11. [This appears to be a journal article.]
Grayhame, G. (1978). Territorial behaviour of male noble dragonets (Draconis noblis). Journal
of the Draconic Guild of the Realm of Faerie 58, 731-734. [This appears to be a journal article.]
Magnus, A. G. (1959). The nature and physiology of the pituitary hormones of dragons. In The
endocrine system in dragons (Faust, E., editor), pp. 404-422. Amber: Unicorn Press. [This appears
to be a book section.]
Ambrosius, M., et al. (1023). Nesting behavior of the northern ice dragon. Dragon Behavior. doi:
10.002/db.1022.003. [This appears to be an electronic article.]
These give us the information we need to create templates for a book section, a journal article, and an online
electronic article, as seen below.
1. Select the Reference Types button, then select the reference type of your choice to add an empty cell for
that reference type to the template.
2. Use the Insert Field button to select fields and type spaces as needed. For example, our Journal Article
example provided above shows the author, Grayhame, before everything else. We would therefore choose
the Author field to be the first thing listed under the Journal Article template. We’d then type a space and
insert the second field, which is the year.
4. Select each field name that requires special formatting, such as bold or italics, then select the formatting
option from the formatting toolbar in EndNote.
5. Add special characters as necessary. With the exception of the accent grave (`), all of these can be selected
from the Insert Field menu. For more about special characters, please see section 3.2.6 earlier in this
document.
4.2.3.2 Author Lists, Author Name, Editor Lists and Editor Name
The Author Lists and Author Name sections work as they do in the citation template. The Editor List and Editor Name
work the same as the Author List and Author Name fields do, except that they will be applied to the Editor and Series
Editor fields for most reference types. Because the editor is the primary creator of an edited book, the Editor List and
Editor Name options will not apply to the Editor field for the Edited Books reference type; instead, the Author Name
and Author List options will apply to the Editor field for the Edited Books reference type.
We can see from our examples above that all authors and editors are formatted the same, Magnus, A. G. or Last, F.
M. We would therefore want to set all of the Editor and Author name settings to Smith, Jane / Doe, John with the
initials sent to F. M.
We were also informed that if three or more authors are present, we should use et al. We will therefore set the options
in Author Lists and Editor Lists identically to how we set the Author Lists in Citations (see 4.2.2.3).
The Information for Authors for our example does not mention anything about including fields only when other fields
are not available, so we may move past this section.
4.2.3.4 Layout
Our Information for Authors doesn’t ask us to annotate the references, and since this is not a numbered style in text,
there’s no need to add corresponding numbers in the bibliography. Also, the examples do not appear to include any
hanging indents. Therefore, we can safely skip the Layout section. (For more information on using the Layout options,
see section 3.3.9 earlier in this document.)
The Sort Order options control how references in the bibliography will be sorted. You can use one of the preset sort
orders or create your own custom sort order by selecting the “Other” option. Sometimes EndNote is incapable of
following the Information for Authors perfectly, as in our present example. The Information for Authors for this style
For the English language, EndNote can change the capitalization of the title used in the reference.
Leave titles as entered: This option does not alter the capitalization. Titles will show precisely as they do in
the records within the library.
Headline style capitalization: This option alters the capitalization to use caps for the first letter of every major
word except for articles, conjunctions and prepositions by following United States English rules. Ex:
Psychology and the Art of Making Paper Cranes.
Sentence style capitalization: This option capitalizes the first letter of the first word in the title. Ex. Psychology
and the art of making paper cranes.
In looking at the examples in the Information for Authors, we see that the titles are all in sentence case. This means
that if we have entered some titles into our library in Headline style, EndNote can convert those titles to have only the
first word of the sentence, and the word after a colon, capitalized. This can be a very handy feature, but sometimes
there are words that we do not want EndNote to change, such as the names of people, cities, or countries.
You can set a list of words that EndNote will not alter the capitalization of in the Endnote preferences. Open the
preferences and select the Change Case option. Type in each word you want to add to the exceptions list and click
on the Add button after each word. Close and save your preferences when finished.
4.2.3.7 Footnotes
Our journal’s specifications give no instructions on the use of footnotes. In most cases, you can then skip this section.
However, if you predict that you will be using footnotes in your manuscript, you may need to check a recent copy of
the publication or check with the editors to confirm how they would like their footnotes formatted. More information
about the footnote options can be found in section 3.3.7 of this document.
The screens for placement options for inserted figures and tables and their captions are identical. Here you can set
if they should be inserted below the text in which they are entered or in lists at the end of the document. You can also
set whether the captions should be above or below the figure or table, and if the caption and label should be on one
line or two.
In Separation & Punctuation you can set how much space will be allowed above and below tables and figures and
whether or not to place a period after labels and captions.
The Information for Authors for this style specifies that table captions must use Roman numerals for their numbering
while figure captions must use Arabic numerals. This is a setting that is controlled by Word, not by the EndNote style.
Consult Word’s own documentation to learn how to change caption styles.
At this point, we have covered all the important parts laid out by our Information for Authors, so we can save the style
and begin using it our documents.