Technology How To

Customized Reference Types

There are 3 unused reference types you can use to define a new type of reference.

1. Select Edit/Preferences/Reference Types/Modify Reference Types
2. Use the drop down list to find one of the unused types
3. Rename the Generic field to your custom name
4. Fill in text next to the fields you wish to use
5. Click OK

This will make your custom reference type appear as an option when you create a new reference. You will be able to enter data into your chosen fields. It will NOT format a citation for the reference type, however.

Modifying Output Styles

Styles are configured in templates and there are templates for each reference type within the following areas: citations (within the body of the text), bibliographies, and footnotes.

Always copy an existing style and modify it:

1. Select Edit/Output Styles/Open Style Manager
2. Scroll to existing style and select Edit
3. Use File/Save As and create a new name.
4. Make your changes to this copy

What can you change?

1. • Delete unwanted field names or punctuation
   • Retype punctuation you want
   • Insert new fields with the Insert Field button
   • Format your custom reference type

Special Formatting Characters

Link Adjacent Text (Using the Non-breaking space): Makes the appearance of a word or abbreviation dependent on the presence of data in the specified field. It appears as a small diamond.

Forced Separation: If you don’t want text or punctuation to be dependent on the preceding or following field, use the vertical bar character (|).

Singular/Plural Term Separator (Caret ^): Use this to specify both singular and plural forms of labels for editors or pages: ed.^eds

Term Lists

Create up to 31 term lists for any library. They can be used to store keywords, author names, journal names, and/or subject terms.
Steps:

1. Select a field to use to store the list
   (There are seven custom fields)

• Edit/Preferences/Reference
  Types/Modify Reference Types
• Select a field and enter a heading
  to display an individual reference
• Click on Apply to All Ref Types
• Remember “real label” name

2. Create a text file with the terms you want to include (one term per line)
3. Go to Tools/Define List/Create List
4. Create list and name it
5. Import your term text file into the list you create
6. Link the list to the field you set up in Step 1
above.

To insure a controlled vocabulary, uncheck boxes in Edit/Preferences/Term Lists:
?Suggest Items While You Type
?Update lists when importing or pasting references
?Update lists during data entry

New terms can be added manually: Tools/Open List - Click on list and then on Term tab. Click on New Term.

Changing Text Globally
Select Edit/Change Text

• Correct misspellings
• Update authors’ names
• Replace one term with another

Changing and Moving Fields
Select References/Change and Move Fields…
To make changes in content of a field for references showing in the Library window:

• Add a keyword to a group of references
• Date or label a set of imported references
• Move fields of information in a set of imported records

Traveling Library

A traveling library can be handy if you are collaborating on a project and want to exchange the working document with a colleague - only including those references cited in the document. Exporting to a traveling library creates a smaller Endnote library with only this subset of references.

The traveling library doesn’t contain Notes, Abstracts, Images, or Captions.

To export references to a traveling library from a Word document:

1. Open the document in Word.
2. Select Tools/EndNote/Export Traveling Library
3. Select either: an existing EndNote Library or a new EndNote library (*preferred method)

To import references from a Word document into an EndNote library:

1. With your document open, from within EndNote:
2. Select Tools/Cite While You Write/Import Traveling Library

Removing Field Codes

When submitting an electronic copy of your paper to a publisher, you will probably be asked to remove the Cite While You Write field codes as they may be incompatible with the publishing software.

The end result is that all formatted citations and the bibliography are saved as text.

1. To be on the safe side, make a copy of your formatted Word document using File/Save As (select a new file name). Work from the copy, not the original!

1. Select Tools/EndNote/Remove Field Codes

1. A copy of the document, without field codes appears in a new document window. From File, select Save and select a new name.

Getting Page Number in Footnotes

1. Highlight the formatted citation in the Word document.
2. Select Edit Citation (Tools - EndNote - Edit Citation).
3. In the Pages field, enter the page number(s).
4. Click OK.

Getting Page Number into in-text Citations

1. Highlight the formatted citation in the Word document.
2. Select Edit Citation (Tools - EndNote - Edit Citation).
3. In the Suffix field, enter the page numbers.
4. Enter any additional information such as a , or p with the spacing between such additional characters, exactly as you want to see it on screen.
5. Click OK.