Hunter College
GSR 716:  Workshop in Using Information Technology for Research
Spring 2007
Manfred Kuechler


Last update:  5 Jan 2007
Recommended monitor resolution: 1280 x 1024   (how to)

Using the EndNote/MS Word Integration


This document is meant to get you started and to address Hunter or course specific issues. Use the online help ("?" button in the EndNote toolbar) and the various vendor supplied manuals, guides, and tip sheets (links in the main document) for complete coverage.

While you can use EndNote to manage your references in a paper no matter what word processing software you use (as long as you are able to save your paper in .rtf format), using MS Word offers you a particular close integration via specific add-ons. If you have MS Word installed on your computer when you install/update EndNote, these add-ons get installed automatically.  You should see a special EndNote toolbar, when you open MS Word:



If you don't see this toolbar, check whether it is just hiding:

And if clicking on the "EN" button does not get you to EndNote (opening it if necessary), check whether there may be a conflict with other add-ons. There is a known conflict with the SnagIt add-on, and there may be other applications whose add-ons may create a problem.





If there are additional items, remove them. Reopen MS Word and check whether they are truly gone. The SnagIt add-on is persistent and cannot be removed by using the "Remove" button in the MS Word window shown above. You need to change the SnagIt installation (via "Control Panel"/"Add/Change programs") and select to have the SnagIt add-on not installed in any MS Office applicaton.  Other add-ons may not create a problem or go away easy.

At any rate, when you only see the three EN add-ons, and only one of the first two .dot file slected, the EN toolbar should work.



Note that you can switch between using the (regular) EndNote or EndNote Web via the "EN Pref" button.




When you are using the web version the "templates" window looks slightly different as the second template (.dot file) is loaded instead of the first. Also, when you switch to EndNote Web the toolbar (in MS Word)  will look slightly different; there are fewer buttons, in particular, there is no "Insert Selected Citations" in the web version (as a slightly different process to achive the same is used -- see below).






Using regular EndNote

Transferring references from EndNote to your paper

After selecting one or more citations in EndNote, you can  insert them into your paper when needed by clicking the "Insert Selected Citations" button. The text citations will be inserted at the point of your cursor and the full citations will be added at the end in alphabetical order -- and in the style currently selected in the open EndNote library.







Alternatively, you can start with a search of your EndNote library as you may recall the name of the author or part of the title you want to cite at this point.



This method also works with EndNote Web whereas the first one does not.

Reformatting the citations in your paper

At any point,  you change the citation style in your paper by using the matching button in the EndNote toolbar:





Keep in mind that there is always a chance of glitches and that you may have to edit some references manually. E.g., the Jacobs citation in GSR716 style shows the URL in duplicate -- because the URL was duplicated in the original record retrieved and I had not corrected this mistake in the EndNote library. It is always a good idea to check all imported citation for problems. This will vastly increase your chances that the citation shows up correct in your paper and no "post-editing" is necessary.



WARNING:
At any rate, do not edit citations in MS Word till the very end. Any reformatting of references will lose the manual changes you have made.

Using EndNote Web

As noted above, you must use the "search" method to insert citations into your paper. The web version does not allow you to (pre-)select specific references.  So, there is somewhat less flexibility here.

Also, when reformatting, you can only use the styles available on the web site (and these are limited, no new styles can be added, and existing styles cannot be modified). However, you can always switch back  to the regular EndNote and then reformat using any style available in your local EndNote installation.