Skip navigation to main content

You are here: UNE Home / Library / EndNote / Word

EndNote and Word

Contents

My CWYW toolbar add-in is offering me access to EndNote Web only.

This is a problem with EndNote XI. When the EndNoteWeb link on the Cite While You Write (CWYW) toolbar is the only option offered in Word, the CWYW tools have been disabled. If you are uncertain how to turn your tools back on, go to the EndNote website following the link provided here:
http://www.endnote.com/support/faqs/CWYW/faq48.asp
The error message sometimes says "The specified Word library cannot be unloaded because it is in use", but it actually means the Cite While You Write (CWYW) tools are disabled in Word and you only see web options.
The FAQ provides instructions for fixing the problem for both Vista and Windows XP operating systems and for Word 2007 and Word 2000-2003.

I have a Macintosh and I can't see the Cite While You Write toolbar in Word

  • This is a problem with versions of Word earlier than W X.1.3.
    Upgrade your version of Windows/Word and the toolbar should appear.
    Microsoft updates for Macintoshes are available from http://www.microsoft.com/mac/downloads.aspx.
  • To make the CWYW link back to Word appear on the toolbar, open Word and then go to Tools > Palettes > and tick CWYW tools.

Word is showing my references with computer coding


This looks alarming, but all it means is that, for some reason, Word is now displaying the EndNote field codes in your document.
It is easy to hide the field codes and return your document to its normal appearance. Hold down the ALT key and press the function key F9.

How do I make organisations and companies appear properly as authors in my bibliography?

Usually you place a comma at the end of the name of a corporate body when you enter it in your EndNote reference. Examples include

World Health Organization,
Australian Taxation Office,
Law Society of New South Wales,

However, when the name contains one or more internal commas, you replace the first of those commas with two commas, and don't put a comma at the end. EndNote then thinks that the part of the name up to the two commas is a family name and that the part after the commas is an addition like 'Jr.'. Examples include

U.S. Department of Justice,, Bureau of Justice Statistics
New South Wales Dept. of School Education,, Northwest Region

This should produce a properly formatted bibliography, but sometimes creates problems with in-text citations. If the output style inserts only the last name in the citation, the corporate author in the above example would appear as U.S. Department of Justice instead of U.S. Department of Justice, Bureau of Justice Statistics. The entry in the bibliography at the end of the document, however, would show the full name. Such problems would have to be corrected manually in the final editing.

My document is very large. How can I organise it?

Long documents can present problems for both Word and EndNote. Here are four possible ways of structuring long documents.
Keep each chapter and the bibliography as separate documents

  • This should help you avoid problems because the individual documents are not very large.
  • Use the output style to format the references in each chapter.
  • Now create the bibliography as a separate Word document.
  • Open your EndNote library.
  • Select the references you want to include in the bibliography.
  • Go up to 'References' and then 'Show Selected References'.
  • Now click on the 'Sort Library' icon on the toolbar.
    Choose how you want your bibliography to look. By Author, then Title, then Year?
  • Use the Style Manager menu on the toolbar to select the output style you want for your bibliography.
  • Click on the Export button on the toolbar and a dialogue box will open.
    Specify where you want to save your bibliography and give the file a name.
    In the 'Save as Type' box, you must choose 'Rich Text Format'.
  • Now Open this file in Word. The references should be grouped according to the way you sorted them.
    This document is not linked to EndNote and contains no field codes, so you can now change the font, and, if appropriate, separate the categories and add an appropriate heading for each one.

One Large Document

  • At the beginning of each chapter, insert a Section break so that each chapter is a separate Section.
    If using a footnoting style, when you insert your first note in a new chapter, display the footnote options and choose the option 'Restart Each Section'. Word will now begin numbering the footnotes at 1 in the new chapter.
  • Format the references in your selected style.

    • Master Document and Subdocuments

  • Set up the chapters as subdocuments within a master document.
    Use the help screens in Word if you are not familiar with this function.
    Please note the Master Document / Subdocument function is regarded by many to be unstable and unreliable.
  • Format your references in your selected output style.

    • Format Paper function

    In EndNote X.I this function is called Format Paper. In EndNote 7, through X it is called RTF Document Scan. Both allow EndNote to be used with any word processor which can save documents in RTF (Rich Text Format). It was also called Scan Paper in version 5 and earlier versions of EndNote. A major advantage of this function is that it allows you to format a series of separate documents and put a cumulative bibliography at the end of the last one. This is a useful technique for those who are reluctant to use the master document/subdocument format in Word.

  • Keep each chapter as a separate Word document and do not format the references.
    If you have already done this, click on the 'Unformat Citations' button on the EndNote toolbar in Word.
    It is essential that your citations be in their temporary format and look something like {Dixon, 1957 #4}.
  • In Word, use the File > Save As command to save each of your chapters as a Rich Text Format (*.rtf) file.
    This will preserve your original Word documents and create a second copy of each in Rich Text Format (RTF).
  • Go to EndNote and click on 'Tools' on the menu bar at the top of the screen.
    Then click on 'RTF Document Scan'.
    You will be asked to choose the document to be scanned. Select the first of your RTF documents.
    This will open a 'Citations in …' dialogue box listing all the citations in your document.
  • You should now see a button labelled 'Scan Next'.
    Click on this and select the second of your RTF documents.
    EndNote will match the citations in this document with the references in your library, and add them to the list of matched citations in the window at the top of the dialogue box.
  • Repeat the 'Scan Next' process until you have scanned all your RTF documents.
  • When all the documents have been scanned, use the 'Output' section of the dialogue box to select the output style you want and click on the 'Format' button at the bottom of the box.
  • EndNote will now make a new copy of each of your RTF files.
    These new files will have the names of the old files, plus the name of the output style.
  • Open each of the new files in Word.
    You should find that the references in each chapter have been formatted and that the final RTF file contains the bibliography for the whole work.
  • If you are using a footnote style and find that your footnotes (at the bottom of each page) have been converted into endnotes (at the end of the document), click on 'Insert' on the menu bar in Word and then on 'Footnote'.
    Then click on 'Options' and 'Convert'. Select the option to 'Convert all endnotes to footnotes'.
    Specify the location and numbering options for the footnotes and Word will perform the conversion.
    If a blank footnote appears at the beginning of a document, just delete the corresponding footnote number at the beginning of the text.
    For more information about EndNote and footing see the Footnoting FAQs.

    • How do I sort the references in my end bibliography into categories like primary and secondary sources?

    If you use the 'Labels' field as a Sort method, you can break your bibliography into a number of categories.

    • Decide on what categories and in which order you want them to be displayed at the end of your document.
    • Give each category a number 1, 2, 3...
      You can also use a name if you wish, such as 1. General 2. Western Buddhism 3. Theravadan Buddhism
    • Assign these categories to all the references in your library. If you already have an extensive library, you can do this one category at a time.
      • select all the references you wish to place in a category and then on 'Show Selected References'
      • Go to 'References' and then click on 'Change & move fields'
      • Use the 'Change fields' tab and 'Select Label' from the drop down menu
      • Type your category in the part of the window that permits text, making sure that the label field is clear of other data
      • Select the correct radio button to the left and click OK
    • Select your output style
    • Go to the 'Edit' drop down menu and choose 'Edit….Style'
    • Go to 'Bibliography Sort order' and specify this using 'Label' as your first sort category, then Author, Date, Title and so on.
      Document what you chose in the 'Comments' field at the beginning of your style so that you can refer to this in the future.
      Alternatively, use 'Save as' and save this version of the style under a new name.
    • Once you have removed the field codes from your final document, you will need to insert the category names manually into your bibliography.

    How do I hide citations in the text of a document ?

    There are occasions when you will want to insert a citation in your document, but hide it so that it is not visible to the reader.

    Some examples of situations where this occurs:

    You want a reference to appear in a bibliography, even though you have not directly cited it in the text.
    You have inserted a reference in a text box, and this is causing problems with EndNote, so you type the citation manually in the text box, and insert it into the Word document immediately after the text box.
    You are using MLA style, and want to suppress the short title that EndNote is inserting when a citation is repeated.

    With author-date styles (like APA and Harvard), suppressing a citation is easy. Use the Edit Citation function and check the boxes labelled Exclude Author and Exclude Year. The citation will still be in the document, but it is no longer visible. The reference still appears in the bibliography at the end of the document.

    With numbered styles this technique will not work. As an alternative, you can use the Hidden Text feature in Word. To do this, select the text that you want to suppress, then go to the Font menu in Word. In the Effects section, check the box for Hidden.

    By default, hidden text in Word will still appear in your document, but with small dots underneath. When you print the document or convert it to PDF, the hidden text will not be visible. If you are submitting a manuscript to a publisher, remove the EndNote field codes and delete any hidden text before you submit.

    My citations have shifted up one position in my Word document. How can I fix this?

    EndNote users often report a problem where citations in their document have shifted up one position, to the location where the previous reference was cited. It is not entirely clear what causes this problem. A FAQ on the EndNote website suggests that it may be caused by merging two groups of bracketed citations, or by inserting a semicolon into a citation without preceding the semicolon by the accent grave character (`).

    Every EndNote citation in your Word document includes a large number of field codes which you cannot see. The grey text that you can see when you click on a citation alerts you to the presence of the field codes. These field codes can easily become corrupted. It is essential to use the EndNote Edit Citations command whenever you want to delete, move or merge citations.

    Use the Edit Citations command to delete the citations, and then reinsert them in the required position. Never use the delete or backspace keys to remove citations, and never cut and paste citations to move them to another position.

    If your citations have shifted in the document, then the document has probably become corrupted. The best solution seems to be to unformat the citations and remove any field codes, and then copy and paste the text into a new document, which you can then format. See the FAQ on cleaning up field codes on the EndNote site.

    The coding for EndNote has become corrupted. How do I fix it?

    Every EndNote citation in your Word document includes a large number of field codes which you cannot see. The grey text that you can see when you click on a citation alerts you to the presence of the field codes. These field codes can easily become corrupted.

    It is essential to use the EndNote Edit Citations command whenever you want to delete, move or merge citations. Use the Edit Citations command to delete the citations, and then reinsert them in the required position. Never use the delete or backspace keys to remove citations, and never cut and paste citations to move them to another position.

    If the EndNote tools are still active in Word, but EndNote is no longer formatting the citations correctly, then the document has probably become corrupted. The best solution seems to be to unformat the citations and remove any field codes, and then copy and paste the text into a new document, which you can then format. See the FAQ on cleaning up field codes on the EndNote website.

    When following the instructions in that FAQ, note the following points. After you have pasted the unformatted text into a new document, you will have to use the EndNote Update Citations and Bibliography command (or the Format Bibliography command in earlier versions of Word).

    That command will format your references again, but it does not turn on the instant formatting. To get the instant formatting working again, you must go to the Instant Formatting tab in the bibliography preferences. In Word 2007, you access the bibliography preferences from the small arrow at the bottom of the Bibliography group in the EndNote tools. In earlier versions of Word, just click on the EndNote Format Bibliography command in Word, and look for the Instant Formatting tab.

    I've used Track Changes in Word and now the format and tools aren't working properly

    EndNote 8 and earlier CWYW tools are not compatible with Word's Track Changes feature. EndNote 9, X and XI do not have a conflict with Track Changes in Word, so the following steps are unnecessary.

    To resolve this problem in your document, you must accept or reject all the changes that have been made and then turn off the Track Changes feature. Firstly you should make a backup of your document in case the content is affected by these corrective actions.

    Accept or reject the changes

    • In Windows with Word 97 or Word 2000, go to Tools > Track Changes > Accept or Reject Changes
      Choose to 'Accept All' or 'Reject All' or work through the changes individually.
    • In Windows with Word XP/2002 or Word 2003, you must first make sure the Reviewing toolbar is active.
      Go to View > Toolbars. Once you ensure that the Reviewing toolbar is active, look for the following icons:
      The 'Final Showing Markup' section may say 'Final' or 'Original Showing Markup' or 'Original'.
      Once you have located this group of icons, you can use the icon with a checkmark over it to accept changes or the icon with the x over it to reject changes.
    • On a Macintosh with Word X or Word 2004, go to Tools > Track Changes > Accept or Reject Changes
      Choose to 'Accept All' or 'Reject All' or work through the changes individually.

    Turn off the Track Changes feature

    • At the very bottom of the document window, where the page number and section number are displayed, you should see four three-letter words, listed as 'REC', 'TRK', 'EXT'and 'OVR'.
    • If the TRK option is in black text as shown in the example, then Track Changes is currently enabled.

      Track Changes example

      Turn off Track Changes by double-clicking the TRK text so that it is disabled and turns grey.
    • On a Macintosh, the box next to TRK would be selected.
      Turn off Track Changes by deselecting this box.

    I can't see the EndNote Cite While You Write tools when I am using Word XP / 2003

    • Within Microsoft Word go to the 'Tools' menu and select 'Options'.
    • Click the 'File Locations' tab, highlight the Startup folder, and then click the 'Modify' button.
    • Note the path to the Microsoft Word Startup folder.
      If no path is listed at the bottom of the window click on the 'Look In' dropdown at the top of the window and note the path.
    • Close Word (and MS Outlook if running).
    • Launch Windows Explorer and locate your EndNote folder.
      The default installation path is 'C:Program Files\EndNote'.
    • There are two files in this folder you need to copy
      EN7cwyw.dot and EN7cwyw.wordxp.wll
      If you do not see the .wll and .dot file extensions, go to the Tools menu and select Folder Options > View tab. Uncheck the box that reads 'Hide file extensions for known file types' and click OK.
    • Locate the Word Startup folder and paste these two files into this folder.
      If you cannot find the specified folder, your Windows preferences may be set to hide the folder. In Windows Explorer go to the Tools > Folder Options > View tab and make sure that 'Show hidden files or folders' is selected.
    • Launch Microsoft Word.
    • Before you use the tools for the first time, close Word, then open EndNote and an EndNote library.
      Next, re-open Word and click on one of the EndNote tools.
      The programs must only be opened in this order the first time you use the tools so that the registry will be updated correctly.

    Note that there is a known issue with the use of EndNote keyboard shortcuts in Word. The EndNote keyboard shortcuts in Word do not function when using the EN7cwyw.dot file that comes with EndNote 7. A revised version of this file can be downloaded from the EndNote website. If you do not use the keyboard shortcuts in Word, you do not need to download this file.