Using EndNote with other word processors

• Inserting temporary citations into your document
• Scanning and formatting an RTF document
• Scanning and formatting multiple RTF documents

EndNote allows you to search for and insert references, in your chosen format, into a Microsoft Word document. At the same time, EndNote will automatically place these references in a formatted bibliography at the end of your document.

EndNote also has the ability to create bibliographies for documents which have been saved in RTF (rich text format), no matter which program has been used to create them. (Almost all word processors can save an RTF document.)

There are two stages to this process. First, you insert temporary citations into your document as you write, then you instruct EndNote to scan the document and replace the temporary citations with citations formatted in your preferred style.

Inserting temporary citations into your document

• Open your document in your word processor.
• Open your EndNote library.
• Go to the section of your document where you wish to insert the reference and type a space.

• Hold down the Alt key and press the Tab key. Keep pressing the Tab key until the icon for EndNote is selected. Let go of both keys and the EndNote window will come to the front.
• Select the reference you wish to insert. (To select more than one, click on the first, then hold down CTRL and click on each of the others in turn.)
• Click on Edit | Copy (or use Ctrl-C) to copy the reference.

• Use Alt and Tab to switch back to your document.
• Place your cursor where you want the citation inserted and choose Edit | Paste (or Ctrl-V).

• The temporary citation is pasted into the document, as above, but it won't be in red!
  
• When you have finished entering the temporary citations into your document, save the document using File | Save As...

• Choose a location and name for the document and make sure you save it in RTF format.

• Click on Save.

Scanning and formatting an RTF document

• Run EndNote and load your library.
• Click on Tools | Format Paper| Format Paper...

• Locate the RTF document you just saved, then click on Open.

EndNote presents you with a Citations window.

• The Citations window shows all temporary citations in your RTF document in the order they appear in the document, and ensures that they have been matched with a valid reference in your EndNote library. It a document has been cited twice, two temporary references will appear, but only one bibliography entry.

If the number of unmatched citations is greater than zero, this means that there are temporary citations in your document that do not match any reference in your EndNote library. In order for these references to be formatted correctly, you will need to click on Close, enter matching references into your library, and then click on Tools | RTF Document Scan | RTF Document Scan... again.

If the number of ambiguous citations is greater than zero, this means that there are temporary citations in your document that match more than one reference in your EndNote library. Take a note of which citations are causing the problem, In order for these references to be formatted correctly, you will need to go back to your document and fix them up. (Usually, they will be citations that got partly deleted by accident.) Once you have fixed the citations, click on Rescan in EndNote.

• Choose the Output Style that you want your document to be formatted into.
• Click on Format.

You will notice that EndNote automatically puts the output style as part of the file name. You can change this but you must give the new file a different name to the original one. (Unlike with Microsoft Word, once an RTF document have been formatted, it cannot be unformatted. Make sure you save the formatted and unformatted versions of your documents under different names.)

• Click on Save.
• Click on Close to close the Document Scan window.

You can now open the new document in your word processor.

Your document is formatted and the bibliography has been added.

• If necessary, use your word processor functions to change the fonts and font sizes.

Scanning and formatting multiple RTF documents

Before you attempt to format multiple documents, you must ensure that all citations in each document are unformatted, and that each document is saved as a RTF (Rich Text Format) document. Then,

• Run EndNote and load your library.
• Click on Tools | RTF Document Scan | RTF Document Scan...

• Locate the RTF document you just saved, then click on Open.

EndNote presents you with a Citations window.

• The Citations window shows all temporary citations in your RTF document in the order they appear in the document, and ensures that they have been matched with a valid reference in your EndNote library. It a document has been cited twice, two temporary references will appear, but only one bibliography entry.

If the number of unmatched citations is greater than zero, this means that there are temporary citations in your document that do not match any reference in your EndNote library. In order for these references to be formatted correctly, you will need to click on Close, enter matching references into your library, and then click on Tools | RTF Document Scan | RTF Document Scan... again.

If the number of ambiguous citations is greater than zero, this means that there are temporary citations in your document that match more than one reference in your EndNote library. Take a note of which citations are causing the problem, In order for these references to be formatted correctly, you will need to go back to your document and fix them up. (Usually, they will be citations that got partly deleted by accident.) Once you have fixed the citations, click on Rescan in EndNote.

• Click on Scan Next...

• Locate the next document you wish to combine.
• Continue clicking on Scan Next... and selecting documents until you have scanned each of the documents you wish to combine.
• When you have finished, select the Output Style you require, eg. APA 5th.
• Click on Format to format the documents.

EndNote asks you to save each document you have scanned. You will notice that EndNote automatically puts the output style as part of the file name. You can change this but you must give the new file a different name to the original one. (Unlike with Microsoft Word, once an RTF document have been formatted, it cannot be unformatted. Make sure you save the formatted and unformatted versions of your documents under different names.)

• Click on Close.

When you open the new documents you have just saved, eg. Chapter 1-APA 5th, etc., you will find that the citations in them are now formatted in the style you chose. You will also see that a combined bibliography for each of the documents now appears in the last document you scanned.

(If you wish, you can now use your word processor to combine each of the documents into one large document, which will have a single bibliography at the end.)

For more information on using EndNote with word processors, see Chapter 11 of the EndNote manual or contact Peter Blake via .