EndNote

The Cite While You Write (CWYW) function allows you to insert references from your Endnote library into a Word document while you are writing. EndNote will build a bibliography/reference list for you as you insert citations. This list will appear at the end of the document. It will be sorted alphabetically by lead author surname.

Insert an in-text citation – (Author/s, Year)

1. Insert your cursor where you want the citation to appear. You will need to leave a space after the preceding word.
2. Click on Insert Citation in the EndNote toolbar in word. Choose Insert Citation from the drop-down menu.
3. The Find & Insert My References window will open. Type the author's surname, some words from the title, or some keywords into the search box at the top left. Click Find.
4. Select the correct reference from the list of possible matches that appear below the search box.
5. Click Insert.
   The citation will appear in your document where the cursor was, e.g. (Smith, 2017). The reference will appear at the end of the document.

Insert an in-text citation – Author/s (Year)

Sometimes the author's names are part of your sentence and you need them to appear outside the brackets for the citation.

1. Insert your cursor where you want the citation to appear. Remember to leave spaces either side of where you are inserting this citation because it is in the middle of a sentence.
2. Click on Insert Citation in the EndNote toolbar in word. Choose Insert Citation from the drop-down menu to open the Find & Insert My References window.
3. Type the author's surname, or some words from the title, or some keywords in the search box at the top left. Click Find.
4. Select the correct reference from the list of possible matches that appear below the search box.
5. Click the arrow beside Insert to bring up your options for formatting your citation and choose Insert & Display as: Author (Year)
   The citation will appear in your document where the cursor was, e.g. Smith (2017). The reference will appear at the end of the document.

If you click on an EndNote citation in your document, you will see that it is highlighted in grey. This indicates that it has EndNote formatting and is directly linked to your EndNote library.

Sometimes you have directly quoted or paraphrased an idea that comes from more than one paper. You can use EndNote to insert multiple citations into the one set of brackets.

1. Place your cursor where you want the citations to appear in your document.
2. Open your EndNote library.
3. Hold down the control key and select the references you want to insert.
4. There are 2 ways to do the next step:
   • Open the Tools menu and highlight Cite While you Write (CWYW). Then, click Insert Selected Citations in the CWYW submenu.
   • OR Go back to the EndNote toolbar in Word, and click Insert Selected Citations from the Insert Citation menu.

The citations will appear in your document in one set of brackets, e.g. (Aerts et al., 2011; Thurston et al., 2013; Garcia et al., 2014). All of the matching references will appear in the list at the end of your document

Separate page numbers can be added to each citation using the Edit Citation function.

When you are reviewing your work, you might find that you need to add more citations to an existing one, because you have discovered another source for that idea. You can edit the citation to add more.

1. Click on the citation that is already in your document, e.g. (Okakura, 1906).
2. Go to the EndNote toolbar in Word. Click Edit & Manage Citation(s). This opens the Edit & Manage Citations window.
3. Open the Edit Reference menu for that existing citation and choose Insert Citation.
4. The Find and Insert my References window will open. Search for the reference you need.
5. Highlight it in the results list and click Insert. This will take you back to the Edit & Manage citations window. You will see both citations grouped together.
6. Click Ok to insert the citation into your document.
   Both citations will now appear in the same set of brackets, e.g. (Okakura, 1906; Pitelka, 2013). The extra reference will be in the reference list.

You need to use the EndNote Edit & Manage Citations function for this. The page number is added to the end of the citation, so it is added as a suffix.

1. Click on the citation to highlight it.
2. Click Edit & Manage Citations in the EndNote toolbar in Word.
3. Check that the correct reference is highlighted in the Edit & Manage Citations window when it opens.
4. Go to the Edit Citation section in the lower half of the window.
5. You need to add all of the necessary punctuation, including spaces, yourself. EndNote will not automatically add them in.
   For example, for a citation to look like this: (Okakura, 1906, p.7) Type a comma space p.7 into the Suffix field.
6. Click OK to close the Edit & Manage Citations window. Back in your document, the citation will now include the page number.
7. Save the changes to your document.

Legal sources such as Cases and Legislation use pinpoints, e.g. a section number, instead of page numbers to identify the location of the citation in the original text. You need to use the EndNote Edit & Manage Citations function for this. The pinpoint is added to the end of the citation, so it is added as a suffix.

1. Click on the citation to highlight it.
2. Click Edit & Manage Citations in the EndNote toolbar in Word.
3. Check that the correct reference is highlighted in the Edit & Manage Citations window when it opens.
4. Go to the Edit Citation section in the lower half of the window.
5. You need to add all of the necessary punctuation, including spaces, yourself. EndNote will not automatically add them in.
   For example, for a citation to look like this: University of Western Australia v Gray [2009] FCAFC 116 at 53. Type space at 53. into the Suffix field.
6. Click OK to close the Edit & Manage Citations window. Back in your document, the citation will now include the page number.
7. Save the changes to your document.

Corporate authors such as companies, government departments and research institutes often have acronyms, e.g. the Australian Bureau of Statistics uses ABS. You can edit the in-text citation to use the acronym instead, but still have the full name appear in your reference list.

To modify a citation to display the acronym:

1. Click on a corporate author citation in your document, e.g. (Australian Bureau of Statistics, 2014)
2. Go to Edit & Manage Citation(s) in the EndNote tool bar in Word. This opens the Edit & Manage Citation(s) window.
3. Select Exclude Author from the Formatting menu.
4. Type the acronym into the Prefix field. Add a comma, or other punctuation as required by the referencing style. Lastly add a space. EndNote will not add a space between the acronym and the year if you do not.
5. Click OK to close the Edit Citation(s) dialog window.
   The in-text citation will now appear in your document with the acronym and year e.g. (ABS, 2014)
   The full organisational name will still display in your reference list.

Never delete citations by using the delete or backspace keys. It can corrupt your document. You need to remove the formatting that links the citation in your document with the matching record in your EndNote library.

To safely delete a citation:

1. Click on the citation in your document to highlight it.
2. Click Edit & Manage Citations on the EndNote toolbar.
3. Check that the correct reference is highlighted in the Edit & Manage Citations window when it opens.
4. Open the drop down menu for Edit Reference and select Remove citation.
5. Click OK to close the Edit & Manage Citations window. This removes the in-text citation, the reference in the bibliography, and the associated EndNote formatting.
6. Save the changes to your document.