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EndNote X7: Editing and sharing documents


This section provides information on:

EndNote, Word and Cite-While-You-Write (CWYW)

  • EndNote toolbar and Microsoft Word
  • Inserting in-text citations
  • Modifying in-text citations
  • Deleting in-text citations

Editing and sharing documents

  • Track changes in Microsoft Word
  • Converting to plain text
  • Working with long documents - unformatted references
  • Problems editing in-text citations

Using EndNote with APA 6th referencing style

  • Why are initials displayed in some in-text citations?
  • Using DOIs

Managing long corporate author names

Combining chapters

Track changes in Microsoft Word

warning symbol The use of Track Changes with EndNote may corrupt your in-text citations.

A number of users have reported problems with corrupt documents, when Microsoft Word Track Changes is used to edit and provide feedback on draft documents that have been shared with colleagues.

In more recent versions of EndNote, e.g. X7.4 with Word 2016, citations inserted using EndNote are not picked up by Track Changes. Whereas surrounding text, added at the same time as an additional citation, is identified as a change and marked in red / underlined. If the suggested change is subsequently rejected, the surrounding text will be removed, but the additional citation is left behind.

Example of a new sentence and an EndNote citation, inserted with track changes on (Penney, 2012)

Library staff therefore recommend that users provide reviewers with plain text [see below] copies of draft documents, from which the EndNote formatting has been removed. Thereby reducing the risk of corrupted citations / documents. However, EndNote formatting cannot be restored once documents converted to plain text, and suggested changes  need to be made manually in the original EndNote formatted version.

Converting to plain text

The Remove Field Codes or Convert to Plain Text command will strip hidden field codes from the document, leaving plain text that is no longer linked to records in your EndNote library. You should therefore first manually save a copy of the original EndNote formatted document, and then convert to plain text.

To remove field codes and save the formatted citations and bibliography as text:

  1. Open your formatted Word document.
  2. If you are working with Master and Subdocuments, work with copies of your documents.
  3. From the EndNote tab, select Convert Citations and Bibliography and then Convert to Plain Text. A copy of the document, without field codes, appears in a new document window.
  4. Click the Office icon and then Save.
  5. In Word’s Save As dialog, type a new name for this copy of your document, e.g. Chapter 1_plain text, and click OK.

the resulting plain text of your document can the submitted to a publisher, or shared with a colleague or supervisor with no risk of them corrupting your EndNote formatted version.

Working with unformatted citations

If you are working with a large document (eg. thesis) you may wish to work with unformatted citations in order to:

  • speed up opening, editing and saving of the document; hidden field code data can significantly increase the size of the file, and EndNote continually scans the document checking for changes to formatted citations.
  • minimise the chances of corrupting data when editing sections of text, ie. cutting and pasting text that includes in-text citations with hidden field codes.

Unlike formatted citations, unformatted citations require that you have the corresponding EndNote library open in order to format the document again.


Formatted references

Formatted references inserted in a Microsoft Word document using CWYW will be displayed in the selected output style:
(Spencer, 2006)

and be associated with a corresponding item in the reference list.

Spencer, P. E. (2006). Oxford handbook of deaf studies, language, and education. Oxford: Oxford University Press.

Unformatted references

A reference can be unformatted using Convert Citations and Bibliography > Covert to Unformatted Citations option.

The same reference would appear unformatted as {Spencer, 2006 #145}, and can be converted back to a formatted reference using the Update Citations and Bibliography option.

Unformatted citations can be manually edited in Microsoft Word; to add a prefix, suffix or page numbers, exclude the author or year, or remove the citation, Adding '@25' to the above unformatted citation, i.e.  {Spencer, 2006 #145@25}, results in the formatted citation (Spencer, 2006, p.25)

Problems editing in-text citations

Users occasionally encounter problems inserting or editing in-text citations, where either:

  • in-text citations shift up in the document, or
  • after editing an in-text citation, the cursor 'jumps' to another location in the document

Both problems may be caused by a corrupt citation, or group of citations in the document.  This corruption can usually be fixed by identifying corrupt citations and removing them.

Please refer to the following Thomson Reuters KB articles: