Skip to content
Skip to navigation menu

 

EndNote FAQs

Database connection problems

Filters

EndNote and Microsoft Word

Formatting citations and references

Troubleshooting preferences and settings in EndNote

Using EndNote on a home computer or a non-networked University computer

Converting to / from older versions of EndNote

Other issues

Further help

Back to top

 

Database connection problems

 I cannot connect to the bibliographic database I want to use

This could be due to several reasons: the database provider could be having technical difficulties or the current connection file may no longer be compatible with the database. Firstly, try searching the database directly (not via EndNote), saving your references as text files and importing them into EndNote. If this works correctly then it is likely that there is a problem with the connection file. Please contact insrvConnect@cardiff.ac.uk with the details so that the problem can be rectified.


 

I need a username and password for the bibliographic database I want to use

Please contact your home library, where staff will be able to advise you.

Back to top

 

Filters

 

 The database filter is not importing references correctly

Some databases, for example Cambridge Scientific Abstracts (CSA), PubMed and ZETOC require you to save references as a text file and then import the references from the text file into EndNote using an import filter.  Firstly, check you are using the correct filter for the database from which you have saved the text file.  If you are unsure of what import filter to use when exporting references from a database please consult the relevant database guide or contact your home library).

Also check that any records that you are trying to import are in text (.txt) file format.

If only part of the reference is importing, or if sections of the reference are appearing in the wrong fields in your library, it may be a fault with the filter. If this is the case then please ask for help at your home library or email insrvConnect@cardiff.ac.uk


 


The filter for the database I am using is not listed

If a filter for a particular database is not on the University's networked version of EndNote, you may find a suitable one listed on the EndNote web site. From the website's homepage, click on Support & Services and then on Import Filter in the left-hand panel. If you find an appropriate filter here, you can get advice on how to use it or you can ask for it to be added to the University network. Please contact your home library or email insrvConnect@cardiff.ac.uk


 


How can I import references from Google Scholar?

You will need to configure Google Scholar to send references to EndNote. Then you will be able to send references to EndNote by clicking on the Import into EndNote link. Follow these steps to configure Google Scholar to send references to EndNote:

  1. Go to the Google Scholar home page.
  2. Click on the Scholar Preferences link.
  3. Under Bibliography Manager select the option Show links to import citations into and choose EndNote in the drop down box.
  4. Click on the Save Preferences button.

Follow these steps to import search results into EndNote:

  1. After performing a search on Google Scholar click on the Import into EndNote link for the reference you want to import.
  2. If you are presented with a window asking if you want to Open or Save the file, choose to open the file, otherwise proceed to step 3.
  3. A Select a Reference Library window will appear - use this window to select the EndNote library into which you want to import the reference.

Back to top


 


How can I export LibrarySearch records to EndNote?

LibrarySearch results can currently be directly transferred to EndNote Web but not EndNote.   


To transfer an individual record to EndNote Web:

  1. Click on the Find & Request, Details, or Reviews & Tags tab beneath the record.  
  2. Then click on Send to in the top right-hand corner of the window which opens.  
  3. Choose EndNote Web from the drop down menu.  EndNote Web will automatically open in a new window.  
  4. Log in to your EndNote Web account and you will see a message confirming the record has been transferred. 
  5. Click on My References in EndNote Web to see the record in your unfiled folder.


To export multiple results to EndNote Web:

  1. Sign In to LibrarySearch. 
  2. Then add the items you require to your e-Shelf by clicking on the star icon next to them.  
  3. When you have finished, select the e-Shelf link at the top right of the screen.  
  4. Select the records you want to transfer.  
  5. Ensure Push to EndNote Web is selected in the Push to drop down menu and select Go.
  6. If you would like to transfer your references from EndNote Web to EndNote:
    • Open your EndNote Library, then under EndNote Web in the left hand panel
    • Select Configure and enter your email address and EndNote Web password.  
    • Now under EndNote Web in the panel on the left-hand side, click on Transfer. 
    • Ensure Transfer references from Web to Desktop is selected and then click on Transfer.  Your EndNote Web references will now appear in your EndNote Library.

Back to top

 

EndNote and Microsoft Word

 


EndNote and Word are not connecting properly

Check that you are using the latest versions of EndNote and Word. At the beginning of your session be sure to open the EndNote program from the Start button (Start > Networked Applications > Spreadsheets and Databases > EndNote) and the EndNote library you wish to use first. Next open Microsoft Word from Start > Programs > Microsoft Office > Microsoft Office Word 2007.  This should ensure that the connection between the two programs is successful.

If the problem persists and you are working on your University network account, make sure you have plenty of free space on your profile. You can check your profile by loading the Spacemon application via Start > (All Programs) > Networked Applications > General Software > Utilities > Network File Quota. Spacemon then appears as a green and black icon in the system tray at the bottom right of your screen. Move the mouse over the icon to view how much space you have available. If you have less than 1 MB of available space you should consider cleaning your profile via Start > (All Programs) > Networked Applications > General Software > Utilities > Clean Profile. If necessary call into a library for assistance with this.

If you encounter further difficulties seek advice at any University library.

Back to top

 


How do I fix the "Invalid Class String" error?

 

This error message sometimes occurs when you try to connect to EndNote from within Microsoft Word.

There are several things you can try.  The following guidance relates specifically to EndNote X4 with Word 2007 but the advice may help with other software versions too.

  1. Open EndNote and Word in the correct order: the first thing is to make sure that you always begin a session with EndNote by opening the EndNote program directly from the Start button, via Start – Networked Applications – Spreadsheets and Databases – EndNote X4. Then open your library of references from within the EndNote program.  After this, open the Word program from the Start button, and open the Word document with which you wish to work.  This process is intended to ensure that EndNote and Word link up correctly, and that the commands on the EndNote tab in Word function properly.  Finally, in Word, click on the Go to EndNote button on the EndNote tab, and see if the link to EndNote now works successfully.

  2. ‘Repair’ the EndNote program: close Word and EndNote. Go to Start – Settings – Control Panel and click on Add or Remove Programs. Wait for the list of installed programs to load, then scroll down to find EndNote X4. Click on EndNote X4 to reveal a link to ‘Click here for support information’. Click on this link and a button labelled ‘Repair’ should appear. Click on the Repair button and wait for this process to complete, then click Close.  Next, launch EndNote directly from the Start button as above.  Then open Word, click on the EndNote tab and choose ‘Go to EndNote’ and see if this solves the problem.

  3. Make sure the EndNote Add-ins within Word are enabled: click on the circular Office button (top left hand corner of Word screen) and click on the Word Options button at the foot of this menu.   Click on Add-Ins in the lefthand panel of the Word Options window and check in here to see if any Add-ins relating to EndNote are listed as disabled.  If they are, choose the Manage box at the bottom you need to go to the Disabled Items option in the Manage box (last item in the Drop Down menu).  Then place a tick next to the  EndNote add-ins within this list.  Then click Enable and Close.  Then click OK to close the Word Options window and try the Go to EndNote button on the EndNote tab, and see if the link to EndNote now works successfully.

  4. If these suggestions do not solve the “invalid class string” error you could also try cleaning your computer profile, or it may be necessary for your computer to be re-imaged.  Please contact Information Services on insrvConnect@cardiff.ac.uk for further advice if required.

Back to top

 


How do I create a separate bibliography at the end of each chapter within a single Word document?

If you want to produce a Word document containing separate chapters, each with its own bibliography, you can configure an EndNote output style to do this for you.  EndNote can be instructed either to create only a bibliography at the end of each chapter, or to create a bibliography for each chapter plus a full, cumulative bibliography at the end of the whole document.

1.  To prepare your Word document correctly, you need to insert a Section Break between each subsequent chapter after the end of the first chapter:

  • Click just before the start of your second chapter.
  • Go to the Page Layout tab in Word.
  • In the Page Layout palette, click on the Breaks button and choose one of the available Section Breaks, e.g. Continuous.
  • Repeat these steps to insert another Section Break just before the start of each of the following chapters.

2.  Since most EndNote styles are not by default configured to generate multiple bibliographies within a single Word document, you will probably need to edit the EndNote style you want to use, by copying it to your own filespace so you can make personalised alterations:

  • Open Windows Explorer (Right-click on the Start button in the lefthand corner of the screen, and choose Explore).
  • Navigate to F:\AppwinXP\EndnoteX4\Styles and find the style you want to use.  Right-click on the name of the style, and choose Copy.
  • Now navigate to your H:\drive.  
  • Then you need to create a folder called EndNote Styles. Click on File – New – Folder and call the new folder EndNote Styles.  Double click on the Styles folder and then right-click in the folder space and choose Paste.  
    VERY IMPORTANT: Now please rename your copy of the style to [Style Name] TEST.ens.  This is very important to avoid confusion between files later in this process!

3. You now need to change the Folder Location preferences in EndNote to look on your H:\ drive to find the Styles folder:

  • In EndNote click on Edit – Preferences – Folder locations then click on the Select folder button for the Styles folder. 
  • Then click on the drop down menu at the top of the window and locate your H:\ drive.  Click on your EndNote Styles folder.
  • Click on Select – Apply – OK.  

4.  Next you need to open the EndNote Style Manager to edit your copy of the output style: In EndNote click on Edit – Output styles – Open Style Manager... You should now find that your personal copy of the style with the filename [Style Name] TEST.ens is listed alongside all the campus-wide styles from the F:\ drive.  (This is why it was important to rename your style so you can distinguish it from the standard version of the style.)

5.  Finally, you can now modify the style to create a bibliography after each section:

  • On the EndNote toolbar go to Edit – Output Styles – Open Style Manager…
  • Highlight your copied style in the list and click Edit.
  • In the new window which appears, choose Sections in the lefthand panel (5th item in the list).
  • Now you have 2 options to determine how EndNote handles bibliographies in a document where you have inserted section breaks.  You can either:
    1. Create a bibliography for each section, or
    2. Create a bibliography for each section and a complete bibliography at the end of the document.
  • Choose your preferred option then close the style editor window by clicking on the lower cross at the top right of the screen.  You will be prompted to save your changes: click Yes.
  • In future, when you select this referencing style for a document in which you have created section breaks, the bibliographies for each section should be displayed according to the settings you have made in the output style.

Back to top

 


How do I create a bibliography from multiple Word documents?

By using the Master Document feature in Word it is possible to generate a single bibliography from multiple Word documents. This enables you to create a single cumulative bibliography even if you have many references listed in a number of different Word files.

To create a single bibliography:

  1. Insert your citations and references in each document, or chapter, as you would normally do by using the Cite While You Write [CWYW] feature of EndNote.
  2. Click on the EndNote tab on the toolbar In Word.  Then, on the Bibliography palette, use the Convert Citations and Bibliography drop-down menu to choose the option to Convert to Unformatted Citations.  Do this for each separate Word document.
  3. Save and close all of your Word documents.
  4. Create a New Word document.
  5. Click on the View tab in the Word toolbar.  Then click the Outline button in the Document Views palette.  This will change the designate the new document as a Master Document and will change the display of the document.  It will also activate a new Outlining tab on the toolbar.
  6. Click on Show Document in the Master Document palette.  This will reveal further options on the Master Document palette.  Clicking on the new Insert button in this palette will open up an Insert Subdocument dialog box where you can browse to find the file containing your first chapter. Highlight the required file and click Open to insert it into the Master Document.
  7. NOTE: If you have collapsed subdocuments to hide their content in Outline view, make sure you expand them in order to display the contents of all subdocuments before continuing.
  8. In Word, click on the arrow symbol at the bottom right of the Bibliography palette within the EndNote tab on the Word toolbar. This will open the EndNote Format Bibliography dialogue box   .
  9. Use the Style: drop-down menu to select the style you require and click on OK.

EndNote will now create a complete bibliography of all of the references contained in each of your chapters. The bibliography will be automatically placed at the end of the last subdocument containing EndNote citations which you inserted into the Master Document.

If references are changed in any of the subdocuments, the master bibliography can automatically be updated with the new changes: you will need to rerun the Format Bibliography command in the Master Document to update the complete bibliography, if changes have been made.

Back to top

 


How can I create an independent Word bibliography from my EndNote library, without first inserting citations into a document?

 

  1. Open the library of references in EndNote.
  2. Make sure you have selected the style you want the references to appear in, e.g. Cardiff University Harvard.
  3. Select the desired references from your list in the EndNote library. You can either select them all by going to Edit > Select All on the EndNote toolbar, or you can select just some of them by holding down the Ctrl key and clicking on only the ones you want from the list.
  4. In EndNote go to Edit > Copy Formatted on the toolbar.
  5. Switch to Microsoft Word and use the Paste button in the Clipboard palette on the Home tab to create a bibliography of all the references you have created.

 

Back to top

 


How do I create footnotes instead of endnotes using the EndNote software?

This can be done using Microsoft Word's footnote facility.

  1. In Word 2007, position the cursor at the point where you wish to insert a reference in your text. On the References tab click Insert Footnote in the Footnotes palette.
  2. Click in the footnote field which appears at the bottom of the page.
  3. On the Word toolbar click on the EndNote tab and click on Go to EndNote in the Citations palette. This should take you directly to your EndNote library if it is already open, or otherwise prompt you to open the EndNote library you wish to use.
  4. In EndNote highlight the reference you wish to insert then, on the EndNote toolbar, go to: Tools > Cite While You Write > Insert Selected Citation(s).

The full citation will appear in the footnote area, and also in the bibliography at the end of your document.

To make the footnote numbering begin at '1' for the start of a new chapter within the same document:

  1. At the beginning of each chapter, insert a Section break (click at the start of a chapter then activate the Page Layout tab in Word.  Use the Breaks menu on the Page Setup palette to choose a Continuous Section Break, then click OK). Each chapter will now be treated as a separate section of the document.
  2. Finally, configure Word to start at '1' for the first footnote in each chapter: activate the References tab in Word and click on the small arrow symbol at the bottom right hand corner of the Footnotes palette, to show the Footnote and Endnote dialogue box. Next to Numbering, change the setting from Continuous to Restart each section in the drop-down menu, then click Apply.

Word will now begin numbering the footnotes at '1' in the new chapter.

Back to top

 


How do I delete a reference I have inserted into Word?

You should not do this by simply deleting the text of the reference within Word because EndNote's invisible formatting codes will remain in the background. (This means that the reference you have deleted may reappear next time you open the Word document.) To remove a reference correctly from a Microsoft Word document, go to Tools > EndNote > Edit Citations on the Word toolbar and click Remove then OK.

 


What do I do if Word shows lots of long codes where my citations and references should be?

EndNote works with Microsoft Word by placing what are called 'field codes' in the background of your Word document wherever a citation or reference has been inserted. These codes do not normally show in Word, unless field codes are for some reason set to be displayed. You can 'turn off' field codes in a document by pressing the ALT key and the F9 function key simultaneously. This should reinstate your citations and cause the field codes to disappear.

 


How can I import into EndNote a bibliography I created in Microsoft Word?

 

Three different methods are available:

  1. Copy and paste references from documents into EndNote — useful for a small number of references.
  2. Create a Tagged "EndNote Import" file — useful for longer bibliographies.
  3. Create a custom "tagged" format & import filter — useful for importing several different bibliographies.

 


1. Copying and pasting references from a document into EndNote

To transfer the references into EndNote:

  • Open the list of references in Word.
  • Select a reference and copy it using the Copy button in the Clipboard palette on the Home tab of the Word toolbar.
  • Open your EndNote library, and choose New Reference (CTRL+N) from the References menu to create a new reference.
  • Put the cursor in the Title field of the new reference and choose Paste from the Edit menu. This will paste the entire reference into the Title field of the Reference window. From here, you can drag-and-drop (or cut and paste) the individual pieces of data into their proper fields.  Be sure to remove extra punctuation, and make sure author names are each on a separate line.

 


2. Create a tagged "EndNote Import" file

 To import a list of references from Word into EndNote:

  • Save a copy of your file and remove everything but the reference data from the file.
  • Then convert the reference data into a tagged format. 

Each field of data (i.e. Journal, Volume, or Title) is preceded by an identifying tag: a percent sign (%) followed by a single capital letter, number or sign. Entire references are separated by one blank line:

%0 Book
%A Geoffrey Chaucer
%D 1957
%T The Works of Geoffrey Chaucer
%E F. N. Robinson
%I Houghton
%C Boston
%N 2nd

%0 Journal Article
%A Herbert H. Clark
%D 1982
%T Hearers and Speech Acts
%B Language
%V 58
%P 332-373

%0 Thesis
%A Elena Cantucci
%T Permian strata in South-East Asia
%D 1990
%I University of California, Berkeley
%9 Dissertation

There is a full list of EndNote tags and reference types.

  • Author names use the %A tag.  Author names can appear either as Geoffrey Chaucer or Chaucer, Geoffrey. Either initials or full names are accepted. 
  • %A tag should repeat for each author, with the names listed one per line:

%A Jones, Mary
%A Simon, Jeff

  • Once all the references are tagged save the document as a plain text file (.txt) and close the document.
  • Open your EndNote library, Choose File > Import.  Use the Browse button to choose the text file you have saved.  Then select the correct Import option, which is EndNote Import.  Now click OK and your references should be imported into the library.

 


3. Creating a custom "tagged" format

If you have a large bibliography that you would like to import into EndNote, it may be possible to use the Find and Replace commands within Word to insert descriptive tags in front of some of the fields of data so that EndNote can accurately import the references. In addition to adding tags, you also need to make a filter to read your tags.

  • Save a copy of your file and remove everything but the reference data from the file.
  • Add descriptive field tags at the start of each reference and the filter does the rest of the work. This works well for reference lists that have clear delimiters separating the individual components of the reference (author, year, title, etc.).

Suppose your references look like this:

Jones, M. C. and Harrison, G. (1990) "Planet X" Icarus. Vol. 3 no. 4, pp. 11-23.
Billoski, T.V. (1990) "Greenhouse hypothesis" Extinction. Vol 2 no. 1, pp. 12-18.

The process of converting this bibliographic format to a tagged format would be something like this:

Search for 2 paragraph marks (since the references are separated by 1 blank line), and replace with two paragraph marks and a tag "XX-" followed by a space.

The result is a tagged data file that looks like this:

XX- Jones, M. C. and Harrison, G. (1990) "Planet X" Icarus. Vol. 3 no. 4, pp. 11-23.
XX- Billoski, T.V. (1990) "Greenhouse hypothesis" Extinction. Vol. 2 no. 1, pp. 12-18.

Once you have made all the changes to tag as much of the data as necessary, save the file (as a plain text file .txt), and create an import filter to match the tags and formats of the references.

 

Create a filter

The basic steps to create a new filter to read your data file using EndNote are:

  • From the Edit menu, choose Import Filters and select New Filter.
  • If you would like, you may enter a category for the filter (usually the information provider is used for the category), and any other comments about what the filter is based on or what data it is used to import.
  • Click on the Templates option.
  • From the Reference Types list choose the first reference type that you would like to define, and enter the necessary tags and the corresponding fields into the reference type template.
  • Define additional reference types, as necessary, by selecting them from the Reference Types list and entering the tags and fields for them as well.
  • Click on the Reference Type option in the list of panel names, and choose the default reference type for the filter.

Clean up the data

After you set up your file with tags and create a filter to import it, you should test and refine the filter by importing into a new library. Once your filter is working as you would like it, you can use it to import the data file into your real EndNote library.

If you can't get the filter to import everything exactly as you want, you may have to do some manual editing to correct this either before or after importing the data into EndNote. You might find it useful to import into a test library, then use the Change and Move Fields commands in EndNote's References menu and the Change Text command in EndNote's Edit menu to clean up the data. Then, transfer these references to your real library with drag-and-drop, copy and paste, or the Import command.

Back to top

 

Formatting citations and references

 


How do I change the format of the citations in my text, for example from (Jones 1992) to (Jones)?

Do not simply edit formatted references by clicking in them and typing changes, because alterations made in this way will not be preserved.  Instead:

  1. Insert your references into Word in the usual way, using the Cite While You Write function in EndNote.
  2. To change the format of a particular citation, click on the formatted citation in Word.
  3. On the EndNote tab on the Word Toolbar, choose EndNote > Edit Citations(s) in the Citations palette. 
  4. In the dialog box which appears, select the citation that you want to edit, and click on Exclude Author or Exclude Year. 
  5. Click OK. EndNote will automatically incorporate your changes and will preserve them the next time you format.

Note: you will see that in the Edit Citations box there is also an option to specify page numbers for a citation.  In most cases however this will not work - to insert page numbers into a citation see How can I include page numbers in my citations? below.

Back to top

 


How can I include page numbers in my citations?

Do not simply add page numbers by typing into the text of EndNote citations you have inserted into Word, as changes made in this way will be lost when you close the document. Instead, you should insert page numbers by working in Word with unformatted EndNote citations. Unformatted citations can be created and modified to include page numbers as follows:

  1. In Word, click on the arrow symbol at the bottom right of the Bibliography palette within the EndNote tab on the Word toolbar.  This will open the EndNote Format Bibliography dialogue box.
  2. Click on the Instant Formatting tab and click Disable to disable instant formatting. 
  3. Add citations to your Word document in the normal way by using the Cite While You Write function. With instant formatting turned off, citations will appear unformatted in your Word document. An unformatted citation looks like this: 
    (Jones, 1999 #24)
    #24 is simply the unique record number EndNote has assigned to this citation. This will not appear in your final document.
  4. Modify the reference according to the following model, inserting the relevant page number(s): 
    (Jones, 1999 #24 pp.5-7)
  5. Repeat steps 2 and 3 until you have created all the modified citations you require. 
  6. Next, ensure that the EndNote library containing your references is open. 
  7. Then, on the Word toolbar, use the Style: drop-down box in the Bibliography palette of the EndNote tab to format the citations in your chosen style and insert them into your bibliography automatically, with page numbers included where you have added them.

Back to top

 


How do I make corporate authors appear correctly in my citations and references?

When you type a corporate name, such as Cadbury Schweppes Ltd, in the author field of an EndNote reference, you must type a comma after the corporate name.  This will cause EndNote to treat the whole name as a block of text, and prevent it from inverting the words to conventional 'Last name', 'First name' format.

Back to top

 


How can I modify an output style if it doesn't do exactly what I want?

If you want to edit an output style, you may do this by copying the style on to your own personal filespace and then editing it. Advice to get you started is given here, but you will need to consult the EndNote user manual for the full details on how to achieve the modifications you require.  You can find full guidance on editing styles in the official EndNote manual on the EndNote company's Technical Support and Services page.

To create a copy of the style you wish to edit: 

  1. Create a folder on your personal filespace, e.g. on your university H:\ drive, and call it EndNote Styles.
  2. In EndNote, go to Edit on the toolbar. 
  3. Go to Preferences… 
  4. Select Folder Locations from the EndNote Preferences box.
  5. Under ‘Style Folder’, click on Select Folder.
  6. Click on the output style to select the output style you wish to edit. 
  7. Copy the style (Ctrl + C) 
  8. Navigate to your personal filespace (e.g. your university H:\ drive) using the drop down ‘Look in’ menu and paste the style into your EndNote Styles folder (Ctrl + V). 
  9. Click on Select, then Apply and then OK. 

EndNote will now be pointing to your EndNote Styles folder within your personal filespace. To edit the copied style: 

  1. Click on Edit then Output Styles 
  2. Find the output style in the list then click in the box next to the left of the output style then click on Edit. You will now be able to edit the style. 
  3. Click on File and Save to save your changes. You will now be able to view the amendments by opening a Word document and seeing the changes when the edited output style is selected.  You will also be able to see the results of the modification to the style by selecting it within EndNote and viewing your references in the Preview pane of  you library.

Back to top

 

Troubleshooting preferences and settings in EndNote

 


The spell checker in EndNote is greyed out.  How do I activate this option?

The first time you want to perform a spell check in EndNote you will see the option is greyed out.  To activate the spell-check:

  1. On the EndNote toolbar, go to Edit > Preferences. 
  2. Select Spell Check and then click on Options.   
  3. Ensure that the options you want are ticked and then select your Main Dictionary Language from the drop-down menu e.g. British English, British English Medical etc.
  4. Double click on a reference in your EndNote Library to open it for editing.  
  5. You will now see that the Spell Check option is active. Click on it and a spell check will be run on that reference.

Back to top

 


How can I substitute the abbreviated journal names for the full journal names in a bibliography?

You can use the Journals term lists to store abbreviated journal names that EndNote can substitute for the full journal name in a bibliography. 

EndNote's term lists are used to store terms such as keywords, author names, or journal names. You can use these stored terms when entering references to improve consistency and accuracy of information in your library. 

You can load one of the following term lists for data entry.  The lists supplied are: 

  • Chemical.txt
  • Humanities.txt
  • Medical.txt

To begin using one of the supplied term lists:

  1. On the EndNote toolbar, go to Tools > Open Term Lists and then select Journals Term List.
  2. Delete all existing terms from the list (these are automatically added as you enter references into your EndNote library). You can click and drag to highlight all terms, and then click Delete Term.
  3. Click on the Lists tab and highlight the Journals list.
  4. Click Import List.
  5. In the next window navigate to C:\program files\EndNote X4\Terms Lists.
  6. Select the list(s) you want to use and click Open to import the journal names and abbreviations from the file into the Journals term list.

Depending on the output style you select, e.g. Cardiff University OPTOM Harvard Style, when you enter abbreviations these will now be replaced by the full journal title.

Back to top

 


Where have the output styles / filters / connection files gone?

It may be that EndNote is set up to look in the wrong place to find these files.  The easiest way to try to solve this is to verify the EndNote application.  This will usually restore default settings such as folder locations.  To verify EndNote go to Start > [All Programs] > Networked Applications > Spreadsheets and Databases > EndNote X4.  Right-click on EndNote X and then left-click Verify. Choose Yes to confirm this action. EndNote will be reinstalled on your PC and this should restore the default settings for output styles, filters and connection files.

If this does not solve the problem, or you did not see an option to Verify EndNote when following the above instructions, you will need to do the following:

  1. Open EndNote and go to Edit > Preferences on the EndNote toolbar.
  2. Click on Folder Locations in the left of the Edit Preferences window.
  3. The Style folder should point to F:\AppwinXP\EndnoteX4\Styles.  If it doesn't you will need to click on Select Folder. This will open up the 'Where is the styles folder?' window.  To restore the correct setting, you will need to navigate to the filepath given above.
  4. Repeat 2 and 3 above for the Filter folder (to point to F:\AppwinXP\EndnoteX4\Filters) and also for the Connections folder (to point to F:\AppwinXP\EndnoteX4\Connections).
  5. Then click OK.
  6. Close EndNote down and then open it again. The program should now look in the correct locations to find styles, filters and connection files.

Back to top

 


Using EndNote off campus

 


Can I use the EndNote software at home?

  1. If you want to use the full version of EndNote at home you will need to purchase a copy of the software. The latest version can be bought at an academic discount from Information Services. Please see the Purchasing software and computers pages for details. 
  2. Alternatively you can register for EndNoteWeb. Although possessing less functionality than the networked version, EndNote Web provides the option of accessing EndNote off-campus and free of charge.

 


Can I have a copy of the EndNote software installed on a non-networked University computer?

If it is a University-owned desktop computer then you are entitled as a member of the University to have a free copy of the EndNote software installed.  Contact the INSRV Service Desk ( insrvConnect@cardiff.ac.uk) who will arrange for technicians to visit your office to install EndNote on your desktop computer .  

Unfortunately it is not possible to get a free copy of EndNote installed on a University-owned laptop computer.  This is because a laptop can be taken out of the University and used elsewhere, so it is not allowed under the software license agreement held by the University.  Therefore if the computer in question is a laptop, you will need to purchase a copy of the EndNote software.

 


How can I register for EndNoteWeb?

You can sign up either on- or off-campus to use EndNoteWeb:

Signing up on-campus

To sign up to and log in, go to EndNoteWeb.

If you are new to EndNoteWeb, then click on Sign up for an account.

Please note: after 12 months of off-campus only use, an EndNoteWeb account will be de-activated. The account will remain de-activated until it is re-activated on-campus (however, any libraries, references, personal settings, etc. will be saved). If an EndNoteWeb account is not re-activated on-campus six months after being de-activated all personal data will be lost.

Signing up off-campus

EndNoteWeb enables the use of Web of Knowledge registration details to log into EndNoteWeb.  So if you have already registered with Web of Knowledge you will be able to use your present registration details to log into EndNoteWeb.

To sign up to Web of Knowledge: from its homepage, click on the Click here to access ISI Web of Knowledge button, then click on Sign in, then Register.

Please note: if you use Web of Knowledge registration details to log into EndNoteWeb you will need to login directly to Web of Knowledge once every 12 months to keep your registration alive.

You should now find that you can use the cite while you write EndNoteWeb tools in Word and you can transfer material between EndNote and EndNoteWeb.

 

Using EndNoteWeb on campus

 To use EndNoteWeb on campus, you first need to load the networked version of EndNote from Start > [All Programs] > Networked Applications > General Software > Spreadsheets & Databases.  This will load the EndNoteWeb toolbar to appear in Word and you also need to alter your Internet Explorer settings. (The Cite While You Write toolbar in Word is only compatible with Internet Explorer).

Further help with EndNoteWeb

Cardiff University has produced an EndNoteWeb guide which is available from your library or you can obtain information from FAQs and access an online tutorial from the EndNoteWeb help pages.

 


How can I use the Cardiff University Harvard style if I have bought EndNote to use on my home computer?

First you will need to make a copy of the Cardiff University Harvard style from the network:

  • On campus, open EndNote and go to Edit > Preferences... 
  • Then click on Folder Locations in the left hand panel.  In the main panel click on Select Folder on the top line, next to the Style Folder file path. 
  • In the Where is the Style folder? box which appears, select the Cardiff University Harvard style then right-click and choose Copy. 
  • Now open Windows Explorer and right-click and choose Paste to save the file to a USB pen or other storage medium which you can take to your home computer. Alternatively, paste the file onto your H: drive and then email it to yourself at home, with the file included as an attachment, or access it off-campus directly from your H: drive, via the Cardiff Portal’s Workplace tab. 

Next you will need to save the file in the correct place on your home computer:

  1. Save the Cardiff University Harvard.ens file to the C:\EndNote\Styles folder on your home computer.
  2. Open EndNote on your home computer and go to Edit > Preferences... and select Folder Locations in the left-hand panel of the window which appears.
  3. Under Style Folder, click on the Select Folder... button.
  4. Select the drive where you saved the file, using the drop-down arrow under Drives: at the bottom right of the window. Find the .ens file you saved and click on Select Folder. Then click OK.
  5. Close down EndNote and open it again. The program should now be set to look on your C:\ drive to find the Cardiff University Harvard style and you will now be able to display all your references in this style.

Back to top

 


How can I convert libraries created with older versions to open them in EndNote 8/9/X/X3/X4?

  • In EndNote 8/9/X/X3/X4 go to File > Open > Open Library.
  • Select the old EndNote library file you wish to convert.
  • EndNote 8/9/X/X3/X4 will create a new versionX library and leave the original library unchanged.
  • You can now work with the new version in EndNote 8/9/X/X3/X4 but be aware that modifications you make in this new version of the library will not be replicated in the original library that was created in the earlier version of EndNote.

Back to top

 


How do I open libraries created with EndNote 8/9/X/X3/X4 in older versions of EndNote?

Libraries created in Endnote 8, 9, X, X3 or X4 are not backwards-compatible with previous versions. To use EndNote 8/9/X/X3/X4 libraries with an older version of EndNote you will need to import the library from EndNote 8/9/X/X3/X4 into the older version of the program:

  1. Open the library in EndNote 8/9/X/X3/X4 and make sure all references are showing.
  2. Select Refer Export as the output style.
  3. Go to File > Export..., enter a file name, and save the file to a convenient location such as the Desktop.
  4. Next, in the older version of EndNote, create a new library or open an existing one.
  5. Go to File > Import.
  6. Click the Choose File button and select the text file you just created.
  7. Under Import Option select Refer/BibX.
  8. Click the Import button.

Back to top

 

Other issues

 

How can I merge two libraries together?

Open one of your libraries and go to File > Import on the toolbar. Use the Browse button to find the second library you wish to import into the open library. Choose the EndNote Library Import Option and pick the appropriate Duplicates setting, depending on how you wish EndNote to deal with duplicate references which appear in both the libraries. Click on Import and the references from the second library will appear in the library which is currently open.

Be aware that whenever you add references to a library they are each assigned a unique record number, in the order in which they were added to the library. This means that references imported into a new library will be assigned a new record number after importing. Consequently, you will not be able to use the new merged library to format papers that have already have citations with the older record numbers from the previous non-merged libraries.

Back to top

 

Further help

 

How can I access the EndNote manual online?

You can see the EndNote Users' Guides for Window and Mac on the EndNote Technical Support and Services page.