EndNote for Scientists
Using EndNote's Cite While You Write Feature

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Overview of Cite While You Write (CWYW)

EndNote's Cite While You Write (CWYW) feature allows you to quickly and easily cite references, figures, and tables, from your personal EndNote library in a Microsoft Word 2000, XP, or 2003 document.

EndNote's installation program installs Cite While Your Write support for Microsoft Word 97, 2000, or XP. If you install Word after installing EndNote, you must either reinstall EndNote or do a custom install of the word processor support. When Cite While You Write is installed, several EndNote commands appear on an EndNote 8 submenu of the Tools menu in Word. Table 1 provides brief descriptions of the Cite While You Write commands found on the EndNote 8 submenu of Word's Tools menu.

What is a Citation?

A citation is the brief bibliographic information in the body of a paper that refers to the reader to a complete reference in the bibliography. A citation typically consists of a bibliography number or the author and year in parentheses:

... study, conducted by researchers at Penn State University.1

... study, conducted by researchers at Penn State University (Smith et al., 2006).

You can insert citations into an existing manuscript or as you write.

Finding and Inserting a Citation into a Word Document

To Find and Insert a Citation into a Word Document:

1. Open the EndNote library that contains the reference you wish to cite.

2. Open the Microsoft Word document that you are writing.

3. When you are ready to cite a source, position the cursor in the text where you would like to put the citation.

4. From Word's Tools menu, select the EndNote 8 submenu, and Find Citation(s) to display the EndNote Find Citations dialog.

5. In the Find box, enter text to identify the reference you wish to cite. This could be an author's last name, a year, a keyword, or any other combination of terms found in the reference.
   Note: EndNote assumes an "and" between each word, and will search all fields in your EndNote library records.
   

6. Click Search and EndNote compares the identifying text to your EndNote references and then lists the matching reference(s).

7. Identify, highlight, and Insert the appropriate reference(s). If no references match your search terms, modify your search text and click Search again.
   
   The citation is inserted directly into your Word document in the same font as the surrounding text. Once a citation is inserted, it contains complete reference information in hidden codes.
   

8. Go back to step 3 to insert the next citation, and continue citing references this way.

   Note: When Instant Formatting is turned on, each time you insert a citation it is formatted and a bibliography is updated at the end of your document. When you are done inserting citations, you document is done! Instant formatting is turned on by default. To turn instant formatting off or on, go the Tools menus in Word, then the EndNote 8 submenu, and select Cite While You Write Preferences. The Enable Instant Formatting on new Word documents check box appears under the General tab.

9. If your citations are not automatically formatted, and a bibliography is not updated each time you insert a citation, go to the Tools menu in Word, then the EndNote 8 submenu, and select Format Bibliography. A Format Bibliography dialog appears, where you can change, or simply verify, the style and layout of the bibliography.

10. Click OK. EndNote scans your paper and, using the selected style, formats any temporary citations, reformats formatted citations, and appends a bibliography to the end of your paper.

To Insert Multiple Citations into a Word Document:

1. From the Tools menu in Word, go to the EndNote 8 submenu and select Find Citation(s).

2. Enter a generic search term that will find the references you want, and click Search.

3. Hold down the CTRL key while clicking on the desired references in the list (or hold down the SHIFT key to select a continuous range of references) in order to highlight the references.

4. Click Insert.

To Find and Insert a Citation From Highlighted Text in a Word Document:

1. As you are typing, enter text to identify the reference you wish to cite, and highlight the text.

2. From Word's Tools menu, select the EndNote 8 submenu and Find Citation(s) to display the EndNote Find Citations dialog.

3. Highlight the desired reference(s) in the list.

4. Click Insert.

EndNote inserts your highlighted text into the Find box. Use the Find Citation(s) dialog as described above under "Finding and Inserting Citations."

Inserting a Citation into a Word Document Selected in EndNote

To Insert a Reference Selected in EndNote:

1. Open the Word document and position the cursor at the location where you would like the citation.

2. From the Tools menu in Word, go to the EndNote 8 submenu and then Go to EndNote.

3. Highlight the desired reference(s) in your EndNote library.

4. From the Tools menu in EndNote, select the Cite While You Write submenu and choose Insert Selected Citation(s).

To Insert Multiple Selected Citations from EndNote:

1. In EndNote, hold down the CTRL key while clicking on the desired references in your library (or hold down the SHIFT key to select a continuous range of references).

2. From EndNote's Tools menu, go to the Cite While You Write submenu and choose Insert Selected Citation(s).

Inserting, Removing, or Editing Citations within an Existing In-Text Citation

To Insert, Remove, or Edit Citations within an Existing In-text Citation:

1. Click on the formatted citation.

2. From Word's Tools menu, go to the EndNote 8 submenu and Edit Citation(s) to display the EndNote Edit Citation dialog. All of the cited references in the document are listed in the left column of the dialog. An ellipses shows where a citation appears within text. The line below shows the cited reference(s).

3. Highlight a citation, and then:
   
   • Click Remove to delete it.

   • Click Insert to insert another citations within the same set of delimiters.

   • Use the arrow buttons to change the order of the citation in a multiple citation.

Customizing Individual Citations

In some cases, you may want an individual citation to differ from the standard format. For example, if the publication year or author for a particular work is mentioned in a sentence, you may not want to repeat it in the citation. Or, you may want to add a page number or comment before or after the citation.

To Customize a Formatted Citation:

1. Insert and format the citation.

2. Click on the formatted citation.

3. From Word's Tools menu, go to the EndNote 8 submenu and Edit Citation(s) to display the EndNote Edit Citation dialog.
   All of the cited references in the document are listed in the left column of the dialog. An ellipses shows where a citation appears within text. The line below shows the cited reference(s).

4. Highlight the citation you want to customize.

5. Customize as needed:
   • Exclude Author: Select this to omit the author name from the formatted citation.
   
   
   • Exclude Year: Select this to omit the date from the formatted citation.
   
   
   • Suffix: Enter text here to print after the citation text. You can enter page numbers here if you always want them to print after the citation. Note: Spaces are important.
   
   
   • Pages: Page numbers entered here are considered entered into a "Cited Pages" field, so they can be manipulated on output just like any other EndNote field.
     Note: In order to print, the Cited Pages field must be listed in the citation template and/or footnote template of your output style. See the Customizing Output Figures & Tables, EndNote Libraries handout for instructions on modifying output styles.

6. Click OK to implement the change(s) to the citation.

Inserting and Formatting Figures and Tables

Once figures and tables are added to your EndNote library, they can be inserted into a Word document using Cite While You Write commands. See the Customizing Output Figures & Tables, EndNote Libraries and the EndNote 8 Tips: Images in EndNote handouts for instructions on adding figures and tables to your EndNote library.

To Insert a Figure into a Word Document:

1. Open the EndNote library that contains the figure you want to insert.

2. In the Word document, position the cursor at the location where you want the figure citation to appear.

3. From Word's Tools menu, select the EndNote 8 submenu and Find Figure(s) to display the EndNote Insert Figures dialog.

4. In the Find text box, enter text to identify the reference that contains the image.

5. Click Search. A list of matching EndNote references containing an image will be displayed.

6. Select and highlight the reference with the desired figure.
   Note: If no references match your search terms, modify your search and click Search again.

7. Click Insert.

EndNote places an in-text figure citation at the cursor location and inserts and labels the figure itself. In addition, EndNote automatically generates a sequential listing of all graphics inserted into the document.