EndNote X9

About Cite While You Write

Why Use Cite While You Write (CWYW)?

  • CWYW allows you to use your EndNote references to insert citations in a Microsoft Word document.
  • CWYW automatically creates a bibliography from the inserted citations.
  • CWYW allows you to change the format of your citations and bibliography.

How do I get Cite While Your Write (CWYW)?

  • Need to have Microsoft Word installed on your computer before you install EndNote.
  • When you install EndNote on your computer, an EndNote menu is automatically added to your Microsoft Word toolbar.

EndNote X6 is compatible with Microsoft Word 2003, 2007 and 2010.  EndNote X7 is compatible with Word 2013, Word 2007, and 2010.

 

Note: If you are using an older version of Word on a Mac, you may want to visit the page on Mac Users for alternate instructions.

Inserting Citations

Note that before you can insert a citation into a Word document, you must have the document and the desired EndNote library open on your computer. You can then insert the citation from the Word or EndNote interfaces.

To insert a citation from within Word:

  1. Click on the EndNote menu tab in the Word toolbar.
  2. Click Insert Citation and choose Insert Citation... from the drop-down menu.

    Insert Citation

  3. The EndNote Find & Insert My References dialog box will appear.  In the text box at the top of the dialog box, enter text (author's last name, year, title, keyword) to search for the reference in your library. Or if you want to search through all articles in your library, insert an asterisk (*). Click the Find button.
  4. In the results of your search, click on the reference that you want to cite to highlight it. To highlight multiple references, hold down the Ctrl key while you click on references.
  5. Once you have selected your references, click on the Insert button.  The selected references will be inserted into your Word document and displayed as defined by the current Output Style.

To insert a citation from within EndNote:

  1. In EndNote, highlight the references that you wish to cite.  To highlight multiple references, hold down the Ctrl key while you click on references.
  2. Once you have selected your references, click on the Insert Citation button in the toolbar along the top.  The selected references will be inserted into your Word document.

Note: Save your Word document after inserting citations.

1. Insert Citation: Insert the selected citation into your Word document. 

2: Format Bibliography: Make edits to the bibliography in your World document. 

Note:  If you have to create an annotated bibliography, it's a good idea to remove field codes and then paste your annotations in the bibliography. Otherwise, EndNote will think your notes are "errors" and will delete them when Instant Formatting is on, or when you click "Update Citations and Bibliography."

3. Go to Word Processor: Bring your Word document to the front of your screen.

Editing Formatted Citations

 To modify, add or delete formatted citations:

  1. In your Microsoft Word document, click on the citation that you wish to edit, becoming grey. 
  2. Click on the EndNote menu tab in the Word toolbar.
  3. Click on Edit & Manage Citation(s).  The EndNote Edit & Manage Citations dialog box will appear.

Modify Citations

  1. In the EndNote Edit & Manage Citations dialog box, click on the citation you wish to edit.
  2. From the dropdown menu next to Formatting, choose how you want the in-text citation to appear.  For example, you can choose to Exclude Author or Exclude Year from the citation.
  3. Add a prefix or suffix by typing text in the Prefix or Suffix boxes.  The text will appear before (prefix) or after (suffix) the citation.
  4. Add page numbers to the citation by entering numbers into the Pages box.  Page numbers will only appear for Output Styles that contain a cited pages code, for example, MLA and Chicago.
  5. Click OK to close the dialog box.

Add Additional Citations

  1. In the EndNote Edit & Manage Citations dialog box, click on the citation you wish to edit.
  2. From the Edit Reference drop-down menu, select Insert Citation.  The EndNote Find & Insert My References dialog box will appear.
  3. See instructions above (Inserting Citations) for how to find and insert a reference from within a Word document.  The new references will be added to the current citation.
  4. Click OK to close the dialog box.

Delete Citations

  1. In the EndNote Edit & Manage Citations dialog box, click on the citation you wish to edit.
  2. From the Edit Reference drop-down menu, select Remove Citation.
  3. Note: Do NOT use the Delete or Backspace key to remove a citation from your Word document.  EndNote codes associated with the citation may not be erased and your document could become corrupted.
  4. When you have made all the desired changes, click the OK button to close the dialog box.

Changing Output Style

What is an Output Style?

  • Templates that control appearance of in-text citations, footnotes and bibliographies.
  • Styles defined by journal, such as Nature, or publisher, such as American Psychological Association (APA).

How to Change Output Style in Word Document

  1. Click on the EndNote menu tab in Word toolbar.
  2. Click on the Styles menu.  Select the desired style.  Your citations, footnotes and bibliography will now appear in this style.  For more information on Output Styles, see the Advanced Tips page in this guide.

Removing Field Codes

What are field codes?

Cite While You Write places field codes around and inside your formatted citations in Word, which allows EndNote to format citations continuously as you write. Removing field codes means deleting the field codes and saving the formatted citations and bibliography as text.

Why would I want to remove field codes?

Journal publishers may request that you remove field codes when submitting a manuscript. You may also want to remove field codes when sharing your Word document with a colleague who is using a different word processor or an incompatible version of Word.

To remove field codes:

  1. Open a copy of your formatted Word document.
  2. Click on the EndNote menu tab in the Word toolbar.
  3. Click on Convert Citations and Bibliography and choose Convert to Plain Text from the drop-down menu.
  4. A dialog box will appear informing you that the Convert to Plain Text command will create a new copy of your document with no field codes.  Click OK.  The new document will appear in a new unsaved document window.
  5. Save the new document.

Note: Once you have removed field codes, you cannot reformat your citations and bibliography.  Make sure you maintain your original documents with EndNote field codes.

Moving Text with Citations

  1. If you want to move text around within the same document, you can cut and past as you would ordinarily do.
  2. To move text from one document to another, do the following:
  • select the text you want to move. Then open the EndNote menu and select Convert Citations and Bibliography>>Convert to Unformatted Citations (see above).
  • Cut or copy your text and paste it into the new document.
  • Open the EndNote menu in your new document, and click Update Citations and Bibliography  (see below). (If you are using EndNote Desktop, you might have to open your library file for this to work. If you are using EndNote Online, Word may prompt you to sign in).
  • Your citations will be formatted in your new document, and EndNote will create a bibliography at the end of the document.

Moving Text and Citations Between Documents

If you want to move text around within the same document, you can cut and past as you would ordinarily do.

To move text from one document to another, do the following:

  • select the text you want to move. Then open the EndNote menu and select Convert Citations and Bibliography>>Convert to Unformatted Citations (see above).
  • Cut or copy your text and paste it into the new document.
  • Open the EndNote menu in your new document, and click Update Citations and Bibliography  (see below). (If you are using EndNote Desktop, you might have to open your library file for this to work. If you are using EndNote Online, Word may prompt you to sign in).
  • Your citations will be formatted in your new document, and EndNote will create a bibliography at the end of the document.