Displaying / Hiding field codes in MS Word

When you use CWYW in MS Word to include in-text citations, EndNote includes information in the document, about the corresponding references in hidden field codes.

eg.

{ADDIN EN.CITE Marschark2003146
1461462326Marschark, MarcSpencer, Patricia Elizabethxvi, 505 p.Deaf Social conditions.Deaf Education.Deaf Means of communication.Sign language2003
Oxford ; New YorkOxford University Press0195149971 (cloth alk. paper)HV2380 .O88 2003 362.4/2http://ezproxy.csu.edu.au/
login?url=http://gateway.ovid.com/ovidweb.cgi?T=JS&NEWS=N&
PAGE=booktext&D=books&AN=01253222/1st_Edition/2&XPATH=/
OVIDBOOK%5b1%5d/METADATA%5b1%5d/TBY%5b1%5d/EDITORS%5b1%5d
}

EndNote users occasionaly, inadvertently toggle the 'switch' to display the field codes in MS Word ... without then knowing how to hide them!

Pressing Alt + F9 in MS Word will display / hide the field codes

It is recommended that you do not view field codes in Word. If you choose to view field codes, please do not modify them. Always keep backups of your papers!

Missing toolbar in Word

A number of users have recently reported that the EndNote toolbar has 'disappeared'. This may happen if MS Word incorrectly reports the the EndNote plugin or add-in is corrupt.

The CSU EndNote FAQ that advisers users how to fix this problem has recently been updated.

Corrupt Word document

The cite-while-you-write (CWYW) feature in EndNote makes referencing almost painless. But some users occasionally report that their cursor jumps to another section of the document when inserting or editing in-text citations, or formatting the bibliography. This problem may be caused by corrupt EndNote field codes in the document.

EndNote inserts hidden field codes in a Word document when you use the CWYW function, ie. when you insert an in-text citation, EndNote also includes information about the reference in hidden field codes. When you select a formatted in-text citation and use the Edit Citation(s) tool to Remove the citation, all the data in the associated hidden field codes is removed. When you make wholesale changes to a document that includes EndNote references, eg. cutting and pasting multiple sections of text, you may leave behind some of the field code data, and hence corrupt the Word document.

The following procedure should clean up the field codes in your document:

1. Make a backup of your document.
2. Unformat the in-text citations:

Word 2007: Go to the EndNote Web tab and choose "Convert Citations and Bibliography > Convert to Unformatted Citations."

Word 2000/XP/2003: Go to the "Tools" Menu and choose "EndNote Web > Unformat Citations" command.

This will also remove the reference list.

1. Select Ctrl+A on the keyboard to highlight everything.
2. Select Ctrl+6 (above the "T" and "Y" key) to remove any additional hidden field codes.
3. Select Ctrl+C to copy the highlighted text.
4. Open a new document and use Ctrl+V to paste.

You should now be able to format and edit this cleaned up version of the document without encountering the previous problems.

Note: This procedure will also remove other field codes and some formatting used by Word.

Further information can be found at on the Thomson Reuters EndNote web site at http://www.endnoteweb.com/support/faqs/CWYW/faq9.asp

The CSU Library EndNote FAQs describe the use of formatted (include field codes) vs unformatted references in Word.

Footnotes and EndNote CWYW

Having created a footnote or endnote in Microsoft Word, you can cite references in that footnote or endnote in the same way you cite them in the body of the document. The CSU Library EndNote Tutorial notes (Part 3) provide a step-by-step guide to creating footnotes using the Chicago 15th A output style.

see page 294 of the EndNote X1 User’s guide for more details http://www.csu.edu.au/division/library/research/docs/EndNote.pdf

Transferring references from a Word document to EndNote

Having discovered the potential of EndNote for managing references, organising and accessing electronic copies (PDFs), and generating a bibliography, new users will often ask if it is possible to convert a bibliography that they have previously created in Word, to an EndNote library. There is no easy way transfer the information in a Word document into an EndNote Library. The obvious options are to:

• Manually enter all your data into EndNote, using copy-and-paste.
• Locate the references in a database or library catalogue, and download them to EndNote using direct export or a filter. Using the connection file for the Charles Sturt University Library catalogue , or even downloading records from Libraries Australia can help with this process.
  
• Do some basic editing of the Word document so that the references can be imported into EndNote for further manual editing.

If you are working in the biomedical science area, and your bibliography consists largely of journal articles that would be included in the Pubmed database, you may be able to use the HubMed citation finder to automate much of the transfer to EndNote. In a test using a bibliography in a Word document with 20 references (originally found in Medline) I was able to locate and import 50% of these references directly into EndNote without any further editing using HubMed.

Further information and detailed instructions can be found in the EndNote FAQs maintained by the University of Queensland.