[Go back]

FAQ

Creating Bibliographies in RTF documents

EndNote allows you to create bibliographies in RTF (rich text format) documents. The instructions are different to those for Word documents.

Inserting citations

  • Open your EndNote Library and your RTF document
  • Position the cursor where you'd like the citation to appear
  • Go to EndNote and select the reference(s) you wish to insert. Press Ctrl while clicking on the references to select multiple references; press Shift to select a range of references, then Edit > Copy
  • Paste the temporary citations into your RTF document
  • The pasted citations appear in EndNote's temporary format, eg {Smith, 2004 #26} These temporary citations will be formatted later
  • Once all the citations are added, File > Save. Remember to save the file as an RTF document
  • Close the RTF document.

Citing references in Footnotes or Endnotes

Once you have created a footnote or an endnote in your document, you can cite references in them just like you cite references in the body of the text.

Formatting your bibliography

  • Open EndNote
  • Tools > RTF document scan > RTF document scan
  • Locate your RTF document. (The next time you choose RTF document scan you will see your recently used files listed)
  • Check the Citations window to make sure that EndNote was able to find matching references for all the citations.
  • Every citation should have a "1" next to it in the Matches column; this means that EndNote found exactly one reference in the library to match the citation in your document. (If a "0" or number greater than "1" appears in the matches column, you will need to resolve the problem. See instructions below, under Citations window.)
  • Select a style from the Output styles list in the Citations window.
  • Click Format, EndNote will create a copy of your document complete with formatted citations and a bibliography.
  • Name and Save the formatted copy of your document. EndNote will automatically add the name of the output style to your filename; you can change this by entering your preferred filename in the text box.

Note: never save the formatted document with the same name as the original unformatted document. You must have the unformatted document if you ever want to format the document again.

  • Close the Citations in… window
  • Go to your word processor and Open the formatted version of your document.

Note: if you need to make changes to your formatted document (eg. change a citation, add more text or change the bibliographic style), you need to edit the original unformatted document, and then use RTF document scan again.)

Citations Window

The Citations window appears when you scan an RTF document for formatting. It lists all of the citations found in the document, in the order in which they appear, and displays the number of matching references for each citation.

Buttons available in the Citations window:

  • Lookup: select one or more citations and click Lookup to view or edit the reference in your EndNote library. If you make any changes Rescan the document.
  • Scan next: use the Scan next if you plan to create a bibliography from multiple RTF files. Use Scan next to open the next RTF file.
  • Rescan: if you have made any changes since this window was displayed, click Rescan to update the citations list.
  • Format: create a copy of your document with formatted citations and bibliography.
  • Close: to close the citations window.

In the Show section of the window, you can limit the list view to how many matched citations, unmatched citations and ambiguous citations appear in the document. Unmatched and ambiguous citations will not be formatted in the document and will not be included in the bibliography.

Unmatched citations (A "0" match)

A zero in the matches column indicates that there is no matching reference in any open library for that particular citation.

Note: if regular text in your document is surrounded by citation markers (eg. {regular text}), EndNote will treat the text as a mismatched citation. In this case you can ignore the warning about it being a mismatched citation.You must resolve any unmatched citations that you wish to format.

Ambiguous citations (Matches greater than 1)

A number greater than 1 indicates that multiple references in the currently open library or libraries match the citation and EndNote does not know which reference to use. Double click on an item to see which references are considered matches, and then re-insert the correct citation into the document.

Adding page numbers

To add page number to your in-text citations

  • Add the page number information in the brackets at the end of the temporary citation, eg {Smith, 2004 #26 p.14} The page number information will be retained when EndNote formats the temporary citations.

Reformatting your document with a different bibliographic style

  • Open EndNote
  • Tools > RTF document scan > RTF document scan. Open the original unformatted copy of your document.
  • Choose the new output style
  • Click Format
  • Save the new version of your document.
[Top]