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EndNote Desktop: Using EndNote with Word on a Mac

This guide will introduce you to features of the referencing software, EndNote, and the resources and support available.

Use Microsoft Word and EndNote together

You can use EndNote with Microsoft Word (including Office 365), enabling you to 'Cite While You Write'. 

First you need to open a blank document and check for the EndNote tab in Word. If it not showing,  select Tools>Templates and Add-ins. Then select  EndNote CWYW Word 16 optionsSelect 'OK'. The tab should now appear. If not, close and then reopen Word). Also, check that APA 7th is the style selected. If not, select it.

EndNote tab in Word on a Mac
Note: Based on Word 2016 (Mac). 

Insert a citation

  1. Open your EndNote Library that contains the references you want to cite.
  2. Open a document in Word (it is important to do it in this order the first time you use Word with EndNote).
  3. Position your cursor in the paper where you want to insert the citation.
  4. From the EndNote 20 tab in Word, select Citations>Insert citation(s).

Insert Citation option selected within Word on a Mac

     5.  Enter identifying text in the Search box to locate the appropriate reference.

6.  Press Enter. Select the appropriate reference from the results and click on Insert.

Multiple citations can also be inserted by repeating the Find method.

 

Insert Citation dialog box on a Mac

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Alternatively, select references directly from your EndNote Library by holding down the command key. Then select the  Image of quotation marks icon in the quick access toolbar, or select a reference from your Library and choose ‘Insert’ from within the reference preview panel.

Editing citations

Once you have inserted a citation into Word it should not be edited directly within Word. If you make any changes within the brackets of a citation it will disappear when the reference list re-formats. You must use 'Edit & Manage Citation(s)'.

  1. Click on the citation you wish to change (the citation will now be shaded).
  2. Select the Edit & Manage Citation(s) command from the toolbar or right-click the mouse within the citation. You will now see a dialog box allowing you to format the citation.

Image of Edit and Manage Citations command in Word on a Mac

Adding a page number(s)

Within the Edit & Manage Citations dialog box, you can enter a page number in the box labelled Pages.

e.g. 26 (no punctuation is necessary). 

Image of adding page numbers within an EndNote citation on a Mac

Adding Additional text.

If you need to add additional text within your citation, you can do this using the Prefix (before) or Suffix (after) fields. 

e.g when referring to a paragraph or section number or name within a website, use the Suffix field,

i.e. , para. 3 (para. is the abbreviation used in APA 7th for paragraph).

Note: Any punctuation needed (e.g.commas, full stops) must also be included.

Image of adding a suffix within an EndNote citation on a Mac

You can also format how a reference should be displayed within your assignment/Word document:

Your in-text references/citations can be included within the body of your written work by:

either adding the citation at the end of the sentence,

OR 

using the author(s) name as part of our sentence. 

For example: 

Having reliable information for data measurement in tourism is possible… (Weaver, 2006).

Weaver (2006) believes having reliable information for data measurement in tourism is possible…

If you include the author's surname in your sentence, you can remove the author from a citation.

The Default Format will display the citation as Author (Year).

Removing citations

It is recommend to use Edit & Manage Citations, to remove (delete) a selected citation from your document, available in the ‘Edit Reference’ options.

Edit and Manage Citations dialog box with Edit Reference option selected on a Mac

Tip: You can create a list of references from your EndNote Library without using the 'Cite While You Write' feature(See the Further tips using EndNote and Word tab).

More on editing citations

IMPORTANT : Do not cut and paste ANY text containing EndNote formatted citations.

If you are planning to cut and paste ANY text containing EndNote formatted citations, you MUST unformat before doing this, otherwise it may cause errors in your document.

You can work with an unformatted document most of the time and occasionally click Update Citations and Bibliography and then unformat again.

  1. To unformat citations, click on Tools<Convert Citations and Bibliography in the EndNote tab.
  2. Click on Convert to Unformatted Citations.
  3. To re-format, click on Update Citations and Bibliography under the Style drop-down menu.

EndNote Format Citation tools on a Mac

This feature is also important if you notice any errors in your inserted references (e.g. incorrect spelling). You must go back to EndNote, make the change you need, and then return to Word and click on Update Citations and Bibliography.

EndNote Format Citation tools on a Mac

Format your reference list

You can easily make formatting changes to your list of references using options in the EndNote tab in Word (APA 7th  is the style required by WAI), or you can change the layout.

  1. Click on the drop-down menu and choose another style.

Style menu in Word on a Mac with APA 7 selected

2Click on Configure Bibliography under the Style menu.

Image of Configure Bibliography option on a Mac

 

 

 

3. Click the Layout option to make changes to the layout of your document, such as font and line spacing (APA 7th requires double spacing of reference list entries).

Image of Layout options in Word on a Mac

TIP: You will notice that the in-text citations and list of references are shaded in grey when you move your mouse over them. These are field codes that connect EndNote to Word. When you have finished your paper, if you no longer want this shading to appear, you can click on 'Tools' and select 'Convert to Plain Text'. This will create a new version of your work without field shading, but you will need to save this copy with a new file name.

Using EndNote Cite While You Write with Apple Pages

The Apple Support webpage provides more information about using Cite While You Write with Apple Pages.