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Format Bibliography Endnote X4 Download

There may be occasions where you want to copy all of the references used in a Microsoft Word document to an EndNote library. Perhaps you received only the formatted Word document from a colleague, and would like to create EndNote references to use later. Or, you may have a large EndNote library, but want to create a smaller EndNote library with only the subset of references used in your paper.

Note: The Traveling Library does not contain Notes, Abstracts, Figures, or Captions.

To export references from a Word document to an EndNote library:

  1. Open the document in Word.
  2. From the Tools menu, go to the EndNote X7 submenu, and then select Export Traveling Library.
  3. On the "Export Traveling Library" dialog, select either:
    1. An existing EndNote library:
      1. Select a library from the drop-down list of available libraries, or click Browse to locate a library.
    2. A new EndNote library:
      1. You will be prompted to name and save the new library.
    3. Note: We recommend that you export to a new EndNote library, so you can review the records before adding them to an existing library.

There is an alternate way to copy references from your Word document to an EndNote library. Open both your Word document and the EndNote library. Then, in EndNote, go to the Tools menu, then the Cite While You Write submenu, and select Import Traveling Library.

Note: When you use the Export/Import Traveling Library commands, the exported references are renumbered and do not retain their original reference numbers.


Not all EndNote styles will be correctly configured to meet your publishing requirements - it may be necessary for you to edit a style:

  • Open EndNote
  • Go to Edit > Output Styles > Open Style Manager
  • Select the style you want to edit. You may need to add a style to EndNote (see the Downloading output styles into EndNote box to the left).
  • Click Edit. The style window opens.    

To change how in-text citations appear:

1. Left menu > Citations > choose the aspect you want to change

Example: When using EndNote's APA 6th output style the author's initials will appear in in-text citations for those authors with the same surname but different initials. To prevent this from happening:



  • Open the style window as outlined above.
  • Left menu > Citations > Author Name > untick Use initials only for primary authors with the same name




  • Then go Citations > Ambiguous Citations > untick Include the author initials or full name in citation.
  • Close the style window (second X) > Yes to save changes. This will save as APA 6th copy leaving the original style unchanged.
  • Go to Format Bibliography icon  and select APA 6th copy.
  • This should remove author initials from your in-text citations.
  • If you experience problems when trying to save your edited style see the EndNote FAQ: Problems saving styles 

To change how citations appear in your bibliography: 

1. Open the style window as outlined above. Left menu > Bibliography > Templates. View the Bibliography template in the main window.

  • To alter the format - Highlight the text & use Formatting buttons above the In-Text Citations window
  • To alter punctuation - type or delete punctuation as required. 


As well as the above aspects, there are special characters or 'fields' with which EndNote controls how records appear in the bibliography. Place your cursor where you want the character in the template. Go to Insert Field on the right and select the appropriate character:

  • Singular/plural (^ caret symbol) - used if there is different text for singular/plural forms e.g. (Ed.),^(Eds.)
  • Link adjecent text - a non-breaking space (shown as a small grey diamond in the template) used to link adjacent text to a field so text doesn't appear if the field is empty.
  • Forced separation (| pipe symbol)- used to separate punctuation from adjacent fields. e.g. you might want a full stop at the end no matter what fields are empty.
  • Field names as literal text (`back apostrophe symbol)- used if you want text in your records that has already been used as a field name e.g. if you want the word 'year' as well as the field year.
  • To remove a field - Highlight > click Delete on your keyboard.
  • To substitute fields select Bibliography > Field Substitutions and tick the appropriate boxes e.g. the URL field can be inserted for records without a DOI.

2. Don't forget to save your changes as a copy. Test your changes in a test Word document.

3. If you experience problems when trying to save your edited style see the EndNote FAQ: Problems saving styles 

Please come to the Medical Library with your EndNote library & document for further help or contact us by phone / email (see Contact Us on left).  

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