NOTICE: This tutorial will be retired on June 1, 2013. Please see our EndNote X5 tutorial.
Cite While You Write (also known as CWYW) is a key feature of EndNote. It allows you to access EndNote from within Microsoft Word to insert citations into your Word documents. You can insert citations anytime during your writing process.
You can also use Cite While You Write to insert images (figures) from an EndNote library into your Word documents.
CWYW automatically builds a bibliography from the citations you insert. You can also create a list of figures.
A citation is a reference that appears in the text of your document. Typically it includes either the year of publication or a reference number. For example, the following is citation formatted in APA format:
The same citation in numbered style looks like this:
A bibliography entry for this citation (in APA format) looks like:
McInerney, C. (2002). Knowledge management and the dynamic nature of knowledge. Journal of the American Society for Information Science and Technology, 53(12), 1009-1018.
With CWYW, you can easily change the formatting (using "output styles") for the citations and bibliographies. This is a great feature if you want to submit articles to several publishers with different formatting requirements.
To use CWYW, you need to have Microsoft Word 2000, XP, 2003, or 2007 installed on your computer. You also need to have EndNote.
It is important to install EndNote after you install Microsoft Word. When you install EndNote, an EndNote submenu is added under the Word Tools menu. This submenu doesn't appear if you install Word after EndNote.
Note: For troubleshooting problems with CWYW, see the FAQ at http://www.endnote.com/support/faqs/CWYW/index.asp.
Cite While You Write is used from within Microsoft Word. To access CWYW, open the Word document to which you want to add citations. From the Word Tools menu, choose EndNote. A submenu with the CWYW commands appears.
If you prefer, you can view these commands in a Word toolbar by choosing View > Toolbars > EndNote. The following toolbar will appear:
You can drag the toolbar to a convenient place on your screen if you wish. Move the mouse over an icon to see the name of the command. Click the icon to carry out the command.
In discussing Cite While You Write below, we focus on tasks that use these commands:
Generate Figure List
Remove Field Codes
Cite While You Write Preferences
You can insert citations as you write your document ("cite while you write"), or if you prefer you can wait and enter the citations after you finish writing.
To insert citations:
Note: After inserting citations, it is a good idea to save your Word document.
By default, when you insert citations into your Word document, EndNote formats the citations in the formatting style that is currently in effect (this is called "instant formatting"). Instant formatting also automatically generates a bibliography as you insert citations. (Instant formatting can be turned off in CWYW preferences.)
In some cases you may wish to change the formatting style. Or (if instant formatting is not in effect) you may want to generate a new bibliography.
If you change your mind, return to the Format Bibliography dialog box and choose a different style. The bibliography and all of your citations will instantly be reformatted to the new style.
After you format your bibliography, if you add more citations you can easily format them by choosing Format Bibliography again.
Note: You can also use the Format Bibliography dialog box to modify the bibliography layout (font, line spacing, etc.) by clicking the Layout tab. Click the Instant Formatting tab to turn instant formatting on or off.
Once you have chosen an output style using the Format Bibliography dialog box, that output style becomes the current output style, and is displayed on the toolbar at the top of the EndNote window:
To change the current output style, click on the current output style drop down box in the toolbar, and the list of output styles you have previously selected is displayed. Click on an item in the drop down box to make it the current output style.
If you need to change (add to, modify, or delete) your formatted citations, use the Edit Citations command.
Note: Do not delete the citation in Word using the backspace or delete key. Special EndNote codes associated with the citation may not be erased and as a result your document file could become corrupted.
Cite While You Write allows you to insert images contained in an EndNote library into your Microsoft Word documents from within Word. These are called figures, and they are accompanied by figure citations. Figure citations are numbered sequentially and appear in parentheses, as in
The image itself appears either right below the citation or at the end of the document (in the figures list), depending on the formatting style you are currently using.
When you insert figure citations, EndNote automatically creates a figure list at the end of the document.
To insert images into your Word document:
If you inserted an image as a figure and then later decide to delete it, do the following:
Note: If you try to delete the picture without deleting the figure citation, it will reappear the next time a figure list is generated.
Journal publishers request that you remove EndNote�s field codes before submitting your manuscript. EndNote uses field codes to insert additional data into your document, and it interferes with the publisher�s software. To remove field codes, click the Remove Field Codes button () in the EndNote toolbar, or go to Tools > EndNote X > Remove Field Codes.
Save this version of your paper with another name. Save your original version with the field codes intact so you can edit it in the future.