How to manually insert citations into a document

Here is a guide that shows you how to manually insert citations and generate a bibliography into your document. This is useful if you are using a word processor that does not support the EndNote CWYW add-in for inserting and formatting citations.

Microsoft Word 2016 and other word processors that can save in RTF or ODT formats

The EndNote: Tools > Format Paper feature can be used with Word 2016 for Mac and Windows, or other word processors that do not support the CWYW add-in for EndNote. To insert citations simply copy-paste references from your EndNote library, and paste them into your document. Then save a copy of your document in the RTF format (Rich Text Format), or  the ODT format (OpenDocument). Then choose EndNote: Tools > Format Paper. In the window that opens choose bibliograpic style, and format your document.

Manually inserting a reference/citation in you document

  1. In EndNote mark the reference(s) you would like to insert into your document, then choose Edit > Copy (or simply click Ctrl+C/Cmd+C).
  2. In your document, position your cursor where you want the citation to appear in your text, and press Ctrl+V/Cmd+V on the keyboard, or use the Paste function.
  3. The reference(s) will be inserted into your document in an unformatted format, {Author, Year #ID}.

Manually edit your unformatted citations

When you paste a citation into your document, it will include three pieces of information: The first author last name, the year, and the EndNote record number. Here is an example of an unformatted citation: {Billoski, 1992 #2}. The curly brackets are important, as these tell EndNote to "format what is inside me" when you update or format the document (EndNote scans the document for these curly brackets, and formats them in your chosen bibliographic style).

If you want page numbers, prefix or suffix text to appear in the formatted citations, or if you want to omit the author’s name or the year from the citation, you will need to change the unformatted citations in your document.  Below are examples showing how to edit the Billoski citation shown above to create the customized citations shown below.

Formatted (APA 6th) Unformatted
(Billoski, 1992) {Billoski, 1992 #2}
(1992) {, 1992 #2}

{Billoski, #2}

(see Billoski, 1992)

{see \Billoski, 1992 #2}

(Billoski, 1992, p. 36)

{Billoski, 1992 #2@36}

(Billoski, 1992, p. 36, table 2)

{Billoski, 1992 #2`, table 2@36}

(see Billoski, 1992, p. 36, table 2)

{see \Billoski, 1992 #2`, table 2@36}

No citation but appears in bibliography {#2} (Works for Author-Date only!)
Billoski (1992)

Billoski {, 1992 #2}

 Formatting your document and generating a bibliography

  1. Insert at least one line/paragraph break at the end of your document. The EndNote bibliography will be inserted at the end of your document.
  2. Save your document in the RTF format. File > Save As... Choose filetype = RTF - Rich Text Format, and save.
  3. Open EndNote (and your library), and choose Tools > Format Paper.
  4. Choose your bibliographic style (Output Style), and open your newly created RTF document.
  5. Click the Format button.

Save your formatted document, and open it in your word processor. The bibliography will be at the end of your document, and you can cut and paste it into other documents if you like.


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Warm Regards,
Alfasoft EndNote Team