1. University Computing Service
Editing EndNote Output Formats (Styles)
Friday 28th May
Rosemary Rodd rr25@cam.ac.uk
LL-support@ucs.cam.ac.uk
HELP-DESK@UCS.CAM.AC.UK
Welcome
University Computing Service

2. University Computing Service
Health and Safety

3. University Computing Service
General Information
 Objectives: learn how to modify EndNote output
formats
 Pre-requisites: use of MS Word, basic use of EndNote
 Duration & Break: 1 hour
 Course Material: workbook
 Delivery Style: self-paced
 Follow-on course: None

4. University Computing Service
 Sign in: Pink Attendance Sheet
 Please fill in Green Review Form at the end of the course
 Let us know if you need assistance: Please ask questions
General Information

5. University Computing Service
What are EndNote Styles?
Rules which you apply to items in your EndNote database in order to
control the way they will print.
Each entry in your EndNote library is broken up into various parts,
known as fields (e.g. Author, Year, Title, Volume).
EndNote applies the current output style to these fields: for example by
putting all titles into italic font or printing all volume numbers in bold.
You can set up more complicated rules: for example saying that first
author names are laid out as Surname, Forename but second, third etc.
as Forename Surname

6. University Computing Service
Consistency
Provided you are consistent about the library content, EndNote will
apply the current output format and produce printed references which
always follow the rules you have selected.
If you are not consistent, EndNote may not know how rules ought to be
applied: for example, if the volume field sometimes contains the issue
number as well, that will be printed in bold if the rule is that the
contents of “Volume” are emboldened.

7. University Computing Service
Setting up EndNote
When you are using EndNote on a University shared machine you cannot make
changes to the master copies of the EndNote styles which are held on the
central fileserver.
This is why the first exercise shows you how to create a personal styles folder
to contain the output formats which you are going to modify.
On your own machine this is unnecessary (although it’s good practice only to
make changes to copies of your existing files in case you make a mistake).
The most recent versions of EndNote for Windows will automatically create
your Styles folder (and also Filters and Connections) in My Documents rather
than inside the EndNote Program folder.

8. University Computing Service
Check with your supervisor!
If your discipline requires very complicated rules for reference layout it
may be tricky (occasionally impossible) to set them up in EndNote.
ALWAYS produce a small sample and show it to your supervisor,
publisher etc. for approval before doing a large amount of work.
Don't leave this until the week before you are due to submit your work!

9. University Computing Service
BACKUPS!
Styles can take a long time to create, so you need to back
them up, just like any other valuable work files..
Each style is a small file stored inside the Styles folder and
can be backed up to a memory stick or other media using
copy/paste or drag and drop.
You will need to back up and replace any Styles which
you have edited whenever you upgrade your copy of
EndNote otherwise they may be over-written when the
new Styles folder is installed.

10. University Computing Service
Here to help
If you need help with troubleshooting styles:
email: ll-support@ucs.cam.ac.uk

11. University Computing Service
Conventions used for the course
In the course notes, the symbol “>” is used to represent the
selection of a sub-menu or option. For example:
Start > PWF Programs > Word and Text Processing > EndNote
means you should go to the computer’s Start menu and select in
succession the options “PWF Programs” “Word and Text Processing”
and finally the EndNote program icon.

12. University Computing Service
This course covers
Locating your Styles folder and viewing the enclosed files.
Learning how to build up a layout for an extra document type within an
existing style
Saving an existing style with a new name and modifying the way it controls
reference printing.
Control of references in footnotes.
The “Cited Pages” option.
Changing the way the style controls printing of ranges of pages and lists of
author names.