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EndNote X7

Manual entry

As most records will be available for download from an online source, manual creation of records should not normally be required.

To manually create a new reference:

  1. Select New Reference from the References menu, or select the New Reference icon on the
    library window toolbar
  2. Select the Reference Type from the drop-down list. This sets up the appropriate fields for that type of entry, for example a Journal Article or Book.
  3. Enter details in the appropriate fields
  4. Close the reference window by selecting the lower cross in the top right hand corner
  5. Select Yes to save the reference. This saves the information and assigns a unique reference number.

Tip: Don’t forget to select your reference type. New references will default to Journal Article but can easily be changed by choosing the appropriate format from the drop-down list.

Enter author information

When manually entering author information there are a few points that need to be taken into consideration. Some are outlined below, and further information can be found in the Getting Started Guide (EndNote.pdf) that comes with every installation of EndNote (in Program Files of Windows PC’s or Applications of Mac’s).

To enter multiple authors, place each author's name on a new line by pressing Enter after each addition.

  • If an author is entered without a comma between names, EndNote will interpret the last word to be the surname. For example, if you enter an organisation such as United Nations, EndNote will read this as Mr/Ms. Nations, United
  • When a comma is used to separate names, EndNote will take everything prior to the comma to be a surname. In the following examples, the interpreted surname is italicised and bold.
Data Entered EndNote interpretation Data Entered EndNote interpretation

Smith, John

John Smith

Song-Mi Lee

Song-Mi Lee

John Smith

John Smith

Lee, Song-Mi

Song-Mi Lee

van der Velden, Kees

Kees van der Velden

World Health Organization

World Health Organization

Kees van der Velden

Kees van der Velden

World Health Organization,

World Health Organization

Toda, Michyo

Michyo Toda



Tip: To ensure that organisation names are treated correctly, place a comma after the entire name, as in the final example above for World Health Organization.

Suggestions for entering data in some other fields

  • You do not have to enter information into every field
  • The Label, Keywords, and Notes fields can be very useful in conjunction with the Search Panel, for finding and sorting references
  • If you use keywords or labels be sure that you standardise them. This may involve editing after you have imported records (references) from databases
  • Notes and Research Notes fields can each hold the equivalent of about 16 pages of text

Tip: The Enter key should be pressed after each keyword or key phrase in the Keywords field.

Responsible Officer: University Librarian/Page Contact: Library Systems & Web Coordinator