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EndNote 20

Manual Entry

Most citation records for journal articles and other digital resources will be available for download from an online source. For websites and some print sources, such as books, government documents, and other literature, the manual creation of records may still be required.

To manually create a new reference:

  1. Select New Reference from the References menu, OR the clipboard + icon on the right-hand side of the screen.
  2. Select the Reference Type from the drop-down list (e.g. website, book, manuscript, etc).
  3. Enter publication details in the appropriate fields.
  4. Close the reference by clicking on the Save button. This saves the reference and assigns it 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.

Entering author information

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 20 will interpret the last word to be the surname, and the name will not appear correctly.
  • When a comma is used to separate names, EndNote 20 will interpret 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 (WHO).

General suggestions for manual data entry:

  • You do not have to enter information into every field - though be as comprehensive as possible.
  • The LabelKeywords, and Notes fields are very useful when used in conjunction with the Search Panel, located at the top of the EndNote 20 library interface, for finding and sorting references.
  • If you use keywords or labels it helps to standardise them in a way that makes sense to you. This may frequently involve editing and/or adding relevant keywords after you have imported references from databases or other digital resources.
  • The 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