Using Endnotes to Create a Bibliography in Microsoft
Word 2002
Introduction
This document describes how to use endnotes to store references in a
document. This can then be used to generate a bibliography (or list of
references).
Using Endnotes to Store References
When writing an essay or dissertation, it is useful to include the references
as you type in the body of the text. This saves having to create a
bibliography or list of references by scanning through the text afterwards.
The easiest way to do this is via endnotes:
1. Start with a new document (if you already have a suitable document
then use that instead)
2. Type in your text up to the point you need to add a reference
3. Type in the abbreviated reference as usual - eg (Jones P., Smith R.
et al, 2001)
4. Select the reference (omitting the brackets) by dragging through it
5. Click on the [Copy] button or press <Ctrl c>
6. Open the Insert menu, select Reference and then Footnote...
7. Click on the Endnotes option and press <Return> for [Insert]
8. Click on [Paste] or use <Ctrl v>
9. Amend the abbreviated reference to include full details - eg Jones P.,
Smith R. et al, Dune Morphology in the Southern Sahara,
Longman, 2001
Note: include any formatting - eg book or article titles may need to be in
italics or underlined.
10. Move the insertion point back into your text and continue typing
11. When you need to insert another reference, repeat steps 3 to 9, as
above - if a particular reference is repeated then there is no need to
add it to the bibliography, just carry out step 3
Tip: It's easiest to work in Normal View when typing in references (click on
the [Normal View] button immediately below the typing area or use Normal
from the View menu). The references are then shown in a special Endnotes
Window at the bottom of the screen, with only the latest displayed. If you
use Print Layout View you will need to scroll up and down your document
as the list of references grows. Leave this special window permanently
displayed while you type.
Customising the Toolbar and Creating a Shortcut Key
If you have a lot of references to add then it may be worthwhile adding an
[Insert Endnote] button to a toolbar or even creating a shortcut key which
activates the command. To add a button:
1. Click on the [More Buttons] down arrow at the end of either Toolbar
2. Move the mouse over Add or Remove Buttons and choose
Customize... from the bottom of the menu which appears
3. Click on the Commands tab and select Insert from Categories
4. Scroll down to find Insert Endnote Now
5. Drag the command from the list of Commands: to the end of either
toolbar - a new button will appear displaying the command text - don't
close the Customize Window just yet
To create a shortcut key:
1. Click on the [Keyboard...] button
2. Select Insert from Categories then scroll down Commands and select
Insert Endnote Now
3. Click in the box labelled Press new shortcut key: and press the
required key combination (eg <Alt r>) - if you find the shortcut key is
already assigned, choose another
4. Click on [Assign] then on [Close]
5. Press <Return> or click on [Close] to close the Customize window
You should now be able to use either the toolbar button or shortcut key
combination to insert your endnotes.
Producing Reference Lists at the End of Chapters
If you want your references to appear at the end of each chapter of a thesis
(and you have several chapters in one file) then you need to modify the
endnote options, as follows:
1. Open the Insert menu, select Reference and then Footnote...
2. Make sure Endnotes is selected
3. Click on the drop-down list next to Numbering (currently shows
Continuous) and choose Restart each section - click on [Apply]
Each chapter will need to be in a different section. When you have finished
typing a chapter:
5. Click on the Insert menu and then on Break...
6. Under Section break types click on Next page
Turning the Endnotes into a Bibliography
Though the endnotes contain your references, they still show the endnote
reference numbers and are not sorted into alphabetical order. Also, they
may need to be on a separate page, with a proper heading, not tucked
away at the end of your body text. To format them properly:
1. Drag through the endnote references to select them then click on
[Copy] or press <Ctrl c>
2. Move the insertion point to the place in your document where you want
the bibliography to appear - either at the end of the document or the
end of a particular chapter
3. If you want the bibliography on a new page press <Ctrl Return>
otherwise press <Return> a couple of times to separate it from the
existing text
4. Type in your heading (eg References) and apply a [Style] if required
5. Press <Return> twice to create a blank line
6. Click on [Paste] or press <Ctrl v>
You should now have a copy of your references, each preceded by a
superscript number 1. To remove these:
7. Hold down the <Alt> key and drag down the left-hand side of the list
selecting both the number 1 and the space to the right
8. Once all are selected, press <Delete> - you can do this in stages if
your list is very long
Tip: Using <Alt> to enable vertical selection can be very useful in many
other instances too - for example to format or delete a column of tabseparated data.
Removing the Endnotes
You now need to remove all the endnotes, which were only being used for
temporary storage of the references. Do this as follows:
1. Double click in the bottom left-hand corner of the screen - on the status
bar where it says Page/Sec/etc
2. Click on the Replace tab and then on the [More] button
3. Click on the [Special] button and select Endnote Mark
4. Leave the Replace with: box empty
5. Click on [Replace All] - press <Return> for [OK]
All the Endnote reference numbers and the references themselves should
have been removed.
6. [Close] the Find and Replace Window
7. Finally, [Close] the Footnotes Window (if you are using Normal View)
Sorting the References
The last step in the procedure is to sort the references and remove any
duplicates:
1. Select the complete list of references by dragging through it or using
click and shift click
2. Open the Table menu and choose Sort...
3. Check the sort is by Paragraphs and Ascending
4. Press <Return> or click on [OK]
5. Finally, check through the list and <Delete> any duplicates
Creating a Reference Library using EndNote 7
You should also be aware of the specialist software, EndNote 7, which is
installed on IT Services PCs. This software is used to create your own
database of references, which you can then select from to add a
bibliography to any document.
As well as storing and managing all your references, EndNote 7 can be
linked to online bibliographic databases (such as BIDS, EDINA, Web of
Science, FirstSearch) and directly to the Library Catalogue (Unicorn). Via
these links, you can download references into your database, without
having to type them in yourself.
On IT Services PCs, EndNote links directly to Microsoft Word. From the
Tools menu select EndNote 7, then the required command - or you can
turn on the EndNote 5 toolbar via View then Toolbars. You can then select
and add references to your document and automatically generate a
bibliography at the end.
On IT Services PCs, the EndNote 7 manual, with a guided tour, is available
via the Start menu. Choose Library and Information Services then
EndNote 7 Manual (note that it is a pdf file and so needs Acrobat Reader
to view it).