Guidelines for entering data into EndNote Fields 1.

Author (editor, tertiary, secondary and subsidiary author)

Issue
Basic Format for Entering Author Names

Entering First Names

Description Can be entered in one of 2 ways: First Middle Last Name Last Name, First Middle If a comma appears within the author all words before the comma are treated as part of the surname, any words appearing after the comma as first name/s. EndNote will automatically complete author names if entered last name first. It is advisable to enter the full name of an author/ editor. EndNote styles are able to abbreviate these if necessary. If initials are all that is known enter with a full stop or space separating each.

Example John F. Kennedy Or Kennedy, John F.

Smith, R. G. H.

Multiple Authors

Author and editor names are entered one name per line If an author's name extends beyond the one line simply let it wrap around onto the next line - do not press enter at the end of the line Enter using the method: Last Name, First Middle Enter in the format: Last Name, First Name, Title Leave the author field blank. The style used to format the bibliography determines how anonymous titles are treated. Enter a comma after the corporate author's name. Enter all authors that are known for a work. The EndNote style selected will handle the truncation to et.al

Long Author Names Hyphenated or Multiple Word Surnames Authors/ Editors with Titles Anonymous Works Corporate Authors Use of 'et.al'

Van Tets, Gerald Frederick Smith, Alfred, Jnr

Leave blank University of Newcastle,

2. Year
Enter the year of publication as a four digit numeral EndNote will automatically add a or b etc to the year if there are multiple references by the same author in the same year in a bibliography If year of publication is unknown enter "in press", in preparation, or similar.

Guidelines for entering data into EndNote Fields 3. Title

Issue
Long titles Formatting Full stops Capital letters Short titles

Explanation
Do not press enter at the end of the title field within EndNote - Let the title wrap around to the next line. Do not underline or italicize titles. The EndNote style used will take care of formatting issues. Do not enter a full stop at the end of the title. It is best to enter the title capitalized as it will appear in the bibliography, though the output style can modify this. Use to enter abbreviated versions of the regular title for in-text or footnote entries (if an EndNote style is configured to use the Short Title field and that field is empty, the normal Title field will be used instead). Enter the full journal title. By default the journal title field is set to work with the Journal term list. Subsequent occurrences of a journal title will automatically be completed. To accept a suggested change, press the Tab key. If desired, enter the journal tile abbreviation in the Alternate Journal field.

Journal titles

4. Edition
Enter the exact information you would like to see in a bibliography, for example, 1st, 2nd, etc., but do not enter ed, or edn.

5. Volume and Issue Numbers

Do not include 'vol' or 'no' along with the actual volume or issue number.

6. Pages
Do not use commas within page numbers. For example, 1,098 should read 1098 Page ranges may be entered as complete (1442-1449) or abbreviated (1442-9) ranges. The style used to create the bibliography will format in the correct way.

7. Keywords
Use to store keywords or subject headings that describe the content of the reference By default the Keyword field is set to work with the Keyword Term List. Subsequent occurrences of a keyword will automatically be completed from this list Multiple subject headings may be separated by semicolons (;), backslashes (\), or the <Return> key.

8. Abstract
An abstract may be up to 32,000 characters in length (approximately 8 text pages) Use for a brief description of the contents of the work Annotated bibliographies use the text contained in the Abstract field as the annotation.

9. Notes
Use to store personal reminders, such as the location of a quote, or to store the location of the item when downloading records from Library catalogues When importing records from remote databases many EndNote filters will dump unidentified information into the Notes field.

Guidelines for entering data into EndNote Fields 10. URL

Place multiple URLs one per line within this field. Any text appearing in addition to the URL will most likely prevent the URL from launching Also use this field for ftp sites, telnet and email addresses EndNote automatically recognises URLs if they are entered with the correct prefix (such as "http://" or "ftp://") in any field - when recognised they become clickable web links Use the Edit > Preferences/ Online command to select the web browser that will be open this field The URL field can also be used to store the path to files on your hard drive -use the References > Link To command to select the file for which you would like to insert a link (selecting the Open Link command when a linked reference is selected will then use the appropriate application to open the linked file).

11. Image and Caption

Image field is included by default for all reference types The Image field may have a different name depending on the reference type. This field can contain a graphic or an object (file attachment). Caption field appears directly under the Image field.

The Label, Notes, or Custom fields may be used to enter dates for record keeping purposes (such as an input or modification date). If entered numerically, these dates can then be used to sort references. For example, 00/6/7 for June 7th, 2000, will allow sorting first by year, then month, then day.