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Endnote Bibliography Not Updating

This can happen for a number of reasons, including:

1)  Your EndNote Library may have duplicate references that have both been cited in your Word document.  (Use the "remove duplicates" function in your EndNote library before inserting citations into your manuscript to avoid this problem.  However, this feature is not foolproof, since citations brought in from different sources may have slight differences in authors' names and initials, or in the way the journal title is abbreviated.  You may also need to visually scan your EndNote reference list for duplicates.)

2)  You may have deleted or backspaced over your citation numerals, which confuses the EndNote program because the numbers are gone but the EndNote coding may remain behind the scenes.  Always highlight the citation and use the "Edit & Manage Citation(s)" toolbar function to remove citations, or "Convert to unformatted citations" before making changes (find this under the "Convert Citations & Bibliography" pull-down menu within the EndNote tab in Word).

If you need to move a citation, it is best to remove it properly first, cut and paste the document text to the new location, then re-insert the citation.  Alternatively, you can cut and paste a block of text with its embedded citation as long as you are in "unformatted citations" mode within your Word document .

3)  You may have tables or figures that have citations within them, which can confuse the EndNote software.

4)  The Word document may have comments or tracked changes that are interfering with the citation numbering.  Sometimes accepting all suggested changes can fix this problem.

Because each problem may be different, it is not possible to offer the "one right answer" here.  Please feel free to contact us for assistance at 713-792-2282 or RML-Help@mdanderson.org.

 Since each citation you enter includes formatting codes that you cannot see, it is very important to edit it with EndNote operations. Attempts to edit or delete a citation using the Backspace or Delete key will disrupt the formatting and you may lose all your corrections the next time you reformat the document.

 

How to Edit citations by using EndNote within Word

  • Open your EndNote library and your Word document
  • Select the formatted citation to be edited by moving the cursor to it
  • In Word's EndNote ribbon, click the “Edit & Manage Citation(s)” button
    • Alternatively, right-click and choose “Edit Citation(s)”

There are a number of options for editing citations

To add text to the beginning of a citation (e.g. See also) use the Prefix: box
To add text to the end of a citation (e.g. to add a note, such as “emphasis added”), use the Suffix: box
To add page numbers, use the Pages: box – more details on working with page numbers...

There is also a Formatting drop-down, which allow you to set the Default format (Author, Year), reformat as Author (Year)Exclude author,  Exclude year, or Show Only in Bibliography

The Edit & Manage Citations dialogue

Click OK to make the changes.

 If you have “Cite While You Write” turned off, you must first format the citations before the changes will appear – click the “Update Citations and Bibliography” button in Word’s EndNote ribbon

In APA style, the in-text citation above appears as: (See also Fang & Wang, 2012, pp. 14–16 (emphasis added))

To delete a citation

 In the Edit & Manage Citations dialogue, click the “Edit Reference” drop-down, choose Remove Citation, and click OK


Working with Cite While You Write turned off

Particularly if you have a long document, you may be working with CWYW turned off

 Both methods below work with in-text or footnote citation styles

Method 1 – formatted citations

In order to edit citations as indicated above, you must first format the citations before you can edit the citations from Word’s EndNote ribbon – click the “Update Citations and Bibliography” button

Method 2 – unformatted citations

It is possible to edit unformatted citations as you would normal Word text (i.e. without using Word’s EndNote ribbon) by using the appropriate formatting

Modify an existing reference, which will appear as {Author, Year #RecordNumber} like this:

{prefix\Author, Year #RecordNumbersuffix@pages}

For example: {See also \Fang, 2012 #369 (emphasis added)@14–16}

To exclude the author, remove the name from within the { }, for example

 {, 2012 #369}

In EndNote X5 and above, you can automatically generate the Author (Year) format of in-text citation styles by adding @@author-year, for example: {Fang, 2012 #369@@author-year}
 Do not delete the Author name within the { } if using @@author-year

To add a suffix with punctuation, for example specifying a chapter in an APA-style citation (Fang, 2012, Chapter 1)

{Fang, 2012 #369`, Chapter 1}
where the ` is the grave symbol, found at the top left of most keyboards

To delete the citation, just delete as you would ordinary text (Delete or Backspace key)

To Show Only in Bibliography, change the citation to

{, #RecordNumber@@hidden}

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