Some Useful Features Of Output Styles Anonymous Works There is an item in the Style Editor which controls the way a work should be shown, if no author has been included in the library reference. Presenting Anonymous Works 1 IT Learning Centre
Ambiguous Citations If an author wrote several papers in the same year, and you are citing them in your work, the citations may become ambiguous. The output style controls the way that EndNote handles this. In the Style Editor, under Citations there is an item Ambiguous citations. This offers a choice of ways of handling ambiguous citations, including adding more authors, adding the title only when required or adding a letter a, b, c etc. Handling of Ambiguous Citations IT Learning Centre 2
Author Name and Author Lists The output style controls the way that an author s name is formatted, for example Jenny Smith or Smith, Jenny. Note that the names should be entered in the library in a standard layout (discussed in an earlier IT Learning Centre course): the job of the output style is to control the detailed appearance in each document you may write. Author Name Layout Separate formats can be chosen for author names as they arise in in-text citations, bibliographies and footnotes. Here you can also control the names capitalisation note again that name data should be entered in the library in a standard form (e.g. Smith, Mark A) then EndNote s output style can determine the capitalisation in each individual document. The Author Lists option controls the way that a list of multiple authors is presented. This includes the separator character and how many authors to list (or whether to use et al.). For citations in footnotes, where a short form of the citation is shown for second or subsequent citing of the same work, the author name may appear in a special short form. This is set in Footnotes Author Name. 3 IT Learning Centre
Setting the Name Format for Short Form Citations IT Learning Centre 4
Consecutive Citations by the Same Author If you cite several works by the same author in the same multiple citation, you may choose to have the author s name omitted in the second and later citations. For example, referring to three papers by Tomas written in 2006, 2007 and 2011 might look like this if given in full: (Tomas 2006; Tomas 2007; Tomas 2011). If you prefer something shorter like this: (Tomas 2006, 2007, 2011), then use the control in the output style under Citations Author Name. Omitting Author Name in Consecutive Citations Exercise 1: Ambiguous or multiple-works citations Now look at this exercise (page 8). 5 IT Learning Centre
Sort Order Within A Multiple Citation It may be possible to re-order the citations inside an individual multiple citation, using arrow buttons in the Edit & Manage Citations dialog. However, this varies with the output style applied. For example, the arrow buttons work for Harvard but not for Author-Date where the Sort Order has been set using Citations Sort Order. Only the setting Don t sort allows local variation by using the arrow buttons. Setting the Sort Order Within a Multiple Citation Cite in Bibliography But Not in Paper You may wish to include in the bibliography some items, such as books of general reference, which you have used in your research but not cited explicitly. This is not set in the output style. In this case, you would create an ordinary citation to the work, placed anywhere convenient in the paper, then make the citation hidden. The item will then be listed in the bibliography. In the Edit & Manage Citations dialog, there is a format to Show Only in Bibliography. Another way of doing this is to format the citation as hidden text (this is found in Word s format Font dialog, found on the Home tab or from the Format menu). Hidden text is revealed when Show/Hide is turned on. IT Learning Centre 6
Setting a Citation to Show in Bibliography But Not in Text Exercise 2: More formats for citations Now look at this exercise (page 10). 7 IT Learning Centre
Exercises Note: You can download the files mentioned here in the course pack for the course Referencing: EndNote - Designing citations and bibliographies. Visit the ITLC Portfolio at http://portfolio.it.ox.ac.uk and search using terms such as endnote designing citations course pack. Exercise 1 Ambiguous or multiple-works citations Change the way that ambiguous citations are handled Change the way that multiple works by the same author are handled Change the way that anonymous works are handled Examine the effect of these changes in the output style on the document Task 1 Work in Sample Tech Paper 2.docx in Word, and the labwork.enl library in EndNote Task 2 Apply the style APA 6th to the document Task 3 Near the bottom of page 1 and the top of page 2, notice that we cite two different papers written by Cassar in 1980 The APA 6th style has marked them with a and b to distinguish them Task 4 Make a copy of the style, called 01APA 6th Copy In EndNote, choose Edit Output Styles Edit APA 6th Save it as 01APA 6th Copy Task 5 Change the way the output style handles these ambiguous citations Select Citations Ambiguous Citations Clear the checkbox Add a letter after the year Step 3 Check Add the title for different works by the same author Step 4 Save the output style Task 6 Apply the modified style to the document Examine the effect on disambiguating the Cassar citations Task 7 Two books by Trevor, with different dates, are cited in the 3rd body-text paragraph on page 1 IT Learning Centre 8
Task 8 Edit the output style so that these citations are not combined In the Style Editor in EndNote, continue editing the style 01APA 6th Copy If necessary, use Edit Output Styles Edit 01APA 6th Copy Select Citations Author Name Step 3 Clear the checkbox Omit repeated authors Step 4 Save the output style Task 9 Apply the modified style to the document, updating citations as necessary Examine the effect on the pair of Trevor citations Task 10 Examine the options for handling anonymous citations Task 11 Save the output style In EndNote s Style Editor, choose Anonymous Works (near the top of the panel of categories) Change the setting here if you like Step 3 In order to see the effect of this setting, you may need to insert a suitable citation: First create an anonymous reference in your library (i.e. one where the Author field is empty) Then insert a citation to that reference into your document Examine the effects on your document (you may need to update the formatting) 9 IT Learning Centre
Exercise 2 More formats for citations Insert a citation that appears in the bibliography but not in the text Change the way that authors names are presented in citations Examine other formats that can be set in the output style Task 1 Continue work in Sample Tech Paper 2.docx in Word, and the labwork.enl library in EndNote Task 2 Insert a citation to Simard, 1994 and format it to be hidden Place the insertion point somewhere convenient in the document, such as at the end of the Conclusion Find the paper by Simard, 1994 in the EndNote library Step 3 Insert the citation into the Word document Step 4 In the Edit & Manage Citation dialog, choose to Show only in bibliography Task 3 Update the citations in the document, and confirm that Simard, 1994 does appear in the bibliography even though it is hidden in the text Task 4 Continue editing the 01APA 6th Copy output style Task 5 Arrange for all author names to appear in citations with the form Snell, Robert In EndNote, choose Edit Output Styles Edit 01APA 6th Copy Under Citations, choose Author Name Step 3 Use the First author drop-down to choose the format Smith, Jane Use the Other authors drop-down to choose the format Doe, John Set Initials to Full name Task 6 Make further changes to the output style if you wish Save the changes Task 7 Examine the effect on your document (you may need to re-apply the output style or update the formatting) IT Learning Centre 10