Using EndNote with Long or Master Documents

MSWord 2007 Version

This guide has been created to help authors make decisions about formatting of long
documents such as theses or books, and how to incorporate use of EndNote with
chapters as separate documents. It is not a tutorial on using the Master Document
facility of Microsoft Word, nor an endorsement of the product. If you search the
web there are many reports and warnings about the tendency of Master
Documents to corrupt. Forewarned is forearmed. However if you are using Master
Documents we can show you how to use EndNote to insert your bibliography in the
place you want it. Examples in this Document have been created using Word 2007
and EndNote X3.

What is a Master Document?

Microsoft Word allows you to create a structure or “outline” document in which to
insert sub-documents (usually chapters). The master document is best created after
you have finished your individual chapters.

Should I Use a Master Document, or One Long Word

Document?
Potential benefits of using Master Documents are:

1. Cross References: Master Documents can handle a complexity of types of

cross-references from different documents.
2. Tables of Contents, Indexes, tables of figures, headers, footers and page
numbers can be handled in a Master Document.
3. Expand and Collapse documents – You can view your document at levels
which relating to your Headings. Eg View all levels shows the whole
document, while Level 2 shows only Level 1 and Level 2 heading.
4. With a lot of care, subdocuments may be moved around the documents.

Potential risks of using Master Documents are:

1. Corruption and crashes. These were a serious problem with Word 2003, and
one would probably have to be cautious also with Word 2007. If using, it is

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 absolutely essential to be 100% consistent in your use of headings and formats
in all documents, and to keep back-ups of the sub-documents so you can create
a new Master document if needed.

Writing your chapters

If you are writing a long document you should create a separate Word document for
each chapter. This is especially true if your computer might be older or under-
powered.

Bringing them all together

When you are ready to create your book or thesis as a whole entity, you need to
choose between using a Master Document and pasting the chapters into one single
long document. While Master Documents may be prone to corruption, a single long
document can cause navigation difficulties. These difficulties can be managed by

consistent use of section headings ,

and by using the Document Map facility in Word.

Some general tips for using Long Documents and EndNote

1. USE A TEMPLATE: Set up a template with your chosen heading sizes,

margins, fonts etc and use this for all documents and sub-documents. This is
the one thing people writing a thesis wish they had done at the outset, rather
than when they are trying to resolve conflicts down the track.

2. WORK WITH A SET OF DOCUMENTS, one for each constituent part of

the major work. Give these documents consistent names eg.
chapter1.doc/chapter1.docx. Use a sub-document for each chapter. Do not try
to merge them into one large document or a Master Document until all
chapters are complete. HINT: If you are required to do this periodically for
consultations with your supervisor or for collaboration, merge your chapters to
make one document, producing the bibliography as outlined below.

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3. SAVE ALL DOCUMENTS in the same folder.

4. BACKUP the individual chapters frequently, and on as many different

computers /drives/CD’s as possible. Backup the library (.enl) file (with its
.DATA folder) also – this is a part of your work. Keep in different locations –
work/ home etc.

5. MULTIPLE CITATIONS BY ONE AUTHOR: If you have multiple

citations by the same author, Eg. Smith, Philip A. and Smith, P.A., make sure
they are entered the same way in your library. If you are inconsistent, EndNote
may treat them as different authors, which in some styles may result in
citations having “a” and “b” incorrectly attached to the date.

6. USING THE GROUPS feature of EndNote may be useful if you want to

keep track of the citations you are using for the various chapters. You can
create a group for each chapter and copy the references into them.

7. MAKE USE of the NOTES and RESEARCH NOTES fields. They can each
take up to 16 pages of text, allowing you to make extensive analytical notes
about a reference, copy quotes and pages numbers.

8. When inserting references into your subdocuments (chapters) from EndNote

you may use the Cite While You Write function but if you do you will need
to unformat all of your sub-documents before integrating them into a large
document or Master Document.

To disable the Instant Formatting function which is the default for Cite-
While-You-Write, click on the EndNote Tab. In the Bibliography section,
Click on the arrow to the bottom right for preferences

Choose the Instant Formatting window. Click on Turn Off.

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 Later you can place the Bibliography where you want it in the Master
Document.

If you have been using Cite While You Write for the chapters and want to
unformat your document prior to insertion into a Long Document or
Master Document follow this procedure:
Position your cursor anywhere in the document but not highlighting any
particular inserted reference. Click on EndNote Tab, and then select
, convert to Unformatted citations . The
bibliography at the end will disappear and the in-text citations will then look
like this (Author Date example): {Pratt, 1995 #10}

9. IF YOU FREQUENTLY CUT AND PASTE CHUNKS OF TEXT, write

your thesis with the instant formatting turned off. You will then have no
EndNote field codes attached to your document, which may prevent document
corruption.

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 10. The same applies to Headers and Footers and page numbers – you can insert
them while working in the sub-documents, but they will need to be removed
before the final integration.

11. When you are in the Master Document and are exiting from sub-documents at
any time, use File>Close from the menu rather than clicking the X button in
the right hand window.

Exercise

For this exercise we will set up a Master Document and insert a couple of sample
sub-documents. For on-campus classes we have some sample chapters in the
Students Folder on the desktop. If you are trying this at home you could make a
copy of some of your own chapter documents to practice on.

1. Begin by inserting your references into the subdocuments. In Microsoft

Word open the documents eg. chapter1.docx and chapter2.docx. As in step 8
above disable the Instant Formatting option. Insert some references into both
documents. Your references should now look like this temporary citation:
{Pratt, 1995 #10}. (If using chapters you have already put references into
using Cite While You Write, click on EndNote Tab, then
and unformat your citations, so that they
look like Pratt, above.)

2. Save the documents and Close them.

3. Open a New blank Document in Microsoft Word. (Make sure that you use
the same template that you have used for your chapters or sub-documents.)
Save it in the same folder as your sub-documents. Name it
thesis_master.docx. click on the View Tab and then on Outline.

4. Create several blank paragraphs by pressing the Enter on your keyboard

several times. In the Master Document each of these symbols represents a
place for insertion of a sub-document.

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 It is wise to leave a blank paragraph between sub-
documents in case you later decide you need another
chapter in between. It is easier to delete unwanted ones
later than add new ones.

5. Let’s insert some sub-documents. Place the cursor in a paragraph, making

sure that there are blank paragraphs above and below. Click on Show
Document to enable insertion of sub-documents.

6. From the Outlining tab select the button.

7. An open file dialog box appears asking you to locate the document you wish
to insert. You now open Chapter1.docx, or your own sub-document.

8. Repeat the exercise for Chapter2.docx, first making sure that you have a
blank paragraph above and below your insertion point. (We need a blank
paragraph at the end of the document for the Bibliography). See below to view
the Document at Level 3, ie. It displays your Heading Levels, 1, 2 and 3.
Show All Levels displays all of the text of your documents. This feature makes
navigation of your large document very fast.

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9. Now we will add the bibliography at the end of the document. Position your
cursor in the blank paragraph below your last chapter. Make sure that
teaching.enl (or your own library) is open in EndNote.

10. In order to create the Bibliography, you will need to select Print Layout
from the View Tab menu, as it appears to preserve the text, hanging idents, etc
more cleanly than using Outline View. Then place your cursor at the bottom of
the documents in a new page.

11. From the EndNote Tab click on and choose

the Style for your bibliography then click . It should now appear at the
end of your Master Document. If you wish you may change the Style by
repeating the process above and selecting a different Style.

12. From the View Tab menu, now select the Outline option. The arrow buttons
allow you to move text and headings around in the document, and to apply
style to text. The Show Level selector allows you to look at
different levels of your heading and text. For example, selecting Show Level 1
will display text at the Heading 1 level only. Clicking on All button displays
all headings and all text. Clicking on the sign expands a sub-document.

13. The last group of buttons

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 control the Master Document functions: adding and removing documents
from the Master; merge or split documents, and more.

Using track changes

If you are submitting work for review by a supervisor or a colleague, provide them
with a copy with the field codes removed, if you are likely to be using Track Changes.

To do this select in the Bibliography group of the

EndNote submenu, and then select Convert to Plain Text.

Word will prompt you to save this version of your paper with another name. You
should do this so that you can edit the original version with the field codes intact in
the future.

You can then edit your original document to incorporate any suggested changes.

Other resources
University of Illinois at Springfield, Mastering large documents in Microsoft Word
http://www.uis.edu/ITS/otherservices/documents/Word2007LargeDocs.pdf

For an excellent guide to working with long documents, including styles, headings,
tables of contents, indexes and more, look at Longer Documents with Microsoft Word
2007 from the University of Kent at
http://www.kent.ac.uk/student/skills/resources/word/word-long-docs2007.pdf

Macquarie University also has a comprehensive guide to managing long theses at

http://www.lib.mq.edu.au/training/notes/ThesisFormatting2.pdf (Word 2003).

Janice Knopke, Southern Cross University, 10/2009