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EndNote: Manual Entry

Guide to using EndNote at Murdoch University

Adding references manually

You may need to add a reference manually to your EndNote library if the source is only available in print or the online direct export is not available. It is also useful to understand manual entry so that you can edit your entries.

  • From the EndNote toolbar select or References > New Reference.(Ctrl+N)
  • A new reference screen will appear.

  • Select the Reference Type from the drop-down menu at the top of the screen (the default is Journal Article).
  • Different reference types display different fields.
  • You only need to fill-in the fields required by your referencing style. Use the TAB key to move to next field.
  • Fields such as abstract, notes, keywords, label are for your benefit and will not appear in the bibliography you generate.
  • Use capitalization as recommended by the referencing style you prefer. Do not  include special bibliographic formatting or punctuation except for commas or colons within a field. EndNote can adjust capitalization in titles of books and articles, but generally you should type your data as you want it produced in your bibliography.
  • The Options arrow (top right, circled in red) allows you to hide/show the Rating field.

Adding information to specific fields

Choose from the following ways to populate this field:

  • Enter author surname followed by a comma and their initial(s) or first name e.g. Zaltsman, C. OR Zaltsman, Charles
  • Do not use punctuation if you enter the first name followed by the surname e.g. Charles Zaltsman
  • If there is more than one author, enter each name on a new line within the Author field (use the Enter key on your keyboard to go to another line).
  • When entering Corporate authors (organisations, Government departments etc) place a comma at the end of the name so that it will appear correctly in in-text referencing e.g. "Murdoch University," or "Department of Transport,"
  • NB: It is important that you are consistent with entering the author's name if there is more than one reference by the same author (which is why entering full first names is preferable). Inconsistency in entering author's names can cause unwanted initials in in-text references in your document.

Enter years as four digits e.g. "1999". When appropriate, enter "in press" instead of date or "n.d." for "No Date".

When entering titles:

  • Do not use any punctuation at the end
  • Let the words wrap to the next line. Do not press Enter
  • Capitalize as your referencing style requires.

Enter as required by your referencing style, e.g. "2nd".

When entering page numbers:

  • Use complete numbers (e.g. 120-128) or truncate the last page (e.g. 120-8), as your referencing style requires.
  • Do not enter commas or p. or pp.
Enter the day and month as required by your referencing style, e.g. 28 March

EndNote provides several extra data fields that will not appear in the bibliography, but can be used to organise your references.

These metadata fields include:

  • Labels—free text ‘tags’ which you can use for your own purposes (Note: These are different from keywords, which are provided by the journal)
  • Notes—use this for more detailed notes (searchable)
  • Research Notes—useful for copying and pasting direct quotations (not searchable).

Allows you to attach a copy or link to a document (file):

  • Select References > File Attachment > Attach File. Locate the file and double click on it to attach a copy. References with attachments have a paper clip icon beside them.
  • If you want to create a link to the file instead, click on the reference and then select References > File Attachment > Attach File. Go to the bottom left corner of the dialog box and untick 'Copy this file to the default file attachment folder and create a relative link', find the required file and double click on it.
Once you have entered all the required information:
  • Click File - Close Reference or click on the X at the top right corner of the New Reference Window.
  • Click Yes to the message 'Do you want to save the changes you made to the reference?'
  • Your reference will now appear in the Preview or Tab panel at the bottom of the screen with a paper clip icon.
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Video- manual data entry

Video produced and kindly shared by EndNote Training.


  • You do not need to fill-in all fields in a Reference Type.
  • Use the Enter key to go to another line within a field.
  • Use the Tab key to move to the next field.
  • Use the Research Notes field to store any direct quotes you'd like to use in your document. Place an * before and after the text so that it is searchable using EndNote's search function at a later date.


This guide has been based, with permission, on the guide created by the King Edward Memorial Hospital Library.