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HELP & HOW-TO |
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SEE ALSO |
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Citing Tobacco Documents Using EndNote
PURPOSE
Configure EndNote to cite tobacco documents.
NOTE
The directions below are for EndNote 9. In earlier versions, commands may appear under the File menu rather than the Edit menu.
Outline
I. Set up the Tobacco Document Reference Type
- 1. Open EndNote.
- 2. Go to the Edit menu and select "Preferences."
- 3. From the menu on the left side of the window, select "Reference Types."
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- 4. Click the "Modify Reference Types" button.
- 5. Click the drop-down box for "Reference Type" and scroll down to the type titled "Unused".
- 6. Replace the "Unused" heading with "Tobacco Document" as shown below.
- 7. Fill in the fields as follows, being sure to line up each one with the corresponding field in the "Generic" column.
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- 8. Use the vertical scroll bar to move down. Continue filling in the fields as shown.
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- 9. Click "OK" to finish editing the Reference Type. Optional: At this point, you may select "Tobacco Document" as your Default Reference Type (highlight it in the pull-down menu of the Preferences page).
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- 10. Click "OK" to save.
II. Set up the Tobacco Document Style
To set up the Tobacco Document output style quickly and easily, click here
to download the pre-formatted style. Save the file (titled "vancouver.ens") to the folder C:\Program Files\EndNote 9\Styles, or wherever your EndNote
style folder is located. Once this is done, skip down to the instructions in Part III to begin entering citations.
If you would like to better understand the EndNote application and the Tobacco Document Style in order to
customize and edit the references, you may configure the Tobacco Document Style manually by following the steps below:
- 1. In the Edit menu, scroll to "Output Styles" and select "Open Style Manager" as shown.
 - 2. Scroll down the Styles list to locate "Vancouver." Vancouver will serve as the template for the new "Tobacco" style.
- 3. Check the box, then double-click on Vancouver to edit the style.
 - 4. Refer to the figure below. From the menu at the left side of the window, locate "Bibliography" and click on the "Templates" item below it.
- 5. Click on "Reference Types" to make the scroll-down menu appear. Then select "Tobacco Document."
 - 6. Scroll to the bottom of the "Vancouver" window and click on the blank "Tobacco Document" template.
- 7. Copy the Tobacco Document format below into EndNote:
- Author. Corporate Author. Title. Date of Document Year|. Source|. URL|.
- The Tobacco Document template is shown below in completed form.
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- 8. Close the window. When prompted to save changes, click "Yes."
III. Enter Citations for Tobacco Documents
To enter citations by hand, refer to the Format for Citing Tobacco Documents
for information about contents of the fields. Please note that Corporate Author must be entered as "Tobacco Institute," with a
comma at the end, or EndNote will reformat the entry to read "Institute, Tobacco."
Instructions for downloading citations to EndNote:
Legacy Tobacco Documents Library
British American Tobacco Documents Archive
IV. Tips
Formatting the Vancouver Output Style
- To add output fields:
Fields such as "Bates Number", "Estimated Date", "Page Count" and "Access Date"
are downloaded but are not visible in the bibliographic reference unless you specifically include them in the Tobacco Document Reference Type.
To add or delete a field in the bibliographic reference, you must add or delete it in the Tobacco Document
style format under "Reference Types".
For example, to add Bates Numbers to the references, go to Edit, Output Styles, Open Style Manager.
Double click on "Vancouver style" and choose Templates under Bibliography.
Choose the "Tobacco Document" template. Here is where you may add fields such as "Bates Range" by typing
it into the reference. See example below.
Note: The mark which looks like a single quote is actually a strophe (found on most keyboards at the left end of the
numerical row, on the same key as the ~ tilde). Including the strophe, as in `Bates No.` Bates Range pictured below, tells
EndNote to print the text included within the two strophes. In the Bates Ranges example, EndNote references will appear in
references as follows: Bates No. 2025036921/6925.
You may also delete a field from the reference by deleting its field name from the template.
For further assistance see EndNote help on "Adding and Removing Fields in a Formatted Reference".
- To normalize capitalization of document titles:
Go to Edit, Output Styles, Edit "Vancouver".
On the left side under Bibliographies, click "Title Capitalization" and choose Headline Style or Sentence style,
depending on your preference.
- To ensure that Corporate Authors do not appear in the format "Agency, Environmental Protection,"
edit the Vancouver output file as follows:
Go to Edit, Output Styles, Edit “Vancouver”. On the left side under Bibliographies,
click "Editor Name". Set the fields as shown below:
- To prevent specific terms (such as DNA, OSHA, EPA, etc.) from being converted to mixed- or lowercase:
Go to Preferences, Change Case. Type terms into the list box, clicking "Add" after each one.
Click "OK" when finished. *Please note: EndNote automatically converts the Author field
to "headline" mode so this action will not apply to the Author field.
- To maintain the correct Bates Numbers format:
Go to Edit, Output Styles, Edit "Vancouver".
On the left hand menu click "Page Numbers" and choose "Do Not Change Page Numbers."
In the Tobacco Document reference type, the field "Pages" is used to hold the Bates Numbers of
the documents and this will tell EndNote not to reformat or abbreviate the field.
Display Preferences
- To change Library Window display:
Certain fields (such as Pages or Source) do not automatically show up in the Library window.
By default, EndNote shows only the Author, Year, Title, and URL fields, but you may display other fields,
change the order of the fields displayed, or change the names used for the column headings in
the Library window. Note: This does not change the actual bibliographic citation format. To customize
the display, go to Edit, Preferences, Display Fields.
Other
- "Corporate Author" vs. "Source":
The "Corporate Author" field refers to the corporate body chiefly responsible for
producing or authoring the document while "Source" field refers to the collection
from which the document came.
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