Converting in-text citations to footnotes/endnotes

EndNote EndNote How To
1

Dear Community,

for a revise & resubmit I have to convert all in-text citations to endnotes. Is there any mechanism/tool that I can use to convert in-text citations either to footnotes (than I will use the Word option to convert them to endnotes) or directly to endnotes without retying every citation?

Cheers,

Stefan

P.S. I am using EndNote X1 and Word 2007

2

I have the same problem and despite numerous on-line searches and help, I can’t seem to find the solution. Stefan, did you find one? Can anyone help?

3

Well I have a very silly question.  Since in science we rarely use footnote/endnotes to cite something, how does a footnote list at the end (or I assume  ‘endnotes’) differ from a “numbered in order of appearance” bibliiography, where the number is superscripted?

4

The main question in endnotes vs. numbered bibliography comes down to what number should a reference you cite multiple times have.  If you cite a reference two times in the document does it use the same number in the text each time, or does it have a unique number in the text each time it is cited?

If it uses the same number you would not convert to endnotes, you would use a numbered output style.  Now if you do need to use endnotes there is no automated way to convert from in-text citations to endnotes/footnotes.  At each in-text citation you would need to use Word to create the endnote.  Then you would need to cite the reference(s) in the endnote created by Word.

Message Edited by PTravis on 05-27-2009 09:36 AM

5

Your question is not silly, it is ill-informed. “Science” can indeed include historical investigations and in the area of history, among other scientific disciplines, there are a number of endnotes/bibliographic referencing styles that are frequently used and are considered the norm. One popular one is the Chicago style that comes in two standard forms in endnote. You obviously are not aware or have not used these, one (Type B) is author-date (in text ) style the other (Type A) is notes/bibliography. The type B the in text references appear as footnotes on each page numbered in order of appearance AND appear alphabetically in a bibliography at the end - so the difference is quite obvious. The BIG PROBLEM is that endnote cannot automatically convert Type B to type A which is a real pain, and we have NOT received an answer about this from Thompson because of your “silly question” that has distracted the purpose of the forum!

6

Hi Peter,

I am sure you are aware that in Chicago type A in-text references are listed as footnotes at the bottom of each page and numbered in order of appearance AND appear in a bibliography at the end of the document in alphabetical order (i.e., not numbered). Do you (OR ANYONE ELSE!!!) have a solution for converting in-text citations to footnotes/endnotes (e.g., for converting Chicago type B to Chicago style Type A), apparently this cannot be done automatically in endnote? Many scientists, particularly in the scientific field of historical investigation, do use Chicago and sometimes need to do this conversion and I think this is what Stephan and the other 777 viewers of this forum are after, it would certainly be worth many many kudos to the one that provides a solution to this!

Message Edited by Sententia on 07-01-2009 01:52 PM

7

You would need to place the cursor in the text where you need the number to appear.  You would then use Word to create the footnote/endnote.  Then you would have to cite the reference in the footnote created by Word and delete the old citation in the text.

8

Ok, so there is NO efficient workaround and ALL references have to INDIVIDUALLY be re-done manually?

Is Thompson considering a conversion between Chicago type A and type B at all? Do you know of any other programs that can handle this?

If you have anything, anything at all, that might help with this I and so many others would be very grateful.

Message Edited by Sententia on 07-02-2009 08:30 PM

9

The information I received from

Thompson Reuters was (unfortunately) that there is no simple way:

You cannot automatically convert citations to footnotes since Word is used to create the actual footnotes, but you can unformat the document so that your references are in their temporary citation format. You can then use Word to create the footnotes and then cut and paste the temporary citation in the Word made Footnote. The same way you would create footnotes with EndNote normally, except you cut and paste the temporary citation instead of inserting a new one.

Then you just need to format using the correct output style.

This has been laborious but has worked except for one chapter where the endnotes will NOT revert back from unformatted citations. This is a big problem and I’m not sure how to fix it. Any ideas? Any tips? Anything…Anyone?!

Jane Kreis

10

@janekreis wrote:

 

This has been laborious but has worked except for one chapter where the endnotes will NOT revert back from unformatted citations. This is a big problem and I’m not sure how to fix it. Any ideas? Any tips? Anything…Anyone?!

Jane Kreis

Are they “fields”?  are they grey if you click in them and if you “show field codes” (Alt F9) do they contain the endnote codes? 

11

Hi there,

Actually there is a way to convert In-Text citations to endnotes/footnotes, by employing the following Word Macro.  Please note that this Macro was originally written by Shyam Ranganathan, though I’ve improved it a bit…  It’s not perfect, so do check the results and make the necessary touch-ups (i.e. in cases of citations directly following quotations), but overall, it does SAVE A LOT OF TIME…
Enjoy :slight_smile:

Miriam

======================== 

Sub intext2footnote()
Dim vLastSectionI, vField, i, J
J = ActiveDocument.Sections.Count
For i = 1 To ActiveDocument.Sections.Count
If i = J Then Exit Sub
Set myRange = ActiveDocument.Sections(i).Range
For Each vField In myRange.Fields
Selection.GoTo What:=wdGoToField, Which:=wdGoToNext, Count:=1, Name:= _
“ADDIN”
Selection.Find.ClearFormatting
With Selection.Find
.Text = “{ }”
.Replacement.Text = “”
.Forward = True
.Wrap = wdFindContinue
.Format = False
.MatchCase = False
.MatchWholeWord = False
.MatchWildcards = False
.MatchSoundsLike = False
.MatchAllWordForms = False
End With
Selection.MoveRight Unit:=wdCharacter, Count:=1, Extend:=wdExtend
Selection.Cut
With ActiveDocument.Bookmarks
.Add Range:=Selection.Range, Name:=“temp”
.DefaultSorting = wdSortByName
.ShowHidden = False
End With
Selection.MoveRight Unit:=wdCharacter, Count:=1, Extend:=wdExtend
ActiveDocument.Endnotes.Add Range:=Selection.Range, Reference:=""
Selection.Paste
Selection.GoTo What:=wdGoToPage, Which:=wdGoToNext, Name:=“1”
Selection.Find.ClearFormatting
With Selection.Find
.Text = “{ }”
.Replacement.Text = “”
.Forward = True
.Wrap = wdFindContinue
.Format = False
.MatchCase = False
.MatchWholeWord = False
.MatchWildcards = False
.MatchSoundsLike = False
.MatchAllWordForms = False
End With
Selection.GoTo What:=wdGoToBookmark, Name:=“temp”
Selection.Find.ClearFormatting
With Selection.Find
.Text = “{ }”
.Replacement.Text = “”
.Forward = True
.Wrap = wdFindContinue
.Format = False
.MatchCase = False
.MatchWholeWord = False
.MatchWildcards = False
.MatchSoundsLike = False
.MatchAllWordForms = False
End With
Selection.Find.ClearFormatting
With Selection.Find
.Text = “{ }”
.Replacement.Text = “”
.Forward = True
.Wrap = wdFindContinue
.Format = False
.MatchCase = False
.MatchWholeWord = False
.MatchWildcards = False
.MatchSoundsLike = False
.MatchAllWordForms = False
End With
ActiveDocument.Bookmarks(“temp”).Delete
With ActiveDocument.Bookmarks
.DefaultSorting = wdSortByName
.ShowHidden = False
End With
Selection.MoveRight Unit:=wdCharacter, Count:=1
Next vField
Next i
End Sub

12

Oh, two more thing I forgot to mention on my original post (with the in-text citation to footnotes/endnotes Macro):

  1. In this macro the conversion is being done to endnotes.  If you wish to directly conduct a conversion to footnotes (i.e. rather than first running the Macro for converting to footnotes and then using word shortcut menu to convert them to endnote), simply change the “Endnotes” to “Footnote” in the following line of code:

 ActiveDocument.Endnotes.Add Range:=Selection.Range, Reference:="" 

  1. The quoted Word-macro works under the assumption that your references are placed at the end of the document in a seperate section.  If they aren’t, the code AS IS won’t work.  One could make it work, though, by deleting lines 3-6, as well as the second line from the end, and changin the 7th line to:

For Each vField In ActiveDocument.Fields

However, this would result in a superflous endnote attached to the referecnes list, which once deleted, takes the referecnes list away, so that you’d need to reaaply the output style in order to regain the references :frowning:

Miriam

13

Hello,

thank you for posting the Makro-text, it sounds very promising, though I don´t know how to handle makro´s in word 2007. Can anyone explain the procedure to use the makro posted so that a amateur can work with it as well? Is this makro also compatible with the APA5th style or do I have to change something in the text?

Thanks in advance,

Irene

14

Hi Irene,

As for your second question (i.e. APA 5th): If you’re asking whether the Macro would work for a document ALREADY formatted in APA 5th which you would like to convert to a style using footnotes/endnotes instead of in-text citations (e.g. Chicago A), then the answer is YES!  If it’s the other way around, then the macro, unfortunatelly, cannot help.

As for your first question:

After copying the macro to the clipboard (Ctrl+C),without the “=====” lines at the begining and the end, go to Word 2007 and follow these steps:

  1. from the “View” ribbon/tab,click on “Macros”, and then choose “View Macros” from the drop down list/menu.

  2. At the new dialog box/window, click in the Macro Name box, and type something there (doesn’t matter what as longs as it is without spaces)

  3. Click on the “Create” button, at the right hand of the dialog box.

  4. MS-Word launches the VBA ediotr: 

  5. On the “New Macro (code)” window, delete the lines stating with “Sub the name you gave on step 2” and Ending with “End Sub”

  6. Paste the Macro (Ctrl + V)

  7. Close the “Visual Basic for Application” editor window → this should return you back to Word.

  8. Click on the Office button (at the top-left hand corner of the screen), and then click on “Word Options” button

  9. At the Left hand of the new window, click on “Customize”

  10. At the Right hand of the screen, from the “choose from commands” box, choose “Macros”

  11. Under that box, you should be able to see now a list of available Macros, one of them should be: “Normal.NewMacros.intext2footnote.” → click it, and then click on the “Add” button (at the middle of the screen/window)

12)  Click on the “Modify” button (under the long box to which you’ve added your macro)

13)  At the new dialog box that is displayed with lots of icons, choose the icon to be displayed on the button that will launch your macro, and then click “OK”

  1. Click OK again at the word options window → this should get you back to Word.

If all is well, you should be able to see a new button on the Quick Access Toolbar (under the Ribbon) with the icon you’ve just designated.  Clicking on this button will run the macro (make sure you do this only once you’ve placed the cursor at the begining of the text.)

Hope this helps…

Miriam

15

Wow thank you so much for the clear instructions and the macro.  It totally worked for me (once I realised that a page break was not the same as a section break…) and saved me hours of work manually converting the references!  I am not what one would call an expert user so really helpful to have it broken down stage by stage.  Thanks so much.

16

All of the above was very clear, but unfortunately didn’t work at all.  Any idea of what I could be doing wrong.

17

Hi Phyllis,

Sorry for the long delay in responding to your question…

Chances are that your document has only one section, while the macro’s code is written under the (plausible) assumption that you have at least 2 sections (i.e. the second one for endnotes).  If this is not the case (e.g. you use only footnotes), simply create a temporary new section at the end of your document, and then try to run the macro again.  Once done, mark the whole endnotes section (CTRL + A when the cursor is within this section), convert it to footnotes (right-click the marked section, and then, simply delete the white space left behind so that you erase the second section created in the beginning of this process.

Hope this would be of help…

Miriam

18

Peter, 

When I get to the point of  entering the citation in the footnote space generated by the Word note system, can I cut and past the citation (or longer material) into the footnote space? Or, do I have retype that material?  I have a manuscript with scores of endnote/footnotes but all of that material, while separately entered in my manuscript and so would appear in printed format as “Endnotes”  appears to my editor’s computer as if were text.

The trouble, as you can probably deduce, is that I did not create those ‘notes’ using the Word auto endnote/footnote application. Instead they were created as separate Word Documents and then I copied and pasted them into each chapter of the manuscript. 

I really hope that there’s a saving grace to all this.

Thanks for any help you can think of. 

Ken

19

could sent me screenshots exactly how you do that because i cant find how really works. Im interesting on converting in text citations to footnote only.

20

Hi Miriam!

I have been working with this macro that you suggested for a while now and can’t figure out why it is not working for me. 

Here is what I am trying to accomplish:

https://docs.google.com/document/d/1DufKpBXTCti1Mq6YOu_IFmLTAWV_H9l4J6NqR5I2HwI/edit?hl=en_US

I cannot figure out how to adapt your code to something that will work for our purposes! Can you help? I would rather the notes end up as footnotes than as endnotes, but if I can get the code to work for endnotes, then I can just convert them to footnotes separately. 

Let me know ASAP if you think this is possible!

Thanks, 

Katie