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Sladen Blog

EndNote Checklist for Publishing

by Stephanie Stebens on 2021-01-28T10:53:33-05:00 in Publication, Manuscript Preparation, EndNote | Comments

EndNote can help make the manuscript writing process much smoother by handling the style requirements for the citations and references, but there are some additional items that should be confirmed prior to submission.


Check for Updates for Your References

If you have any references that are listed as epubs ahead of print (missing the volume, issue and pages), then you should check to see if the article has been published in a print issue in the interim. To do so, in EndNote select the references that you want to check for updates (Ctrl+click to select multiple references) and select ‘Find Reference Updates…’ under the Reference menu. EndNote will display a separate pop-up window with side-by-side comparisons of the current record for the reference in PubMed or Web of Science and the existing record in your EndNote library. You can decide to update the full record or just the empty fields. If you have selected multiple references for the update, EndNote will ask you if you would like for it to update the rest of the references automatically or if you would like to continue approving each update individually.


Journal Abbreviations

There is a known issue with EndNote records pulled from PubMed and the incorrect journal title abbreviations displaying in reference lists. The issue ties back to the Journals Terms List that EndNote uses for the full journal title and the journal’s abbreviated title. PubMed flips the two titles in the records, which causes EndNote to pull the full journal title into the reference list. To correct this issue, you will need to load the Medical Journals Terms List from the EndNote program files. Detailed instructions with screenshots are available on page 10 of our EndNote Quick Guide.


Confirm Output Style

Output styles are available in EndNote for most medical journals. You will need to confirm that you are using the correct style for the journal and that the output style matches the journal’s current requirements. If you cannot find a matching output style in EndNote (page 6 of our EndNote Quick Guide), then you can search for available output styles at EndNote.

Please note that Springer journals typically don’t have their own output styles – they instead use house styles (Springer Vancouver, Springer Alpha Basic, etc.). The specific EndNote output style is usually noted in the instructions for authors for each Springer journal.

If the output style for the journal doesn’t match the journal’s current requirements (check against the examples in the instructions for authors and from recently published articles from the journal), you can request assistance with having the output style edited to meet the journal’s style. Please contact Stephanie Stebens ( for assistance.


Reference List Font

The reference list should be formatted in the same font style, size and spacing as the rest of the document (the standard for manuscripts is Times New Roman, 12-point and double-spaced). EndNote initially inserts the reference list in the default font settings (Calibri, 11-point, and single-spaced). To change the font of the EndNote generated reference list, click on the small square in the lower right corner of the Bibliography section of the EndNote toolbar in Word (page 12 of our EndNote Quick Guide).


Removing Field Codes

Some journals require authors to remove any field codes prior to submission, as they can interfere with their publishing software. If this is the case, the instructions for authors will specifically state to remove the field codes prior to submission. Removing the field codes will break the connection between the Word document and EndNote, and the EndNote citations and references will be changed to plain text. When EndNote removes the field codes, it will create a new document for the plain text version. If after removing field codes you need to further edit your references using your EndNote program, you will need to return to an original copy of your paper with the field codes intact.

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