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welcome to the advanced endnote tutorial on importing a word document into EndNote the starting place for this tutorial is with a bibliography such as this one which is in an unstructured format which means simply that it looks good but EndNote does not know how to interpret this what a structured document the sort of data that EndNote can interpret and import successfully what that looks like you may not know that but let me take a peek here this is a set of search results from by osis and you'll notice one of the differences you'll notice between this and the previous set of references is these field codes which basically are endnotes way of interpreting what goes where so for example in this by osis has a ti field to indicate that everything here is a title nau field to indicate everything here is an author and a source field to indicate here is the journal title the date the issue and the page numbers etc something close out of that one and back to our references now how do you get these references ind and know well it's a multi-step process the first thing we're going to do is go into EndNote and create a filter that will allow us to import this data then we will do some minor formatting to this particular document and then we'll go ahead and use the newly created EndNote filter to import this data into EndNote now your first step is to create a filter to import your Word document and to do that open up EndNote and then go to the edit menu and go to import filters and select new filter there variety of options here on the Left we'll go through the relevant ones first thing to do is actually save your filter so go save as and make sure you're in your filters folder which on a PC will be in your C Drive Program Files and then under EndNote if your EndNote 10 it'll say EndNote X and then filters and then create give your filter a name I'm going to call this Jim's word filter and then this will be saved so here we are back in our Word document and we're going to format this to allow our EndNote filter to import it and we'll be going back after this to finish up creating the filter but for now I'm gonna focus on what we need to do to create format the word document in a way that I know can understand it step one is actually within word make sure you have this display formatting icon and you want to click on that and the reason for that is there we go your what we're going to be doing is we're going to be putting a tag or field code in front of every single record and the easiest way to do this is instead of having to copy and paste or type in this field code before every single entry we can basically most bibliographies have this double paragraph between each entry so what we can do is we can instruct Word to go through and make a change after every double paragraph so let's do that we're going to go to edit replace and this brings up this window click on the more' arrow and we're gonna click on special because we're gonna say we want to get paragraph mark and so I'm gonna copy that and then paste it so what we're gonna say tel word is to find a double paragraph and replace it with a double paragraph plus our field code which in this case I'm going to select xx - - you can choose anything you want to you can choose s o : if you want to but in this case we're gonna I'm just gonna choose xx - - and what we're gonna say is replace all and so yes and made eleven replacements and you will notice that looks like it I'll underline that we'll get rid of that and in front of put a double there there's a little bit of clean up that might be needed I'll delete that we want to go through and basically make sure that everyone has this field code in front of it or tag we're gonna go ahead and save our document now and say yes okay so now we've formatted the document in a way so let's go back over to EndNote and we'll finish up creating the filter now that your filter has been saved we'll go ahead and move to the template section where we'll actually be doing two things we'll be creating a tag and we'll be inserting field and the tag is simply the field codes that if you remember the bios's search that we looked at these field codes TI ausu etc would all show up here you know column down here and then it would in under field it will say what goes there so it was a TI here and then over here it will say title and then it'll say au here and we'll say author over there now what we're faced with is a document that has no field code so we're going to actually do two things we're gonna format the word document so that there are field codes and then insert fields okay now that we have formatted our Word document what do we do well under templates under tag you may have guessed by now what we're gonna actually do is put the tag or field code we just put into our word document under tag so type in xx - - and then hit the tab key now what we're gonna put in the field for this we're gonna need to go back to our word document we're actually gonna take all of this information and put it into I'm gonna copy this go back to EndNote I'm actually now gonna paste this in this is a little bit easier to do what I've got here is I've got author information I've got a title I've got a journal title and then I've got an issue a year and then pages so what I'm gonna do is I'm gonna say everything before the semicolon I will delete that and then under insert field I want author so this will tell and note every time it encounters something before the first information is going to encounter is an author and then what comes after the semicolon is a title so I'll I like that delete it and I'll put in a title this one is the journal and I'll put in journal this is a volume volume No put this I'll put the year in parentheses you want to leave the parentheses in their year and then finally pages I'm gonna leave the PP in because that's actually not part of the record but and no it needs to know that it's going to show up there so now I need to do pages so I'm actually I've created the template successfully now what you'll be able to figure out pretty quickly is this is going to work for every record that is consistently formatted like this the success of a filter like this that you create how much of the information of each record it's going to import successfully is going to depend on how consistently formatted your records are if there's a lot of variety you're going to you're gonna have to do a lot of clean-up on your own the other thing that's going to be really helpful is that there are distinct punctuation marks between fields semicolons titles in this case it looks like a comma what and we'll talk about this a little bit more as it goes along but that's basically now we've created created the template section okay now that the templates is taken care of let's tackle a couple other areas author parsing and continuation line author parsing is simply telling EndNote what to do with authors and the first thing to do is go over to your word document and see how the author names are entered in this case it looks like first name or first initials is followed by last name and that seems to be the case for every single entry sometimes you'll have the first author will have the last name comma first and then all the others will be first and last and basically we need to tell and know what to so in this case name order is first always precedes last and the infer interpret first names is you can leave it as smart in this case we know it's initials only so we can do that author names separators this is where it gets a little bit complicated it's essentially a comma and so between the author's we're gonna collect other and comma now if you're working with a document that the there's a comma between first and last names and also a comma between authors it's going to be a bit messy and you're gonna have to do some cleanup later but that should take care of author parsing quickly continuation lines what you want to do here is tell the filter to ignore indents untag lines are always a continuation of the preceding line not going to go into an explanation oh boy I just know that if you want your filter to work click on ignore indents you've all been waiting for let's see if we can actually use our filter to import our Word document so the first thing to do is go to file import we're gonna choose our file there's my word document and then under import option we need to locate the filter we created you're probably going to need to go to other filters there's my Jim's word filter choose I'm going to go with import all and voila there we are