EndNote: Author Terms List

Author Terms list

Checking Author terms.


Unwanted ordering and / or author initials can come from the author’s name being inconsistently entered in different references in your EndNote library, e.g.

Biggs, J.
Biggs, J B
Biggs, J. B.
Biggs, John
Biggs, John B.

Different references by the same author with a different form of name will trick EndNote into thinking that they are different authors, so you need to make them all the same.

1) Clean up the Authors Term List:
-        In your EndNote library, go to Tools > Open Term Lists and select the Authors Term List
-        Scroll down to find the author and delete incorrect forms of name – leaving just one entry, usually the fullest form of name (i.e. Biggs, John B.)
-         NB Deleting terms in the term list does not change anything in the reference, but this is a useful step in order to make the next step easier.

2) Clean up the author’s name in each reference:
-        Click on Search tab (bottom of library window) and search where AuthorContains e.g. biggs. This is important as Biggs may be a 2nd or later author on a paper, so if you only scroll down the list of references to identify the author you won’t find all occurrences.
-        Open each reference (or use Quick Edit tab) and highlight the name you need to change, then start typing in the author’s name again (last name first). If you have cleaned up the term list then it should automatically select the correct form of name.
-        Close the reference to save it, or click out of the reference if using the Quick Edit tab. Repeat this step for all references that have the incorrect form of name.
-        Now return to your document and Update Citations and Bibliography. Hopefully you will no longer see those initials (unless of course there are different authors with the same last name)

3) As a last resort you can edit the style to remove the instruction to include initials in the in-text reference...but note that you will be using a non-standard style format, ie not conforming to APA 6th style.  To do this:
-        Click on Edit > Output Styles > Edit "your style"
-        On the left, choose Author Name under Citations
-        Remove the tick in the box next to "Use initials only for primary authors with the same name"
-        Click on File > Save As ... and save your file with a slightly different name (eg APA 6th NoInitials)
-        Now return to your document and select the new (renamed) Output Style and click on Update Citations and Bibliography.

The APA and initials for ambiguous citations:

Ambiguos Citations

Or for primary authors with the same name:

Primary Author

If after steps 2 or 3 your document does not refresh on clicking Update Citations and Bibliography , you may need to Convert Citations and Bibliography to Unformatted Citations, and then Update Citations and Bibliography again. Warning, if you have never worked with unformatted citations you may find some unmatched citations in your document, which will involve you re-selecting each unmatched citation (there might be a lot of them!). This link: http://www.crandon.com.au/endnote/faq/mismatch.html



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