Many postgraduate students who are writing a thesis keep each chapter as a separate Word document. They use EndNote to format the references in each document. How should these documents be combined to create the final thesis?
Step 1: Copy Each Chapter
Make a copy of each chapter, e.g. chapter1-copy.doc; chapter2-copy.doc. You will work with these copies. If something goes wrong, you can return to your original documents and start again.
Step 2: Unformat Citations
If you have been using EndNote's instant formatting, your references will already be formatted, for example (Smith, 1999), and you will have a bibliography at the end of each chapter.
Open each document (chapter1-copy.doc, etc.) in Word, and from the EndNote menu in Word select the Convert Citations and Bibliography>Convert to Unformatted Citations command. (In earlier versions of EndNote, use the Unformat Citations command.) This will remove the bibliography at the end of each chapter and change the references in the text into their unformatted form, for example {Smith, 1999 #13}. Save these changes.
Step 3: Combine the Chapters
Open chapter1-copy.doc in Word. Then open chapter2-copy.doc and select the whole document (Ctrl+A), copy it and paste it at the end of chapter1-copy.doc.
Continue copying and pasting each chapter at the end of chapter1-copy.doc, until the whole thesis is in one document.
Rename chapter1-copy.doc to thesis-master.doc. This is the master copy of your thesis, and any subsequent changes should be made to this document. Save this document.
Step 4: Format Citations in the Thesis
Open thesis-master.doc in Word. From the EndNote menu in Word select the Update Citations and Bibliography command. (In earlier versions of EndNote, use the Format Bibliography command.) EndNote will format all the references in your document and create a single bibliography at the end of the thesis. Save the changes.
Note: Unformatting the citations (at Step 2 above) disables the instant formatting in Word. If you prefer to work with instant formatting, go to the Bibliography Preferences by clicking on the small arrow at the very bottom of the Bibliography group on the EndNote menu in Word, and then select the Instant Formatting tab and click on the Turn On button. (In earlier versions of EndNote, access the Instant Formatting tab via the Format Bibliography command.)
Step 5: Remove Field Codes
Your thesis-master.doc contains hidden field codes which link it to EndNote. The final step is to create a copy which is not linked to EndNote. From the EndNote menu in Word select the Convert Citations and Bibliography>Convert to Plain Text command. (In earlier versions of EndNote, use the Remove Field Codes command.)
This will create a copy of your thesis which is no longer linked to EndNote. Save this copy as thesis-unlinked.doc. This is the copy which you should submit. This is not your master copy. Any changes must be made to thesis-master.doc.
If you need to make changes to your thesis, make them in thesis-master.doc and then use the Remove Field Codes command to make a new copy of thesis-unlinked.doc.
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