EndNote includes 54 fields (including the first field, which contains the name of the reference type). Each of the different EndNote data fields is available for use by the different reference types. Initially, only the Generic reference type includes all fields. Few restrictions are placed on the type of text that can be entered. However, there are a few fields that are reserved for specific functions.
The Author, Secondary Author, Tertiary Author, and Subsidiary Author rows in the Reference Types preference are specially configured to handle author names, and should not be used for any data other than names.
When EndNote creates a bibliography, the information in these fields is formatted according to the specifications of the selected style’s Author List and Editor List settings. (The Author List is used for the Author field; Editor List is used for Secondary Author, Tertiary Author, and Subsidiary Author fields.) If you put text other than personal names in any of these fields, EndNote will still try to interpret it and format it as a person’s name.
The Library window displays the last name of the first author that it finds in the Author field. That name is also used in the temporary citations inserted into word processing documents.
Note: If you have a corporate author name in an Author field, put a comma after the name so that EndNote does not interpret it as a first and last name. For example, Acme Corporation should be entered as "Acme Corporation,".
The three fields that the Generic type uses for titles—Title, Secondary Title, and Tertiary Title—are usually found under different names in other reference types. For example, a section of a book which is part of a series will use all three title fields: the chapter title would belong in the main Title field, the book title corresponds to the Secondary Title field, and the series title corresponds to the Tertiary Title field.
The Generic Secondary Title and Alternate Title fields map to the Journal and Alternate Journal fields, respectively. The fields listed below, found in specific reference types, are the only ones that can be used with the Journals term list to modify journal names in formatted bibliographies.
Journal Article reference type—Journal field
Journal Article reference type—Alternate Journal field
Electronic Article reference type—Periodical Title field
The fields in the row reserved for page numbers are the only ones that work with the Page Numbers option in the styles. This feature lets you specify how EndNote should format the page numbers in the bibliography (first page only or a full or abbreviated range of pages). Similarly, any field in the Pages row of the Reference Types preference can take advantage of a special formatting character in the styles: the caret (^). This character allows you to pick a singular and plural form of a term to precede or follow the pages in a bibliography, for example "p. 25" and "pp. 32-45. If you enter page numbers in any other part of the reference, they cannot be used with these features.
When a correctly formatted URL is entered into this field, the Open URL command in the References menu can be used to launch your Web browser and take you to that site.
When a reference is selected and Open URL is chosen, EndNote checks the URL field for a URL. No other fields are checked. See URL and Linking a URL to an EndNote Reference.
Use the File Attachments field to store the path to files on your hard drive (such as graphics, word processing documents, and PDF files). You can specify an absolute path to a specific folder, or you can specify a relative path to copy the file to your library’s .DATA\PDF folder. You can link up to 45 files to each reference.
When a correctly formatted path and filename is entered into this field, the Open File command in the References menu can be used to open the file. See Linking a File to an EndNote Reference.
The Figure field stores a single graphic or file attachment specifically for use in Microsoft Word. This field is included in all reference types. See Inserting Figures for information about adding figures to a reference.
To add or remove the Figure field from a reference type, use the Preferences dialog to edit reference types, as described in Adding, Deleting, and Renaming Fields.
Use the text field immediately following the Figure field, the Caption field, to enter relevant information pertaining to the image or file.
Two Auto Date Stamp fields are available that you can add to the Library window.
The Added to Library and Last Updated date fields are inserted when you save a new reference. The Last Updated date is reset each time you save changes to a reference. The date format of the Auto Date Stamp fields matches your default operating system settings (for example, 4/16/2012).
To add the two Auto Date Stamp fields to the Library window, select Preferences > Display Fields. From the Field column, select the Added to Library and/or Last Updated fields. EndNote populates the Heading column with your selection.
You cannot edit, print, or export either of the Auto Date Stamp fields. You can, however, display and sort these fields from the Library window just as you can with any other EndNote field.
Note: For references entered with EndNote version X1 or earlier, the Added to Library field is left blank and the Last Updated field displays the date of conversion to EndNote.