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Working with Figures and Tables

 

 Should I use EndNote to manage the figures and tables in my documents?

You can store figures and tables in your EndNote library, and use EndNote to insert them, correctly numbered, into your documents.

However you may prefer to store your figures and tables elsewhere, and insert them into your documents yourself. You can still use EndNote to manage your bibliographical references.

 

a. Storing Figures and Tables in an EndNote Library

To store a figure in your library, click on the New Reference button  on the main toolbar to open a new reference window. In the Reference Type box at the top of the window, select the Figure reference type.

Most of the fields in the new reference window are optional. However you should at least enter a detailed description of the figure in the Title field so that you can easily retrieve it when you search your library.

Then click on the Insert Picture button   on the Main toolbar. This will open a dialog box that allows you to locate the image file on your computer and select it.

A reduced version of the image will appear in the Image field. The actual image file is stored in a .DATA folder which is in the same folder as the library. If you copy or move the library, you must also copy and move the .DATA folder.

You can insert only one graphic into the Image field of a record. The following image formats are supported: BMP, GIF, JPEG, PNG, TIFF.

After inserting an image, you should always type caption text into the Caption field. The caption must not exceed 245 characters in length. The Caption will label the figure in your Word document. The Caption also helps you search for the image in your library.

To store a table in your library, the procedure is very similar. Open a new reference, and select the Chart or Table reference type. Complete at least the Title field of the reference, and then click on the Insert Object button  on the Main toolbar. Locate and select the table.

An icon corresponding to the file type will appear in the Image field of the reference. The actual file is stored in a .DATA folder which is in the same folder as the library. If you copy or move the library, you must also copy and move the .DATA folder. You can insert only one file into the Image field of a record. Files such as Excel charts and worksheets and Word documents are acceptable.
After inserting a table, you should always type caption text into the Caption field. The caption must not exceed 245 characters in length. The Caption will label the table in your Word document. The Caption also helps you search for the table in your library.

b. Inserting Figures and Tables into a Document

To insert a figure or table in your document, position your cursor at the appropriate place. Click on the Find Figure(s) button  on the EndNote toolbar. This will open a dialogue box which will search only for references which contain attached files. Select the figure or table and EndNote will insert a citation in the document, e.g. "(Figure 1)" or "(Table 1)".

At the same time, EndNote will insert the actual figure or table into the document, with the caption that was stored in the reference in your library.

The position of figures and tables depends on the output style. If the output style places them at the end of the document, the tables appear first (with the heading, List of Tables) followed by the figures (with the heading, List of Figures).

If the output style is configured to place figures and tables in the text, it will place them after the paragraph in which they were cited. You can cut and paste a figure or table to move it to another location. To make sure that EndNote does not later move them, click on the Cite While You Write Preferences button  on the EndNote toolbar, and click on the Figures and Tables tab. Check the option "For custom placement, keep figures and tables in their current position when re-generating the figure list." 

To delete a figure or table, highlight the citation, including the parentheses, e.g.
 (Table 3). Then press the Delete key. Now click on the Generate Figure List
button  on the EndNote toolbar to remove the graphic and renumber the remaining figures or tables.