By default, references are sorted alphabetically, by Author. You can sort each column alphabetically or by date, by clicking on the top of the column.
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You can also add new columns by right clicking on the top of any column and choosing from the list that appears e.g. Record Number, Keyword or Research Notes.
You can search within the EndNote library via the Search Library box on the toolbar, or by clicking on Advanced Search or Tools > Search Library (OR Cmd+F) to conduct a more detailed search.
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When you have imported your records, you see the library window. The newly imported references are displayed in the summary screen.
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You can remove duplicate references in your EndNote library by selecting Library > Find Duplicates.
Check the completeness of the record you wish to keep e.g. Does it have full text attached? If you have already inserted one of these records as a citation in your Word document, do NOT delete it in your EndNote library, or the citation will disappear from your document. Select Keep this Record for the reference you want to keep.
Note: To check which record you have used in your Word document, note the record numbers and see page 24 for instructions on unformatting the citations in your Word document to identify the record you have inserted.
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You can add full-text to your EndNote library in different ways:
The easiest way to add an existing saved pdf file to a record in your library is to drag and drop the pdf file onto the reference located in your library summary screen
OR
Highlight a reference in the summary screen and select the Attach file button
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This method is useful when you do not already have the PDFs of your references. EndNote will search for the full text PDF files (if available), and if located adds the pdf file and the URL link to the record in your Library. This method can be carried out either for one reference at a time or for multiple reference simultaneously.
Note: This method only works for journal articles and conference papers with a DOI (Digital Object Identifier). You do not need to know which ones have a DOI -- EndNote will work that out. Older journal articles and conference papers, government reports, annual reports, company or industry reports, unpublished materials such as manuscripts, newspaper articles and book chapters may not have a DOI and you will need to manually add the pdf file.
Note: This process relies on the DOI (Digital Object Identifier) of articles to create records in EndNote. If a PDF was not created in a format that allows EndNote to distinguish between the different elements of the citation (e.g. a scan, or an older PDF) then the reference created will have mostly empty fields that you will need to fill in using data from the PDF.
In EndNote, click EndNote 21 > Preferences > PDF Handling and tick Enable automatic importing, then select your Download folder > OK.
While you are researching, download any new PDFs you find to the Downloads folder. EndNote will automatically import them. Where possible, EndNote will find and add the basic publication information to the new reference via the Digital Object Identifier (DOI).
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Tips: 1) Have EndNote create more informative PDF names. 2) Ask EndNote to find any missing publication information.
Note: sometimes EndNote matches the accession numbers from different databases and suggests a different article. Click Skip. |
Groups make it easy to organise a large library into folders to manage references or use a subset of references for a paper or chapter. A group simply points to a subset of references that already exist in the library. They are a COPY only of selected references from your All References.
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In EndNote 21 there is, in addition to Groups, the ability to add custom colour coded tags to the references in your EndNote library.
You first create the Tags you need by selecting (right clicking) My Tags from the left-hand menu. Give the Tag a name and select a colour.
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To add a Tag to a reference in your library you can either drag the reference into the particular Tag required in the left-hand menu OR right click on the record > Manage Tags > Select from available Tags to add and then select OK.
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Reference styles can be changed in EndNote AND in your Word document. The style selected should be the same in both.
From Style drop-down menu, click Select Another Style, select required style e.g. APA 7th or IEEE or other, and select Choose to add it to your list of styles.
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In the Summary screen below the Select citation is an example of what your selected reference style. This allows you to check your reference. You can also click on the Style, then Select another Style from this menu.
Extra styles can be downloaded via Tools > Output styles > Open Style Manager then search in the list OR to find further styles select Get More on the Web.
You can save your complete library (including the .Data folder and all of its contents including images and PDF files) to a single compressed copy in order to back up your library, transfer it to a non-RMIT computer or send a copy to a colleague. The .Data folder is important, even if you are not storing PDFs in it, so compressing the library allows you to email it without losing recent updates.