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EndNote Desktop

Use EndNote Desktop to add, manage, share and sync your references, and insert and manage citations in Word.

Locating and sorting references

Locating references

You can search for and locate existing references in the middle panel of your EndNote Desktop library. This lets you find any existing references more quickly and easily.

Use either Advanced search or Simple search. You can toggle between both.

Advanced search lets you search for a keyword within a specific field for more precise searching, e.g. "polymers" in the Title field. Basic search searches in any field.

Clear search to start another search.

searching for references in endnote desktop on windows using advanced search function
Image: Advanced search function in EndNote Desktop on Windows. Copyright © Clarivate. Used under licence.
 

searching for references in endnote desktop on mac using advanced search function
Image: Advanced search function in EndNote Desktop on Mac. Copyright © Clarivate. Used under licence.

Sort by column heading

In the middle panel of your EndNote Desktop library, you can sort existing references by column heading, either in ascending or descending order (e.g. alphabetically by title, author or reference type; numerically by year or record number; by references that have a PDF attached/paperclip icon).

Click on the column heading of the references you want to sort, e.g. Author.

To sort the references in the opposite order, click on the same column heading again.

sort references by column in endnote desktop
Image: Copyright © Clarivate. Used under licence.

Add new column headings

You can also add new column headings to give your references more descriptors.

  1. Right-click on any column heading in the middle pane of your EndNote Desktop library, then tick the column heading you want to show, e.g. Record Number, Rating.

    select what columns in show in endnote desktop
    Image: Copyright © Clarivate. Used under licence.
     
  2. Once you have added a new column heading, you can sort your references by that (in ascending or descending order).

    sort references by record number in endnote desktop
    Image: Copyright © Clarivate. Used under licence.

Groups and Tags

What are groups?

Groups help you organise references into categories like subjects, thesis chapters, or assignment topics. They act like folders but don’t move references—just create copies for sorting.

Tips

  • References in groups are copies, not moved.
  • You can place the same reference in multiple groups.
  • Deleting a reference from a group only removes it from that group.
  • Deleting a reference from All References removes it from every group.

Types of groups

  1. Basic group
  2. Smart group
  3. Group set

Basic groups

  • Manual: You drag and drop references into them.
  • References stay in All References and can appear in multiple groups.
  • Create:
    • Right-click MY GROUPS > Create Group
    • Or go to Groups > Create Group
    • Name your group and drag references into it.

groups section in endnote desktop

Image: Copyright © Clarivate. Used under licence.

an example of a basic group in endnote desktop
Image: Copyright © Clarivate. Used under licence.

Smart groups

  • Automatic: EndNote adds references based on search criteria (e.g. keywords in title, author, abstract).
  • Updates as new matching references are added.
  • Create:
    • Right-click MY GROUPS > Create Smart Group
    • Or go to Groups > Create Smart Group
    • Set criteria (e.g. keyword “vaccinations”) and click Create

create a smart group in endnote desktop
Image: Copyright © Clarivate. Used under licence.

Group sets

  • Organise groups into larger categories (e.g. course codes, thesis chapters, sub-topics).
  • Can contain both basic and smart groups.
  • Create:
    • Right-click MY GROUPS > Create Group Set
    • Or go to Groups > Create Group Set
    • Name your set (e.g. “Chapter 1” or “EEET2449”)

an example of a group set by sub topics in endnote desktop

Image: Copyright © Clarivate. Used under licence.

Tags

In EndNote there is, in addition to Groups, the ability to add custom colour coded tags to the references in your EndNote library.

Create tag

You first create the Tags by right-clicking on MY GROUPS or from the menu select Tags > Create Tag, select a colour and give the tag a name.

A screenshot of a computerDescription automatically generated

Image: Copyright © Clarivate. Used under licence. 

Add tag to reference

Option 1: Drag and Drop

  1. Find the reference you want to tag.
  2. Drag it into the desired Tag listed in the left-hand menu.

Option 2: Right-Click Method

  1. Right-click on the reference.
  2. Select Manage Tags.
  3. Choose the Tag(s) you want to add from the list.
  4. Click OK to save.

Image: Copyright © Clarivate. Used under licence. 

Removing duplicates

Find and remove duplicates

Go to: Library > Find Duplicates (from the toolbar)

Compare the duplicates side by side:

  • Check which reference is more complete (e.g. has a PDF, notes, keywords).
  • Click Keep This Record for the one you want to keep.

find duplicate references in endnote desktop

Image: Copyright © Clarivate. Used under licence.

Note (if using Word)

If you've already cited a duplicate in your Word document:

  • Do NOT delete it directly from EndNote—this will break the citation in Word.
  • Instead:
    1. Delete the citation from Word first (mark the spot).
    2. Then delete the duplicate from EndNote.
    3. Re-insert the correct reference in Word at the marked spot.

Tip To check which reference was used in Word, look at the record number. You can unformat citations in Word to identify this—see Unformatting citations and bibliographies in the EndNote and Word best practice section.

Changing title capitalisation

Sometimes titles import with the wrong capitalisation (e.g. all caps, sentence case, or every word capitalised). You can easily fix this in EndNote:

Steps to change capitalisation

  1. Select the reference in the middle panel of your EndNote library.
  2. In the right panel, click the Edit tab.
  3. Highlight the title you want to fix (e.g. article, book, or journal title).
  4. Go to the toolbar: Edit > Change Case > choose the correct format (e.g. Sentence case).
  5. Click Save.


before changing title capitalisation within a reference in endnote desktop
Image: Copyright © Clarivate. Used under licence.
 

after changing title capitalisation within a reference in endnote desktop
Image: Copyright © Clarivate. Used under licence.

Referencing styles

About referencing styles

Output styles are used to control the appearance of references in a bibliography. While EndNote will help you store and manage your references, you must still follow the referencing rules. You will find these rules and examples for your recommended referencing style in our Easy Cite referencing tool.

Remember to save the output style to its corresponding sub-folder:

  • On Windows: save the file to C:\Program Files (x86)\EndNote 21\Styles
  • On your own Mac: save the file to Applications > EndNote 21 > Styles (if not there, try: Finder > Documents > EndNote 21 > Styles)
  • On an RMIT Mac: save the file to Finder > Documents > EndNote 21 > Styles

Choosing a referencing style

  • Go to Tools > Output Styles
  • Tick your desired style (e.g. APA 7th)

If your style isn’t listed:

  • Go to Tools > Output Styles > Open Style Manager
    open style manager in endnote desktop
    Image: Copyright © Clarivate. Used under licence.
     
  • Tick the style you want (e.g. RMIT_Harvard_EndNote)
    select to show a style from the list of endnote desktop styles. For example, RMIT Harvard.
    Image: Copyright © Clarivate. Used under licence.
     
  • Close the window, then select it from Tools > Output Styles
    select to use a style from the list of endnote desktop styles. For example, RMIT Harvard.
    Image: Copyright © Clarivate. Used under licence.

Need more styles?
In the Style Manager, click Get More on the Web to download additional styles.

Important Notes

  • Know which style your school, supervisor, or lecturer requires.
  • Use tools like Easy Cite to understand your style.
  • EndNote helps manage references but doesn’t replace knowing the rules of your referencing style.

Using RMIT Harvard?
Download and install both the ENS and XML files before selecting the style.

Editing a referencing style

If your required style isn’t available or needs tweaking:

Steps:

  1. Go to Tools > Output Styles > Edit [Style Name]
  2. Save a copy: File > Save As (e.g. APA 7th Copy)
  3. Use the left menu to edit (e.g. Bibliography > Templates)
  4. Save and close

To use your edited style:

  • Go to Tools > Output Styles > Open Style Manager
  • Tick your new style (e.g. APA 7th Copy)
  • Then select it from Tools > Output Styles

In Word:

  • Go to the EndNote tab > Style drop-down > Select Another Style
  • Choose your new style and click OK