EndNote 21 guide

Duplicate references in EndNote may make it more difficult for you to manage your references, and may lead to double entries in your bibliography or reference list.

To find and remove duplicate references:

1. In the top menu, select "Library"
2. Select "Find Duplicates"
3. If there are any duplicate references found, you will be asked to compare them:
4. Select the "Keep This Reference" button above the version of the reference you want to keep
5. If you decide to keep both references, select "Cancel"
6. Continue selecting the references you want to keep until all duplicate references have been checked.

You can quickly search your complete EndNote library for a reference:

1. Click on "All References"
2. Type the author surname or keyword in the search box
3. Press "enter" to search.

For more options when searching, use the Advanced Search panel. To access this search panel:

1. Maximise your library window
2. Select "Advanced search"
3. Use the drop-down menu to choose the field you want to search (e.g. author, abstract, keyword etc.)
4. Choose PDF from the field menu to restrict your search to the attached PDF files; Any Field + PDF to search any field and all PDFs.
5. Use the drop-down box to choose Boolean operators (AND, OR, NOT) to combine search terms. Use an asterisk (*) for truncation, e.g. pregnan* finds pregnancy, pregnant
6. Use the "Contains" drop-down menu to further specify your search parameters
7. Select the plus symbol (+) to add a search line; minus symbol (-) to delete a search line
8. Click "Search".

Sort columns

When you open your EndNote library you will see the different parts of each reference displayed under headings such as Author, Year, Title, Journal etc. Clicking on any of these headings enables you to order your references via this part either alphabetically or chronologically.

To reverse the order click the arrow head that appears in the heading that currently determines the order.

If you wish to change which columns appear in your Library:

1. From the top menu, select "Edit"
2. Select "Preferences"
3. Select "Display Fields"
4. Use the drop-down menus to change what is displayed in which column
5. Select "OK".

To revert to the original settings:

1. Select "Revert Panel"
2. Select "OK".

Sort Library

To sort your entire EndNote Library:

1. From the top  menu, select "Library"
2. Select "Sort Library"
3. A "Sort Options" pop-up window will appear. Use the drop-down boxes to select the order you would like your Library sorted
4. Select "OK".

EndNote allows you to organise your references into Groups, which eliminates the need to create separate libraries for subsets of references.  Groups appear on the left panel under My Library, and can be renamed or deleted. They can also be further organised in Group Sets and moved between Group Sets.

The same reference can be added to several different groups, and references deleted from a group will always remain available in All References.

Custom Groups

You can use Custom Groups to manually group your references.

1. From the top menu, select "Groups", then "Create Group"
2. Enter a name for the group
3. Click on "All References" to view the references in your library.
4. Highlight the references you wish to add to the Group. Use the control key to select multiple references.
5. From the top menu, select "Groups", then "Add References to", then select the name of the group. Alternatively, right click on the highlighted references and select "Add references to", then select the group name.

Group Sets

Group Sets allow you to organise your numerous groups:

1. From the top menu, select "Groups" then "Create Group Set". Alternatively, right click on "My Groups" and select "Create Group Set"
2. Enter a name for the Group Set

To create new groups under a Group Set, right click on the Group Set, then select "Create Group" and enter a name.

To add existing groups to the Group Set, left click on a group and drag it to the Group Set.

Smart Groups

Smart Groups will automatically add references to a group with specific criteria:

1. From the top menu, select "Groups" then "Create Smart Group"
2. A search box will appear. Enter a name in the Smart Group Name box
3. Enter criteria for your search using the drop-down menus and text boxes
4. Click "Create"
5. A new Group will appear under Smart Groups in the left panel
6. Every new reference added to your library will automatically be added to the Smart Group if it meets the criteria you set.

Tags are labels that allow you to organise your references easily. Multiple tags can be added to a reference.

Create a tag

To create a tag:

1. In the left hand menu, click on the plus symbol (+) beside the heading "My Tags"
2. Name your new tag
3. Assign a colour to your tag
4. Click on "Create Tag".

Add tags to a new reference

Tags can be added when a reference is created or edited:

1. In the "New Reference" window, select "Manage tags"
2. Search for, or select a tag from the Available tags list in the Manage Tags dialogue box
3. Click "OK".

Add tags to an existing reference

To add a tag to an existing reference:

1. Double-click a reference to open the summary pane
2. In the summary pane, select the "Edit" tab
3. Select "Manage tags"
4. Search for, or select a tag from the Available tags list  in the Manage Tags dialogue box
5. Click "OK".

View or manage tags

To view tags, and the number of references assigned to each tag:

1. From the left hand menu, select "My tags" to expand the list of tags
2. Select a tag to review all the references assigned to that tag.

You can assign your references a rating scale according to your own criteria. To do this:

1. Highlight the reference
2. Click in the Rating column to add the number of stars required.

Note: If you cannot see the Rating column, you can right click on the reference and select "Rating", then select your required number of stars. If you wish to view the Rating column in your References window, you will need to update your EndNote preferences:

1. From EndNote top menu, select "Edit"
2. Select "Preferences"
3. Select "Display Fields"
4. Select the column you wish to add the Rating field to, and select "Rating" from the dropdown menu.
5. Click "Apply", and then "OK".

To search your library for all references of a certain rating:

1. From the "Search" Panel at the top of the "All References" window, select "Rating" from the dropdown menu 
2. In the search field, choose the rating number of stars
3. Click "Search".