EndNote is a service which allows you to collect, store & manage your own collection or 'library' of references. You can transfer references from many library catalogues and databases into your EndNote Library. You can also use EndNote to create in-text citations and bibliographies in Word documents, formatted in the style of your choice.
Which version, Online or Desktop?
- EndNote is available as an online version (also known as EndNote Basic and sometimes EndNote Web) and a desktop version. To see which version best meets your needs, go to the Thomson Reuters web site to view an in-depth comparison of the two versions (PDF file). Your Academic Liaison Librarian can advise you on which version might best suit you as well.
- Both versions are free to use for all our staff and students.
- If you use both versions, you can use the sync process to synchronize your libraries.
- Check the EndNote Online support pages for details of which web browsers and word processing packages EndNote Online is compatible with.
Create an EndNote Online account
- Go to EndNote Online
- On the EndNote Online home page, click on the ‘Register’ box right of screen and enter your email address to start the registration process. You can use your Brookes email or a personal email address.
- Next choose a password for your EndNote Online account.
- You will be sent an activation email to the address you have provided. Note that if you are using Google Mail, you may see a warning message saying that the activation email looks suspicious. This is due to the settings of Google Mail and is nothing to worry about. Just click on the link in the activation email to activate your EndNote Online account.
- It is possible to change both your password and email address if necessary. To do this, log in to your EndNote Online account and select 'Options' from the top tab, then choose 'Password' or 'E-mail Address', as appropriate.
- If you use the Web of Science database and have already set up a personal account with this, then an EndNote Online account will also have been created for you automatically. Your login details will be the same for both accounts – your email address and a chosen password.
Activating roaming access
In order to use the Brookes Harvard styles and many others, you will need to make sure that your EndNote Online account is linked to your Brookes account - this is known as "roaming access".
To check whether you have roaming access activated, go to EndNote Online and log into your account. Choose the 'Options' tab and then 'Subscription'. You'll see your account information which will indicate whether you currently have roaming access or not. If you haven't got roaming access, sign out of your account and follow these steps:
- In a new tab, go to the login page for Web of Science.
- At the white and blue login screen look for the Institutional Login heading, select 'UK Federation' from the drop-down list and click the 'Go' button.
- On the 'Which organisation would you like to sign in with?' page search for Oxford Brookes University and click the 'Continue' button.
- Sign in with your Brookes ID and password.
- On the Web of Science page, look for an EndNote link near the top of the screen. Click this link.
- You’ll then be returned to the EndNote Online sign in page. Sign back in with your email address and EndNote password. Choose 'Options' and then 'Subscription' (as above) to check your roaming access has been activated.
Using EndNote Online when you leave Brookes
Anyone can create an EndNote Online account. You can still use EndNote Online after you leave Brookes but you will need to change the email address details if you used your Brookes email when you registered. Log in to your EndNote Online account and select 'Options' from the top tab, then choose 'E-mail Address'. Note that when you have left Brookes you will not have access to as many referencing styles in EndNote Online, including the Brookes Harvard style.
Using EndNote desktop on campus
- EndNote desktop is available on all University networked PCs.
- The library's EndNote licence allows for installation of the software on any University owned equipment, so staff and researchers can have it added to their office PCs.
- If you want EndNote installed on your office computer, put in a request via the online IT Service Desk.
- If you're considering using the software and want to know if it would work with your computer and word processing software, check these compatibility and system requirements for Mac and Windows machines on the Thomson Reuters web site.
Using EndNote desktop on your own computer
- PC users: EndNote desktop is available via Apps Anywhere. You will be able to stream the software via Apps Anywhere NB this will install some files on your computer. If validation fails whilst trying to download EndNote desktop download and run 'Little Package' (also available from Apps Anywhere) and try again.
- Mac users: contact IT services who will need to install EndNote desktop onto your Mac.
Sync your EndNote Desktop and EndNote Online libraries
- The Sync feature allows you to synchronize the references (including file and figure attachments) in your EndNote desktop library with the references in your EndNote Online library.
- Click the Sync button in the toolbar (blue circle with 2 arrows) to login to your EndNote Online account.
- The Sync process should automatically begin synchronizing your desktop references with your EndNote Online references so that an exact match exists in both libraries.
- Note: The library that you want to sync must be open and currently active to perform the Sync process. You cannot initiate the Sync process in Online Mode.
Using EndNote on a Mac
- Details of the compatibility and system requirements for Mac and Windows machines are available from the Thomson Reuters web site.
- EndNote Cite While You Write and word processor compatibility is variable. The latest version of EndNote is compatible with Word 2016, and the EndNote Cite While You Write plug-in will work also with the following Mac word processing software:
- Microsoft Word for Macintosh: 2008 (SP1), 2011
- Apple® Pages ’09; Apple® Pages 5
- Please note that the plug-in must be installed if you wish to have integration between EndNote and your word processing software.
- Instructions on installing the plug-in are provided by Thomson Reuters.
In EndNote Online:
- Click on the Collect tab, then New Reference
- EndNote Web saves each field as you add it.
In EndNote Desktop:
- Click References and then New Reference.
- Click on File, Save and then File, Close Reference.
For both versions:
- Select the Reference Type that is most appropriate and then type or copy and paste your information into the relevant field boxes.
- The format for author is Smith, J. and each additional author must be entered onto a separate line.
- For corporate authors, insert a comma at the end to ensure it displays correctly eg Oxford Brookes University,
Adding references from LibrarySearch
A video showing you how to add items from LibrarySearch to EndNote Web is available from this EndNote guide page on RADAR.
- Transfer a single reference by clicking on the 'Cite' option next to the record details and then click on 'Export to EndNote'.
- Transfer a batch of references by clicking on the 'Save' option to the right of each. Click on ‘My items’ top right once you’ve finished selecting. On the 'My items' screen click on the 'Cite' option above the list of references. Click on 'Export to EndNote'.
- When you click on 'Export to EndNote', this will download the file to your PC. Note that depending on your browser you may be able to directly export the references from LibrarySearch to EndNote, by double clicking on the file.
Import the file into EndNote Online:
- Hover over the 'Collect' tab and click on the option 'Import references'
- Click on 'Choose', browse for your saved file and select it.
- For 'Import option', select RefMan RIS from the drop-down list. This list has hundreds of lines, so you'll have to scroll down it quite a way to see RefMan RIS.
- Tip: You can save this as a favourite import option if you're going to be using it regularly, as shown in this video.
- For the 'To' option, select the group in your library you'd like the reference to go into. If you haven't made any groups, just add it to 'Unfiled'
- Click 'Import'
Import the file into EndNote Desktop:
- Click on 'File' then 'Import' and select the option for 'File'
- In the 'Import File' box, select the file you downloaded
- In the 'Import Option' box, select 'Reference Manager (RIS)' from the drop-down list.
- Click the 'Import' button
Adding references from databases
- Run search on database, then select records by clicking on the folder icon next to each. Click on 'Folder view' to see selected references.
- Select references you want to export and click on the Export option on the right.
- For EndNote Online: select the 2nd option Direct export to EndNote Web and Save. The references will be transferred directly to your EndNote Web library.
- For EndNote Desktop: select the 1st option Direct export in RIS format and Save. Select open with EndNote for direct export. If saving and importing into EndNote Desktop later, use the Reference Manager (RIS) import filter (using the method for adding references from LibrarySearch).
- Run search on database, then select references on a page of results by clicking in the checkbox next to each.
- Select 'Add to marked list' before advancing to another page of results
- When you have added all the references you require to your list, go to 'Marked list'
- Click on the dropdown option to 'Save to EndNote online'
Adding references by importing RIS files
This method will apply for any database that exports files in RIS format (including ProQuest databases such as British Nursing Index and IBSS, Cochrane Library, Emerald Insight, JSTOR and Science Direct).
- Run search on database and then select the records required.
- Look for an ‘export’ option (it may be ‘save’ and you may initially have to look for a list of ‘marked record’).
- Export to ‘RIS’ format.
- Save the file - give it a name and save to folder of your choice.
- For EndNote Desktop: go to your library and import the saved file using Reference Manager (RIS) as the import option.
- For EndNote Online: go to your library and click on the Collect tab. Choose Import References. Browse for your saved file and then select the import filter RefMan RIS. Click on Import.
Attaching PDFs to references
- Download the PDF to your computer or to a drive or storage device.
- Highlight the relevant reference in your EndNote Library and click on the paperclip icon at the top of the preview panel (Desktop) or underneath the reference (Online) and select 'attach files'.
- In the dialogue box, browse for the file you wish to upload. Click "Open" and a copy of the file will be attached to the reference in your EndNote Library.
Importing PDFs on EndNote desktop
Available on EndNote Desktop only, this is a quick and easy method of building your EndNote library, useful if you already have a number of saved PDFs. You can import PDFs individually or in batches. EndNote will create a record for each and automatically attach the PDF to it. Note that it is necessary for the PDF to include a DOI for this to work properly. If a PDF does not include a DOI then most of the fields in the EndNote record would be blank and you'd have to manually add the details (see Adding manually, above).
To import one or more PDFs into EndNote:
- Open your EndNote library and click on the 'File' option on the menu bar. Select 'Import'.
- Select either 'File' (to upload one item) or 'Folder' (to upload several PDFs).
- In the dialogue box that has opened, click on the 'Choose' button and navigate to the folder containing your PDF(s).
- If you are importing a single file you will need to set the Import Option to 'PDF' using the dropdown list provided (if you are importing a folder, this will be already set).
- Click on the 'Import' button to create records in your EndNote library for each item you are importing.
- Check the records to see if any require editing. Remember that any records created from PDFs that do not include a DOI may have most fields left blank so you will need to manually add the details.
Adding webpages using the capture reference tool
This feature allows you to capture bibliographic details from web pages and transfer them into your EndNote Library. It can be used with EndNote Online and EndNote Desktop, but you will need to install the Capture Reference bookmark from EndNote Online.
To install the Capture Reference option:
- Log into your EndNote Online Library and select ‘Downloads’. Follow the instructions in the ‘Capture Reference’ column to install.
- Once you've added the button to your Bookmarks bar (or equivalent), you can go to a webpage and then click on the Capture Reference button. The Capture Reference window will open with details of the webpage. NB results vary depending on the data available on the webpage, so always check your references when they've been added to your Library.
- To add to an EndNote Online library select ‘my.endnote.com’.
- To add to an EndNote Desktop library select ‘EndNote’. The record will be downloaded as an .ris file, and you will need to import using the method described above in the ‘adding references by importing RIS files’ section.
The Online Search feature allows you to connect to remote databases and library catalogues and search for references. However, it is no currently possible to connect to the Oxford Brookes LibrarySearch system through the Online Search option, nor are the vast majority of our databases accessible via Online Search. It is advisable to use the methods described in the sections above for adding references to your EndNote Library.
Creating groups of references
You can store references within a Library in groups, and references can belong to more than one group. This is more versatile than having separate libraries as you do not need to duplicate key references and can have a group for each project you are working on. Groups appear under My groups on the left of the EndNote screen.
To create and add references to a group in EndNote Online:
- Click on the Organize tab and select Manage My Groups.
- Click on the New Group button at the bottom of the table.
- You'll be prompted to type in a name for this group and click on OK.
- Click on the on My References tab and you will now see the new group listed under My References on the left of the screen.
- Click on the My References tab to display all your references.
- Use the drop-down menu above the list of references to add these references to a specific group (or create a new group).
- Click in the check box next to the references you wish to add to a group.
To create and add references to a group in EndNote Desktop:
- Click on Groups and then Create Group. Name your group.
- Highlight the reference(s) you want to move into the group, and either drag into that group folder or go to Groups, Add references to and select the desired group.
- Double click on the group to display just those references.
- On EndNote Online use the Quick Search box on the left to search through all of your references or those in specific groups.
- On EndNote Desktop use the search window at the top of the screen.
Setting a favourite import style on EndNote Online
- When you import a file into EndNote Online, a long list of import options are shown.
- To only display your most used import options, click select favorites, then from the list in the left column select an import option (eg RefMan RIS) and then copy to favorites.
- The import options in the right column are now your favorites and only they will appear in future.
Adding your own notes to records
identify that reference. For example, you might want to note down the specific page
or details of a quote within the reference. The ‘research notes’ field can be searched
but won’t show up in your final reference list.
Downloading cite while you write on EndNote Online
- If you are using EndNote Online, you will need to download the Cite While You Write plug-in to create bibliographies in Word or Pages.
- Log into your EndNote Online account and choose the 'Downloads' tab, then download the Cite While You Write plug-in for Windows or Mac as appropriate.
- Once you've installed the plug-in, you should see the EndNote Web toolbar when you open Word.
- You can check the EndNote Web support pages for full details of which web browsers and word processing packages EndNote Web is compatible with.
Getting the BrookesHarvard style
On EndNote Desktop:
- BrookesHarvard style is preloaded if you are using EndNote Desktop on a networked pc or streaming via Apps Anywhere.
- If you have your own EndNote software, you’ll need to download the Brookes Harvard styles from RADAR (requires a Brookes login) and save them in your EndNote Styles folder (on your C:\ drive choose Program Files, EndNote, Styles).
On EndNote Online:
- BrookesHarvard styles will be in the long list of available styles. To only show your most used styles, follow the instructions below for 'setting favourite styles on EndNote Online'.
- If your BrookesHarvard style has disappeared, you may need to reactivate your roaming access. See the section above 'getting started with EndNote'.
Setting a favourite style on EndNote Online
There are lots of referencing styles available on EndNote. To save you from scrolling through a long list each time you want to find your preferred style, you can create a list of favourites.
- Log into your EndNote Online account.
- Select the Format tab and then Bibliography
- Select Favourites then find the referencing style you want to use in the All box. The local styles BrookesHarvard and BrookesBritishStandard have been added to this list. Add the style to the My Favorites box using the Copy to Favorites button.
Why are there two BrookesHarvard style and are other referencing styles available?
Some publishers or academics (especially in the sciences) require a different practice for citing multiple authors, so we have created 2 styles to accommodate this. Check with your department if you're unsure.
- BrookesHarvard uses et al for four or more authors.
- BrookesHarvardAllAuthors lists all authors regardless of number, so is commonly preferred in science subjects.
Many referencing styles are available on EndNote desktop, including these styles recommended at Brookes:
- Chicago 16th A (History; History of Art)
- MHRA (Music; English & Drama)
- APA 6th style (Psychology)
NB There are some variations in local practice at Brookes, so we recommend you check with your department about what they require and whether the EndNote style is acceptable.
Create a standalone bibliography
In EndNote Online:
- Select the Format tab and then Bibliography.
- Use the drop-down menu to select your entire Library of references, a specific group or a Quick List
- Use the second drop-down menu to select a bibliographic style.
- Choose the appropriate format for your bibliography (HTML, plain text, rich text).
- You can save, email or preview and print this bibliography.
In EndNote Desktop:
- Select the references or Group that make up your bibliography
- Click File and then Export...
- Give the file a name, select a file type (typically this will be Rich Text Format) and an output style (which is the same as reference style)
- Choose where you want to save the file to and click Save
- The file you have just saved contains your bibliography in the reference style that you chose. You can copy and paste this bibliography onto the end of a Word document if you wish to do so.
Inserting and customizing references
You can easily add specific page numbers or customize citations in other ways but you need to do this via the EndNote toolbar in Word, rather than by making manual changes:
- Click on the first formatted citation you wish to change.
- From the EndNote toolbar in Word, choose Edit & Manage Citation(s). You'll see an "EndNote Edit & Manage Citations" dialog box.
- To add a page number or page range at the end of the citation, just type the relevant page number(s) in the Pages box and click OK. EndNote will automatically add p/pp as appropriate, so your new citation will look something like this: (Kelly, 2005 p.162).
- You can also use the Edit Citation(s) option to customize citations in other ways, for example to exclude the author's name or year if you have already mentioned them in the context of the sentence. Use the Prefix or Suffix boxes to enter text that you want to appear immediately before or after the citation text.
- You can contact the EndNote support email email@example.com if you’re having any issues with EndNote.
- If you’d like training on how to use EndNote, contact your Academic Liaison Librarian.
- We produce a tutorial that will teach you how to use EndNote.
- We also produce printed guides for using EndNote Desktop (word or pdf) and EndNote Online (word or pdf).
- EndNote provides detailed online help, both on the desktop versions and the Web version. Click on the 'Help' option of the version you are using to search the contents.
- There is an active EndNote Forum for which you need to register. The forum is available on the Thomson Reuters web site.