Adding references to EndNote desktop

  • A collection of references in EndNote is known as a library. You can build up your EndNote library in various ways:

  • You can manually add individual references to EndNote. If you have references already stored in Word you can create a record in EndNote for each item and copy and paste the data into the appropriate fields.

    To add a new reference to your library:

    • Open your Library, click References and then New Reference.
    • 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,
    • Click on File, Save and then File, Close Reference. The preview panel shows you how the reference looks (the current display format appears in a box in the top toolbar).
    • To edit a reference, highlight so it is shown in the preview panel. Click on the reference tab, then edit as required. If you wish to enter data into an unused field, click on the cog symbol and select show empty fields.

    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 into EndNote 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 references 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.
    • Search the Library Catalogue.
    • Select references by using the 'Add to My Reading' button next to each search result. You can either export a single reference, or create a list of references and export them in a batch.
    • If exporting a single reference, just click on 'Add to My Reading' and then select EndNote Desktop as the export option. Import into EndNote Desktop using 'EndNote Import' as the import option.
    • If exporting a list of references, click on 'Add to My Reading', give the list a name and repeat the process to add further records to the same list. When you've finished, go to 'My Loans and Reservations' at the top of the catalogue screen and log in with your student/staff number, then click on 'My Reading' to see the list. Scroll down to the bottom to see the export option and select EndNote Desktop. Import into EndNote Desktop using 'EndNote Import' as the import option.
    The Online Search option allows you to connect to remote databases and library catalogues and search for references. See our guide to Search catalogues and databases with EndNote. It is not currently possible to connect to the Oxford Brookes Library catalogue through the Online Search option, however you can export records from Oxford Brookes Catalogue into EndNote Desktop

    EndNote allows you to store PDFs alongside the associated references in your library. As you import a reference or set of references, EndNote desktop will automatically search for the full text, and will attach a PDF to the reference if one is found. Results of this automatic process are shown at the bottom of the groups panel.

    You can also ask EndNote to search for and attach a single PDF for an existing reference:

    • Highlight the reference in your EndNote library.
    • Click on the 'Find full text' icon in the EndNote toolbar. Alternatively, choose References from the EndNote menu bar, then Find Full Text.

    Note that EndNote does not automatically search our subscription databases so you may need to manually attach PDFs to some references. To do this:

    • 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. 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.

    You can manage your references in EndNote Desktop in various ways:

    • Use the Search window at the bottom of the screen (you may need to click on the search tab to bring it to the front). The search defaults to the library you are currently working within, and you can then also search within your initial search results.

    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 desktop screen.

    To create and add references to a group:

    • 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.

    There are a couple of ways of editing multiple references in EndNote desktop, for example to insert the name of the database where you found them.

    • Select the references you wish to edit. You could search to find them, or if you have just imported/direct exported a set they will all appear in the unfiled group on the left of the screen.
    • To highlight all showing references click Edit, select all.
    • Clicking and holding down the Shift key will highlight a group of consecutive references, while clicking and holding Ctrl lets you highlight non-consecutive references.

    When you have selected your references, you can edit them in the following way:

    • Click on Tools, then choose Change and Move Fields.
    • A Change Fields dialog box will pop up. Use the drop-down menu to select which field you want to use. The default is Author. You could use the Keyword, Notes or Name of Database fields. As you may already have text in this field, you have a choice of where you want to put the new information (before, after or replacing the existing text). In the box type the text you want to add, e.g. "Retrieved from ASSIA database 19/11/08", and click on OK.
    • You'll be asked to confirm that you really want to do this!

    Once you've edited your references, it's easy to locate them in your library. Use the search box at the bottom of the screen and search, for example, for ASSIA in the appropriate field.

    EndNote desktop and Web versions are designed to work with each other, so you can use both products if you wish. For example, you might choose to use EndNote Web at home in conjunction with EndNote desktop while on campus.

    References can be transferred from your EndNote desktop Library to your EndNote Web Library and vice versa. Note that these will be 2 separate Libraries and you cannot automatically synchronise them, so when you add a new reference to one of the Libraries, it will not appear in the other Library unless you choose to transfer it.

    Below are instructions on how to transfer references between EndNote desktop and EndNote Web.

    Transferring references from your EndNote Library into EndNote Web

    1. First open your EndNote desktop Library and select the references you want to transfer. It is possible to transfer all of your desktop Library references or a group. You can also run a Quick Search to find specific references - then highlight these to select them.
    2. Next save these references as a file. From the File menu, select Export. A dialogue box will open to save the file: give it a name and change the Output style to EndNote export then click on Save.
    3. Now open your EndNote Web Library and import the file. Go to the Collect tab, and click Import references. Find your file, and then change the import option to EndNote import. You should also select the library/group you wish to import the references into. Then click Import. When the process is complete, a message will tell you how many references were transferred.

    Transferring references from EndNote Web into your EndNote Library

    1. First open your EndNote Web Library and select the references you want to transfer. Click on the Format tab, and select Export References. Use the drop-down menu to select the appropriate group of references or choose All References in my Library.
    2. Next save these references as a file. From the drop-down menu next to Export style, choose EndNote Export. Click on Save to save these references as a text file.
    3. Now open your EndNote desktop Libraryand import the file. Click on File and Import. In the Import dialog box click on Choose File to look for the file of references you've just saved. Select the Import Option EndNote Import. Click on Import. The newly imported references will be displayed.

    If you are currently using several EndNote desktop Libraries and wish to merge them into one:

    • Open the Library you wish to make your single Library.
    • Click on File and Import.
    • In the Import dialog box, use the Choose File button to browse for the other Library you wish to merge with the open Library.
    • Choose EndNote Library as the Import Option and pick the appropriate Duplicates option.
    • Click on Import.
    • Repeat the process for any other Libraries you wish to merge with the open Library.

    Note that each reference you add to an EndNote desktop Library will be assigned a unique record number. If you merge 2 or more EndNote desktop Libraries as described above, the references from the imported Libraries will be assigned new record numbers in the order they are added, so a reference that was #15 in one Library could become #225 in the merged Library.

    If you try to combine several Word documents and EndNote Libraries, the codes in the Word document will be pointing at the old EndNote reference number (e.g. #15) not the new reference number (e.g. #225), so all the in-text citations and consequently the bibliography will be inaccurate. If you have started doing this the situation is retrievable but will take time to sort out, depending on the size of the manuscript. Firstly, if you have been formatting references as you go, you will need to unformat all the citations. Next format the bibliography. EndNote will go through the entire document stopping at each in-text citation and asking you to re-select the correct reference. When this process is completed you can format the bibliography again.