EndNote X7 and X8 Tutorial Guides: Building a Library (Desktop)

EndNote Library Basics

• A library is a collection of references. Each reference is stored as an individual record with different data fields for author, title, etc.
• We recommend that you store all your references in one or two libraries and use Groups and Group Sets (see below) to organize and categorize references.
• While there is no limit to the number of references that can be stored in one library, we suggest that the number not exceed 100,000.

Creating a Library

1. Open EndNote. In the dialog box that appears, select Create a new library OR from the menu bar, select File > New.
2. The New Reference Library dialog box will appear.  Enter a name for your new library.  EndNote will automatically add the .ENL extension, which stands for EndNote Library.
3. Choose where you would like to save your new library. 
4. Click the Save button.  The new EndNote library appears.

Opening a Library

1. Open EndNote. In the dialog box that appears, select Open an existing library OR from the menu bar, select File > Open. 
2. A list of libraries that you have previously opened will be displayed.  Select the library that you wish to open.  If the library does not appear in the list, click Open Library...
3. The Select a Reference Library dialog box will appear.  Locate your library and click the Open button.

What are term lists?

Three types of term lists are available with every library file: Authors, Journals, and Keywords.  These lists are linked to their corresponding fields and serve as an index, improving the consistency and accuracy of your references, citations, and bibliographies.

How can I abbreviate journal names?

Sometimes different citation styles use abbreviations for the journal names. Endnote uses the journal terms list to abbreviate journal names. We recommend that you define the Journal term list for each new library. This helps ensure that all journal names and abbreviations are consistent.

Define the Journal Term list

Note: If you did not define your Journals term list when you created your library, then your term list has been created automatically as you enter new references into your library (whether by importing or manually entering them). To ensure consistency and accuracy, we recommend that you discard your existing Journal term list and import Journal term lists from EndNote.

1. 1. In your library, select Tools > Open Terms Lists > Journal Terms List.
2. 2. Click on the first journal name and then press [ctrl] + A on the keyboard to select all of the journals.
3. 3. When all of the journals are highlighted, select Delete Term.

To import a new journal terms list:

1. In your library, select Tools > Define Terms Lists... from the menu bar.  The Term Lists dialog box will open.
2. In the Lists tab, highlight Journals, then click the Import List... button.  A dialog box will open displaying the available term lists in your EndNote Program Files. 
3. Select the term list you wish to import.  For the health sciences, we recommend that you import the Medical and Humanities term lists.  Click Open.  An Updating Term Lists box will appear and, once the update is complete, a different box will display the number of terms inserted into the Journals term list. Repeat for each term list that you wish to add. Click Close when you have finished.

Modify the Citation Style to Use Journal Abbreviations

1. Select the output style you want to modify by using Edit > Output Styles > Edit [Name of style of want to edit]. If the style you want is not shown, click on Open Style Manager and select it from there.
2. Select Journal Names on the left column. Under Journal Name Format, select the field you want. This is usually Abbreviation 1.
3. Save the output style with a new one, such as "APA 6th Edit".

For more information and screenshots on modifying citation styles, see the Advanced Tips.

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Group and Group Set Basics

• Groups are subsets, or folders, used to categorize and organize references.  Groups can be organized into Group Sets.
• The Groups panel in the left column of the library window displays all the Groups and Group Sets in your library.
• The Groups called All References, Unfiled, and Trash are built into your library and cannot be changed.

Creating Groups and Group Sets

1. To create a Group or Group Set, select Groups from the menu bar.  Select Create Group or Create Group Set. 
2. The new Group or Group Set will appear in the Groups panel in the left column.
3. Enter a name for your new Group or Group Set.

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Viewing References

1. To view a reference, double-click on its line in your library.
2. The Reference window will open. 
3. Here, you can view, edit or enter information for the reference.
4. To save changes to the reference, select File > Save from the menu, or Ctrl + S on your keyboard.

Adding References to a Group

1. In the library window, select the references that you wish to move. 
2. You can then drag the references to the Group, or right-click Add References To from the list of options that appear.  Select the Group to which you wish to add your references.
3. The number of references in the selected Group will update, indicating that the new references have been added.

Removing References from a Group

1. In the library window, select the references that you wish to remove.
2. Remove the references by right-clicking and selecting Remove References From Group, or selecting Groups > Remove References From Group from the menu bar.
3. The references will be removed from the Group.  They will not be deleted from your library.

Deleting References from a Library

1. In the library window, select the references that you wish to delete.
2. You can then delete the references by right-clicking and selecting Move References to Trash, or by selecting References > Move References to Trash from the menu bar.
3. The Trash Group contains references that you have deleted from your library.  To permanently delete the references  from your library, you can select References > Empty Trash from the menu bar, or  click on the Trash Group in the Groups panel, then right click on your mouse and select Empty Trash
4. If you do not actively Empty Trash, you will be prompted to do so when you close the EndNote library.

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File Attachment Basics

You can attach up to 45 files from your computer (PDF, Word document, Excel document, graphic) to an EndNote reference.

Attach a File

1. Click on a reference in the library window to highlight it.
2. Select References > File Attachments > Attach File... (alternatively, you can right click on the reference and select File Attachments > Attach File...)
3. In the dialog box that opens, select file that you wish to attach.
4. Choose how you would like EndNote to attach the file by either checking or unchecking the box next to "Copy this file to the default attachments folder and create a relative link"
   • Box checked: EndNote makes copy of original file and places it in the EndNote library folder, so the file is part of the library.
   • Box unchecked: EndNote will look in the original folder for the attached file.  This is helpful if you plan to edit the file and want those changes reflected when you access the file.  However, the file will not be accessible if you move it to another folder or share your library.
5. Click Open.
6. The file is now attached to your reference.  For more information on reading and annotating PDFs in EndNote, see Working with PDFs.

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Saving a Library Basics

• EndNote automatically saves changes to your library as you work with it.
• To back up your library or save it on an external device for use on another computer, we recommend that you save a Compressed Copy.

Saving and Sharing a Library

1. Open the EndNote library that you wish to save.
2. From the menu bar, select File > Compressed Library (.enlx)...
3. The Compressed Library (.enlx) dialog box will appear.  Click on the radio button to choose the desired options. If you choose to to save your library With File Attachments, then all PDF files, with annotations, that are attached to your references will be included the saved library.  If you choose Without File Attachments, then the saved library will not include PDF files that are attached to your references.
4. Once you have selected your desired options, click Next.

   

5. The Save Compressed Library (.enlx) dialog box will appear.  Choose where you would like to save your library.  Click Save.
6. If you selected the Create & Email option, EndNote will open your default email system, create a new email and attach the compressed email file to the email.
7. This option can be used to share your library with a colleague.  The person with whom you share the library must have EndNote on their computer.

To Open a Compressed Library:

1. Open EndNote.  Select File > Open.  Click Open Library...
2. The Select a Reference Library dialog box will appear.  Locate your Compressed library and click the Open button.

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