Skip to main content

EndNote X8

Duplicate references

EndNote will find duplicates of references and allow you to compare them side by side on the screen, with auto-highlights and locked scrolling, so that you can select which one you want to keep. Click on References and select Find Duplicates. Compare the records displayed on the screen and select the one to keep by clicking the Keep This Record tab (the older or first entered reference will always appear in the left column. The duplicate will be automatically discarded from your library.

Warning: Before selecting Keep This Record, which will delete the duplicate, check the record numbers to be sure that you are not deleting a reference already cited in a paper.

EndNote can automatically eliminate duplicate references retrieved from an online search. Open the Edit menu (Mac users: EndNote X8 menu), select Preferences and then Duplicates. Tick the box Automatically Discard Duplicates. Click OK. 

Example of duplicate records

Sorting your library

When you open a library, you will see headings like: Author, Year, Title, Journal etc. Clicking on these headings enables you to sort your library references alphabetically or chronologically.

Headings toolbar

The position of the column headings can be changed by dragging the headings across the toolbar.

To display other fields from the Edit menu choose Preferences and then click on Display Fields. For example, to display the Record Number choose an available column and use drop-down menu to select the record number.

headings toolbar with record number

Clicking on the EndNote Defaults button and OK will change the fields displayed back to the original EndNote settings.

Updating references

Select a reference, click on the Update icon Update icon or right hand click and choose Find Reference Updates. EndNote highlights the differences in a side by side comparison. You can choose to update the empty fields only, replace all the fields or copy and paste specific information. This is especially useful for PDFs without a DOI or records from Google Scholar.

Searching your library

For a quick search from the main EndNote library, click on All References and use the Quick Search box located on the toolbar

Quick search drop down options  ( Mac users: Click on the Search Library box located on the toolbar Quick drop down options for Mac)

Type the author's family name or a keyword, press Enter, and the matching records will appear on the screen. If you want to search a group only, then instead of All References click on the particular group you wish to search.   

NB: Quick Search will now search in your PDF files including sticky notes.

Deleting references

Highlight the references you want to delete. Drag the selected references to Trash Trash icon, or open the References menu and select Move References to Trash. The references are now removed from the library.

Merging libraries

You can merge libraries by importing one library into another. The newly added references will be assigned new record numbers in the order that they are added to the library. This means that a reference that was #23 in a smaller library could become #600 in a larger library.

Open the Endnote library you want your references imported  into. From the File menu, select  Import and File… or use the icon  Import icon 

At Import File: click on Choose… to select the EndNote library you want imported and click Open. Ensure that at Import Option: EndNote Library is highlighted. At Duplicates select Discard Duplicates and then click on Import.

Note: Before merging libraries, it is a good idea to make a backup copy of the library into which you are transferring references.