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EndNote extras: Manage your library

EndNote extras

Find reference updates

The Find Reference Updates function searches to see if updated information is available for references in your EndNote library. This is especially useful for PDF records without a DOI or records from Google Scholar where the URL is not exported into EndNote.
 

  1. Select the reference in your library         
  2. Right mouse click or select the References menu and choose Find Reference Updates
  3. If the record has updated information available, EndNote will highlight the differences in a side by side comparison. You can choose to Update All Fields in the reference, Update Empty Fields only, or Edit Reference to make manual changes to your reference.

Find reference updates review window

Create Smart groups

A Smart Group can be set up so references which match certain search criteria are automatically added to the group.
 

  1. Right mouse click on the Group Set where you would like your smart group to be placed and select Create Smart Group.  
  2. Name your Smart Group (it is useful to give your smart group the same name as your search criteria).
  3. Use the drop down arrow to choose your search field(s) (the default is Author) and enter your search term(s).
  4. Click Create.

Smart Group window with options to set up group


Your new Smart Group will appear under the Group Set with any existing references which match the search. When new references that fit the search criteria are added to the library they are automatically added to that group.

Expanded group set with smart group displayed

To edit the search terms for the Smart Group:

  1. Right mouse click on the Smart Group and select Edit Group
  2. Make your changes and click Save.

Merge multiple libraries

To avoid unnecessary complications and corruption of your library, we strongly recommend that you have only one EndNote library. If you have multiple EndNote libraries you can merge them by importing one library into another. To do this:

 

  1. Open your main library where you want your references imported into
  2. From the File menu, select Import and File…
  3. At Import File: click on Choose… and navigate to the EndNote library
  4. Select the .enl file and click Open
  5. Select EndNote Library for the Import Option 
  6. Select Discard Duplicates
  7. Click on Import

 

 

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

 

Save a backup library

EndNote automatically saves references as you add them to your library so you do not need to save your library each time you exit the program. However, it is advisable to save a back up library in a separate location (such as to a USB) so that you don't lose all your work if you encounter issues with the program or your computer.

 

Do not use the Save a Copy option in EndNote as this can lead to unnecessary complications with multiple libraries and data files being created.

 

 

  1. Go to File and select Compressed Library (.enlx)
  2. In the dialogue box that appears, you can choose to either Create or Create & Email       
  3. Select whether to create With File Attachments or Without File attachments
  4. Click Next (Windows) or OK (Mac) and save it at your desired location. 
  5. If you selected the Create & Email option, your default email system will be launched with the compressed library file attached to it.

 

 

  • If you need to access the compressed library, double click on it and it will split into an .enl file (uncompressed library) and the .Data folder
  • When saving your library it is useful to include the date the backup was done, e.g. Sample library backup 010219. For subsequent backups, overwrite the previous backup library with the new date.

 

Change capitalisation for acronyms, abbreviations, formulas etc.

EndNote Preferences window with Change Case option selectedWhen using some referencing styles, EndNote will change the capitalisation of the title field to match the requirements of the style. If the title includes abbreviations, acronyms, chemical formulas etc. these may be formatted incorrectly e.g. DNA may display as dna or Dna. To ensure these terms display with the correct capitalisation:

 

  1. Select the Edit menu (Windows) or Endnote (Mac) and click on Preferences
  2. Select Change Case in the preferences window
  3. Enter the term with the correct capitalisation and click Add
  4. Click Apply and OK