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This guide offers instruction and information about the latest version of this popular citation manager available to the Brown community.

Creating a Library

An EndNote library is your database of references, including any file attachments.

  • Open the EndNote program on your desktop
  • From the top menu bar select File                       
  • Save it to the location you prefer and name it.

When you create a new library, another folder will automatically be created with the same name, but will be a data folder. You will see a .enl file and a .data file. These need to stay together. Do not delete one of them.  If you move one, move the other to the same location.

You can have multiple EndNote libraries. Some people like to keep their projects separated by library. Others prefer to have one library, and organize using Groups.

Note: If you plan to sync your library with Endnote web you will only be able to do this with a single library on your desktop.

Creating Term Lists

For accuracy in your bibliographies it is highly recommended that you download Term Lists (Journal Abbreviations). Repeat the process for each library you create.

Note: if you have imported citations/references into your library before importing the Journal Term Lists you must delete the Term Lists that were automatically created by the import process. To delete Term Lists open your EndNote Library, go to Tools > Open Term Lists > Journals Term List. Highlight the whole list and then click on Delete Term.

To import official Term Lists by subject area.

1.    Open an EndNote Library.

2.    Click on Tools > Define Term Lists.

3.    Click on Lists tab > Journals > Import List.

4.    Browse to find the folder named Terms Lists within the EndNote program which usually resides at c:\program files\endnote X7\terms lists\*.* on PC’s.

5.    Click on the desired list from the following options and click Open.

6.    The list will be imported into your EndNote library. Click on Tools > Open Term Lists > Journals Terms List > Terms to confirm that you have now have at least one abbreviation list in addition to the full journal title.

Note: Check your Output Style to verify whether a journal abbreviation or full journal title is selected. Unless specified, the journal title will format as entered in the EndNote reference

Organizing with Groups

How to Organize Citations using Groups within Your EndNote Library

Organize your citations into categories by creating custom groups (folders). EndNote comes with three permanent groups that cannot be renamed or deleted. These are: All References, Unfiled, and Trash. There are also temporary groups that are created by EndNote as needed such as Copied References, Duplicate References, Imported References, etc.

  • From the top menu bar, click on Groups > Create Group (you can have 500 groups/library)
  • In the left column of your screen you will see a box called New Group. Rename this to whatever you want (i.e. Drug Lit, Cancer, PubMed, etc.)

You can delete or rename groups at any time.

SMART groups: Allows you to create a new group based on specific attributes of citations in your library, eg. all the works of a particular author, citations that have a particular publisher, etc.

CREATE from groups: Allows you to create a new group based on those ciations that overlap within two distinct groups within your library.

Sharing a Library

It's possible to share your library with others, who, depending on whether you've granted read or write access, will be able to see and edit your library. 

Sharing your library requires that you sync your EndNote desktop library with your EndNote online account. Please note that you can only sync one library at a time, so be thoughtful. If you sync multiple libraries, they will merge all of your references into one online library (and sync all of those references back to your desktop library), which may create a bit of a mess.

1) First, choose the library that you would like to share. 

2) If you don't have an EndNote online account already, go to and set one up. If you have a Web of Science account, the username and password will be the same.

3) Once you've registered, return to your desktop library. If you use a Mac, click EndNoteX9 from the top navigation bar, then click Preferences. In Windows, click Edit from the top navigation bar, then click Preferences. 

4) From the Preferences screen, click Sync.

5) Then, click Enable Sync, and enter your EndNote Online credentials in the following prompt. Click Okay, and then Save. 

6) Going forward, you'll see a Sync Status indicator to the left of your library - by default, your library will automatically update with any changes made by you or other participants, but this can be a good way to determine whether there is an issue.

7) To share your library with another person, find the person icon in the top toolbar from within your desktop library.

8) In the resulting prompt, enter the email addresses of people you would like to add to your library, then click invite. This will automatically send them an email with instructions for setting up an EndNote online account, if they don't already have one, and instructions for accessing your library via EndNote desktop.

9) To see libraries others have shared with you, click File - Open Shared Library, then select the email address of the library owner. 


Deduplicating Your Library

It's possible to deduplicate your EndNote library on a reference by reference basis, or all at once.

To deduplicate individual references:

1) Select all of the references in your library by clicking CTRL-A.

2) From the top toolbar under References, click "Find Duplicates"

3) From the resulting pop-up, review each record to decide which to keep and which to discard.

To deduplicate all records at once:

1) Follow the steps as described above, but instead of reviewing each record, click "Cancel"

2) This brings you to a temporary holding area where all copies are highlighted. 

3) To remove all copies, simply drag them into the trash.