You may need to organise and manage your library if you are working on several projects or your work covers different areas of research. You can group your references, check for duplicate references, and synchronise your library with one created on EndNote Online.
You can set up groups to help you organise your research. References can belong to more than one group.
For example, you might have a group for “background”, one for “included in my research”, and one for “excluded from my research”.
You might also want to create groups for different chapters of a final year project, or one each for different essays.
To create and add to a group:
- Go to “Groups” and then “Create Group” in the EndNote toolbar.
- Under “My Groups” in the left-hand column, go to the entry called “New Group” and change the group name.
- Select the references you want to add to the group by highlighting them, right clicking and selecting “Add references to”. You can select multiple references by holding down the Ctrl button (Windows) or Command button (Mac) while you click on each reference.
- You can also drag and drop references into your group.
If you want to remove references from the group, highlight the references, go to the “Groups” option in the toolbar, and select “Remove references from group”.
Check for duplicates
If you import from more than one set of results, you will probably end up with several duplicate references in your library. EndNote can help to remove them.
To identify duplicate items:
- Click on “References” from the toolbar, then “Find Duplicates”.
- EndNote will tell you how many duplicates have been found and invite you to select which one to keep.
- To select the item to keep, click “Keep This Record”.
EndNote looks within the library for references of the same type with matching author, year and title fields. It is possible that one of the duplicates will contain more detail than another, so you may have a preference as to which reference to keep.
You can find a greater number of duplicates by trying different combinations of duplicate preferences. Go to “Edit”, then “Preferences, then “Duplicates” and select the following different combinations before running “Find Duplicates” again:
- Year – Author – Pages
- Year – Journal – Title
- Author – Journal – Title
- Year – Title
The EndNote “find duplicates” tool cannot identify every duplicate record due to differences in the punctuation and spelling of journal names, article titles, and author information.
You should also always manually check for duplicates. To manually check for duplicates:
- Sort the references in your library by clicking on the Author or Title column headings. This should help you to spot any remaining duplicates by reading down the list.
- Delete a duplicate reference by right-clicking on it and selecting “Move References to Trash”.
Syncing with EndNote Online
If you are also using an EndNote Online account off-campus or on a personal computer, you must make sure that the references in your desktop library are synchronised with your online library.
Find out more about using EndNote Online.
Syncing will make the references in both libraries identical. You can only sync one EndNote Online library with one desktop library, and syncing can only take place from desktop to online.
To ensure that your desktop library syncs with the correct EndNote Online account, you will need to connect the two by setting your preferences in the desktop version:
- Go to “Edit”, then “Preferences”.
- Choose “Sync” from the left-hand menu, and fill in the EndNote account credentials.
- At the bottom of the EndNote Preferences Sync window, you will also find an option to tell EndNote to sync the libraries automatically, i.e. each time a reference is added to the desktop version.
- You can choose to sync the libraries at any time by going to the Tools menu in the EndNote desktop version, then selecting “Sync”.