Skip to Main Content

The University of Otago Library has updated its Subject Guides system. Please let us know what you think by filling out this survey.

EndNote X9

Organising your EndNote library

In larger libraries, such as those used for multiple projects or for thesis writing, you can create groups, sets of groups, and smart groups to easily identify subsets of references.

Create New Group
  1. From the main menu, click Groups Create Group.
    EndNote - Create group
  2. Name the new Group.
  3. Use the search panel to identify the references you want to include in the Group, then drag and drop them into the Group.
    Video thumbnail

    Because references are copied, not moved, to groups you create:

    • you can add the same reference to more than one group
    • deleting a reference from a group deletes it only from the group, not from the library
    • deleting a reference from the library (All References) also deletes it from any group(s)

    Once you begin to add references to groups, a folder called Unfiled appears in the left-hand sidebar. This helps you to keep track of references not yet added to a group.

Create Group Set
  1. Right-click on My Groups, and choose Create Group Set.
    Create group set
  2. You can drag existing groups into the new set, or create new groups within it. Just right-click on the name of your group set, and select Create Group.
Create Smart Groups

Smart Groups are groups which will automatically populate themselves from the records you bring into your library.

  1. Right-click on My Groups, and choose Create Smart Group.
  2. At the pop-up, name the Smart Group, and tell it what you want it to look out for.
    EndNote - Create Smart Group
  3. When you click Create, the group will appear complete with the references it has found in your library which match your criteria.
    Create group set
    When creating Smart Groups, EndNote will do what you tell it, which may not be what you want. For example, if you are following an author:
    • check that you have entered all the ways their name may be represented
    • if theirs is a common name, you may want to add other details, e.g. affiliation
Fields
  • You can display up to 10 fields in the main window of your library. To change the selection, one field at a time:
    1. Right-click on any column heading (Field Name), and you will get a list of options.
    2. Use the arrows to see the full list.
  • You can sort the library according to the content of any field, e.g. Year or Author, by clicking on the appropriate Field Name.
References
  • There is a preview pane either to the right or below the main window: you can adjust the position using the Layout options at the bottom right of the screen.
    EndNote - Layout options
  • Moving between the tabs, you can see any selected reference, see a preview in whatever style you choose (in this example, Annotated), and see and annotate the PDF if it is in the library.
    EndNote - Preview options
  • You can change the style using the Bibliographic Output Style dropdown menu on the toolbar. If you do not see the style you want, click Select Another Style...
    EndNote - Bibliographic output style

    EndNote has literally thousands of output and specific journal styles. If you are having difficulty finding the style you want, please contact the Reference Team

    As it is easy to change between styles in EndNote, we suggest working in Annotated style where you can easily see the citation and abstract details in the Preview panel, and then changing to your preferred style (e.g., American Psychological Association 6th ed., Vancouver, Australian and New Zealand Journal of Public Health) at the end.
    EndNote - Annotated style