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EndNote FAQs

EndNote FAQs

A list of Frequently Asked Questions about EndNote. These are more advanced questions which are not covered by the introductory guides.

If you need further help with EndNote, please contact your Liaison Librarian.

Useful links

EndNote contains a huge variety of referencing styles, but you may occasionally need to install a style manually.

When you download a referencing style, you will be prompted to save it as a file.

  • After saving, double-click on the file, which should now open in EndNote.
  • Go to File in the EndNote menu and select Save As. Change the filename to remove the word Copy.
  • Go to File again and select Close Style.
  • Now go to the drop-down menu of referencing styles in the EndNote toolbar. Click the down arrow and choose Select Another Style…
  • Select the style you added and click Choose.
  • The new referencing style should now appear in your drop-down list of available styles. It will also appear as an option when you use the EndNote tab in Word.

To move your references from Mendeley into EndNote:

  • In the Mendeley desktop menu, click on File > Export
  • Choose EndNote XML (or RIS or BibTeX) to export your Mendeley library into EndNote.
  • In EndNote, click File and then Import. Click the Choose File button and select the file you just exported from Mendeley.
  • Set Import Option to match your exported Mendeley file, and click Import.

Former Mendeley users may have trouble inserting references from EndNote into your Word doc. If you get an error message which says “Cannot edit range”, this is usually because you have both the Mendeley and EndNote plug-ins installed in Word. You will need to un-install the Mendeley plug-in in order for EndNote Cite While You Write to work properly.

General advice

For best results have EndNote open when you export results.

When exporting from a database, references will usually appear in a download file. If you select Open, the reference(s) should open in EndNote.

If opening the reference does not work:

  • Save the file to somewhere you can easily find it again.
  • In EndNote, go to File – Import – File and navigate to the reference that you saved.
  • Set the Import Option to Reference Manager (RIS) and then click Import.
EBSCO databases (e.g. Criminal Justice Abstracts, Education Source, Medline, PsycArticles, PsycInfo, SportDiscus)
  • Select each result you want to export by clicking the blue plus sign icon at the right of each reference. The icon will turn into a yellow folder.
  • Go to Folder in the top toolbar.
  • Select your chosen results and click Export in the right hand menu.
  • Choose the option Direct Export in RIS Format if you are using EndNote desktop, or Direct Export to EndNote Web if you are using EndNote Online.

To export a full set of results, use the Share option at the top of the results list.

This lets you move each page of 50 results into a folder, one page at a time (this is the maximum allowed by the database provider).

Once all results are in a folder, you can then export the whole folder as above.

Emerald databases
  • Select results to export using the tickbox at the top of the results list. You may wish to change the settings to display 50 per page if you have a large number of results.
  • Click on Citations: download RIS at the top of the results list.
  • Select articles to export using the tickbox to the left of each result.
  • Click Send To at the top of the results list and select Citation Manager.
  • Click Create File.
  • Select articles to export using the tickbox to the left of each result.
  • Click Export at the top of the results list.
  • Choose Export Citation to RIS.
  • Select results to export using the tickbox to the left of each result.
  • Click Export at the top of the results list.
  • Select RIS Format as the export method. You can choose which information you want to include in the references, e.g. the abstract, DOI etc.
  • Click Export at the bottom right of the screen.
Taylor & Francis
  • Select articles to export using the tickbox to the left of each result.
  • Select Download Citations at the top of the results list.
  • Select the option RIS (ProCit, Reference Manager) and click Download Citations.
  • Click Export Citation(s) at the top of the results list.
  • Select the references you wish to export from the list, then click Next.
  • Under Format, choose either RIS or EndNote (either should work). Under Type of Import, select Citation file or direct import.
  • Click Export.

In EndNote, go to Library in the top toolbar and select Find Duplicates. If any duplicate references are identified, they will be displayed side by side. You can then decide which version of the reference you want to keep (select Keep This Record above your preferred version). The discarded reference will be moved to the Trash folder.

We suggest still manually checking for duplicates after the above process in case any have been missed.

You will need to make sure that the EndNote tab in Word is linking through to the same version of EndNote that you have stored your references in (i.e. EndNote desktop or EndNote online).

Look at the EndNote tab in your Word document. If the tab says EndNote, it is connecting to EndNote Online. If it says EndNote followed by the version number (e.g. EndNote 20) this means Word is connecting to EndNote desktop.

To change this setting, open the EndNote tab in Word and click Preferences. In the pop-up menu, go to the Application tab. You can now set the Application to either EndNote or EndNote online (choose the version you have stored your references in).

If you use both EndNote desktop and online, make sure you sync your libraries regularly so that they contain exactly the same references. If your libraries are synced, it shouldn’t matter which one the EndNote tab is linking to.

References with a company as the author

If a reference has a company as the author (e.g. a report by the Department for Education), the in-text citation might display incorrectly.

To fix this, open the reference in EndNote. In the Author field, add a comma after the organisation name e.g. Department for Education,

This will make sure the reference displays properly in Word.

Missing information or incorrect formatting

Make sure that you have the correct referencing style selected in Word, as this will affect how the reference displays.

Imported references may contain errors which cause them to display incorrectly in Word.

First, check that the reference has been assigned the correct Reference Type in EndNote. For example, if it is a journal article, make sure it has the Reference Type set to Journal Article. To do this, open the reference in EndNote and check the Reference Type field. You can change the reference type using the drop-down menu.

Secondly, check that all of the information needed for the reference is included in the EndNote record. Open the reference in EndNote and make sure that all of the relevant fields contain the correct information (e.g. author, date, title etc). Make any necessary edits and save.

You can test the changes you have made in Word by clicking Update Citations and Bibliography in the EndNote tab. Alternatively, if you have a lot of references in the document, you may prefer to delete just the specific reference you edited, and then re-insert it. The reference should now display correctly.

In-text citations

To remove the date or author from a reference, highlight the reference you want to change in your Word document and select Edit Citation(s) in the EndNote tab. In the pop-up menu, select either Exclude Author or Exclude Year, then Save.

To add page numbers to a reference in the text, highlight the reference, go to Edit Citation(s) and add the page numbers in the Suffix field (not the Page Numbers field!) You will also need to add any punctuation to go before the page numbers, including spaces.

Reference list

You may want to make minor changes to the formatting of your reference list in Word, for example line breaks or spacing.

The usual text formatting options in Word will not work, as the changes will not be saved. Instead, go to the EndNote tab in your Word document. In the Bibliography section of the EndNote toolbar, expand the menu by clicking the downward arrow to the right.

In the pop-up menu, go to the Layout tab. Here you can alter the line spacing of the reference list and make other formatting changes. The Space After setting will add space after each individual reference so that the text is nicely spaced out.

In order to share references, both you and the person you are sharing with must have an EndNote Online account as well as the EndNote software installed.

To share a group of references, in EndNote, select the group you want to share. Right click on the group name and select Share Group. You will then be prompted to enter the email addresses of the people you wish to share the group with (use their Leeds Trinity email address). You can also choose whether each person has editing permissions. Each person will be notified by email that you have shared the group with them.

Groups that other people have shared with you appear in the menu under Groups shared by others. Click on the group to view it in EndNote Online.

If you are using both the desktop and the online version of EndNote, you will need to sync them regularly so that all your references are saved in both versions of EndNote.

To sync your EndNote libraries:

  • In EndNote desktop, go to Library and select Sync.
  • Log into your EndNote Online account when prompted.
  • Click Sync.

Syncing your libraries may take some time. After the first sync, you may find some duplicates in both your online and desktop libraries. Your groups may also look different, as EndNote Online does not use Group Sets.

After syncing your EndNote libraries the first time, you should see the email address you use for EndNote Online at the top of the left-hand menu. You can use Sync Status to check when your last sync was and to sync again.

We strongly recommend regularly backing up your EndNote library. To do this, you can save a copy of your EndNote library as a compressed file.

  • Open the library in EndNote.
  • Go to File, select Compressed Library (.enlx) and then click Next.
  • Save the file somewhere secure. If you have more than one saved version, make sure to name the files in a logical way so you can tell them apart.

To open a compressed library file (i.e. if you need to get the references back):

  • In EndNote, go to File and Open Library.
  • Locate your compressed file and click Open.
  • Your saved library should now open in EndNote.

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