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EndNote GuideClick here to chat with a librarian

This guide is a starting point for Monash Health professionals on populating and managing an EndNote library, finding full text, and managing citations. If you require information not covered in this guide contact or Register for a EndNote training session

In this section:

  • How to obtain an EndNote licence
  • Create a new EndNote library
  • Open a existing EndNote library
  • EndNote for Windows
  • EndNote for Mac

Obtain an EndNote license

You can obtain an EndNote desktop license through Monash Health IT Online Shop. Purchase approval from your Monash Health supervisor or manager is required.

How do I apply for approval?

  • Go to the intranet, click on employee apps and tools, then scroll to the bottom of the page and click IT services homepage, then click IT online shop (internal). Further instructions for filling in the IT Online Shop form here.  

Good news!  EndNote 20 software is available on all PCs in Monash Health libraries.

Create a new library

Open EndNote on your Desktop

  • Select File > New
  • A window will appear, navigate to the location where you will save your library
  • The new library name will default to 'My EndNote Library' but you can rename your library at this stage, then > Save
  • You are now ready to start adding references
  • EndNote libraries are made up of two components: the .enl file and the .Data folder. These two parts must be kept together for the library to function correctly and for an EndNote library to be able to re-open in any another computer.

  • Keep EndNote libraries on your computer's local hard drive and NOT on a network drive (this can lead to file corruption).
  • Do NOT store EndNote libraries in cloud-syncing folders such as Dropbox, OneDrive, Box, SugarSync, etc. Syncing folders can corrupt EndNote libraries.


Open an existing library
From EndNote Desktop

Open EndNote on your Desktop - Note: EndNote will open the previous library you were using

  • Select File > Open Library
  • A window will appear, navigate to the location of your saved EndNote Libraries on your local hard drive
  • Double click the relevant  .enl file and Library will open

EndNote for Windows PC Users

This section is a starting point for staff and researchers on using EndNote in Windows operating systems. 

Collection of quick reference guides for the Windows version of EndNote 20 in one PDF file - EndNote 20 (Windows) QRG collection

The following video provides an introduction to EndNote in 7 minutes.

EndNote Training, 2020, How to use EndNote 20 in seven minutes: Windows, YouTube, 13 November 

EndNote for Mac Users

This section is a starting point for staff and researchers on using EndNote in Mac operating systems. 

Collection of quick reference guides for the macOS version of EndNote 20 in one PDF file - EndNote 20 (macOS) QRG collection

The following video provides an introduction to EndNote in 7 minutes.

EndNote Training, 2020, How to use EndNote 20 in seven minutes: macOS, YouTube, 15 December

There are a variety of ways to populate an EndNote Library:

  • Database direct export
  • Manual Input
  • Import PDF(s)
  • EndNote Click browser plugin
  • Google Scholar direct export
  • EndNote database search

Export from Database

You can import citation(s) into EndNote directly from databases you are using by looking for the export function. This is the easiest way to add citations to your EndNote library. 

Have your EndNote library open on your desktop. Run a search on a database such as Medline, Clinical Key, ProQuest etc.

  1. In the database, select the articles you wish to import and click on the export icon 
  2. Choose EndNote as the export format
  3. Choose the level of citation you require (title and abstract, full reference etc.).

The reference(s) will automatically be added to your EndNote Library.

The following is an example from the Ovid platform. The export icon would look slightly different in each database.


Manual Input

You can manually add references into your EndNote library if the reference is not available online to import. To create a new reference: 

Open EndNote on your Desktop

  1. Click References > New Reference.  This will open a new window.
  2. Select citation fields you wish to include in new reference:
    • Reference type
    • Author - Important note: To ensure the citation is generated correctly, the names of the authors must be entered only one per line
    • Year 
    • Title
    • etc.
  3. To save the citation, simply close the window.. Be careful that you only close the New Reference window  and NOT the EndNote window.


Tip!! Manually adding authors:

  • Enter Author Surname followed by a comma and then first name (or you can enter initials with a full stop after each initial)
  • Enter only one author on each line
  • Enter corporate authors (i.e. name of an organisation) with a comma at the end of the name

Tip!! Add tags:

  • Enter 'tags' or keywords to the Notes field. This enables you to search for references with EndNote via the 'tags'  that you have assigned to references. 
  • Manually enter fields how you expect to see them in the bibliography. EndNote will carry over any spelling mistakes and capitalisation that your enter. 

Import PDF(s)

You can create references in EndNote by direct importing PDF files from your PC. This can be done in two ways: by importing a single PDF file or multiple PDFs in a folder (including subfolders).

1. Import Single PDF File
  1. Select File Import > File
  2. At the Import File text box, click on Choose, to select a PDF from your computer
  3. At the Import Option text box, select PDF from the drop-down menu
  4. At Duplicates Option select from  'Import All' - "Discard Duplicates" -  "Import into Duplicates Library" 
  5. Click >  Import

Your selected file will be imported with PDF file attached to the reference


Note:  If your imported PDF has a DOI: many of the many of the citation fields will auto-populate
           If your PDF does not have a DOI: it will create a blank record. You can manually input information into the fields. 


2. Import Multiple PDFs from Folder 

To import multiple PDFs into your EndNote library: 

  1. Select File Import > Folder
  2. Choose the folder that contains PDFs
  3. Tick box Include files in subfolders if required 
  4. Tick box Create a Group Set for this import to import PDFs as a group into EndNote Library
  5. At the Import Option text box, select PDF from the drop-down menu
  6. At Duplicates Option select from  "Import All' - "Discard Duplicates" -  "Import into Duplicates Library" 
  7. Click >  Import


EndNote Click - plug in

EndNote Click (formally Kopernio) is a free browser plugin that aids access to full-text and open access journal articles on the web. 
First you will need to add the extension to your browser:

  • Download EndNote Click for Chrome
  • Download EndNote Click for Firefox
  • Download EndNote Click for Edge

You will be prompted to create a free account which you can customise to download PDFs, export to EndNote and hold references in "MY Locker".

Once "EndNote Click" is installed you simply have to perform searches as per normal on your browser.

If a resource has an accessible PDF a pop up icon will appear. Click this  to open full text and the "My Locker" portal.

This has a variety of useful functions:

  1. Export reference with PDF to EndNote Desktop
  2. Export to EndNote Online (see different tab above for more information)
  3. Download PDF to local drive
  4. Get citation
  5. Add tags that will be exported with reference to aid searching within your EndNote library. 

IMPORTANT!! - When exporting PDF from 'EndNote Click ' the first time:

  • You may get a pop up window requesting additional permissions > Allow

  • When exporting to EndNote desktop top the first time the PDF will download separately from the reference details. To ensure reference AND PDF always export  together > click the little arrow at the downloading file (bottom left corner when downloading). Then  select "Always open files of this type". You only have to do this once, it will then be automatic.

Google Scholar

To export references directly from a Google Scholar search to EndNote library:

Configure Google Scholar

  1. Go to the Google Scholar home page at
  2. Click < "three horizontal bars" in the upper left-hand corner.
  3. Click > Settings > Bibliography Manager
  4. Select "Show links to import citations into - EndNote

Search results in Google Scholar will now give the option to "Import into EndNote"

!!! Note: Google scholar citation fields such as author, year, title, etc. may have errors so check when adding to EndNote

EndNote Database Search

Searching online databases is a feature of EndNote; however, we do not recommend that you use EndNote to search databases. It is not as comprehensive as searching databases directly and can return restrictive results that are difficult to appraise.

If you wish to use EndNote's system for searching databases: Open an EndNote library:

  1. On the left hand panel choose a specific database to begin your search. For example, PubMed
  2. Use the search panel to formulate your search (e.g. author, journal, keyword) then press > "Search"
  3. Select the results you want. Note: First 25 results will be shown by year. "Retrieve" additional results by clicking the required number. 
  4. Click  symbol in top right hand corner to add selected results to library.




Enable Full Text

This allows full text to be uploaded to EndNote from Monash Health Library subscription journals and databases. You need to enable the below URL Paths to use the “Find Full Text” function in EndNote.

Open EndNote on your Desktop

  1. Go to Edit > Preferences
  2. Choose "Find Full Text" from EndNote Preferences window
  3. Enter the Monash Health OpenURL path:  
  4. Enter the Monash Health Authenticated URL:    
  5. Click > Apply then > OK


Find Full Text

Open EndNote on your Desktop

  • Highlight the references that you would like to obtain the full-text
  • Go to References > Find Full Text > Find Full Text
  • EndNote will search for full text and add to reference - a paper clip icon next to reference indicates full text attachment

Shortcut to Full Text

Open EndNote on your desktop and highlight the records you want to search for full text. Click on the Icon -  Found at the top right of library


EndNote Training, 2020, In action: EndNote 20 (Windows) Find Full Text, YouTube, 3 November


In this section:

  • Creating Groups
  • Editing multiple references  


There are 4 types of types of groups that can help manage your EndNote library. To create, edit or delete groups right click on the 'My Groups' tab on left side, or use the Group tab in top ribbon. 


1. Simple group:

  • Right click My Group and select Create Group. Type the name in the box and click enter. .
  • Highlight the citations and right click to drag them into your new group.


2. Smart groupfor receiving automatic updates as you add more references to your library that match the pre-set search.

  • Right click My Group and select Create Smart Group. A window will appear
  • Name Smart Group
  • Choose the fields that you want to be included for the group. In the example below all references that have the word 'library' or 'training' in any citation filed will automatically be added this this smart group.

Tip!! Smart Groups have an icon of a magnifying glass next to them 


3. Group Set:  allows you to group together any of the groups (basic or smart groups) you create. Great for sub-topics!

  • Right click My Group and select Create Smart Group. Type a name in the box and click enter. .
  • You can drag-and-drop any existing group into your new group set, and/or create new groups in this new group set.
  • A  group set name is identified with a down or right arrow icon. 

For example, a Group Set could be called 'Medical Education' which could contain sub groups about 'clinical skills' and 'exam practice'


4. Combination / From Groups: for combining two or more groups into one group in order to compare or contrast the contents. 

To build a combined group, you need to build at least two groups. When you have 2 groups:

  • Right click My Group and select Create From Group. A window will appear
  • Name  Group
  • Pick 1 group from each pull down list respectively and combine them with your preferred Boolean operator AND, OR or NOT > click   "Create".
  • You can include more than two groups in a combined group by pressing the plus icon to add more groups. 
  • This video offers a brief overview of creating a combined group. 

Editing multiple references

If you want to update multiple citations at the same time (eg. adding a retrieval date, note or label), the best time to do it is when you have just imported them (in the ‘Imported References’ window) or in a Group.

To edit a field in multiple citations:

  • Highlight the relevant references 
  • Go to Library > Change/Move/Copy Fields…The Change/Move/Copy Fields pop-up box will appear

Example: Change 'Access Date' on multiple references

  • In the Select a field… drop-down menu, choose ‘Access Date’
  • Click Replace whole field with:
  • Enter a date and click OK.
  • Click OK to confirm that you want to change that field in all references
  • A pop-up will inform you that all changes have been made. Click OK.


Share EndNote Library

Share entire library

You can share your designated EndNote Sync library with up to 100 other EndNote desktop users, and assign access rights individually for each user. The quick video below provides an overview of Sharing in EndNote 20 (for Windows and macOS users).

The below video outlines how to share an EndNote library.

Share group only

Share a specific set of references from your EndNote library with up to 1,000 colleagues. Please note group sharees cannot view file attachments. This video highlights the process of sharing a custom group within your designated EndNote Sync library.


Travelling Library

  • A "travelling library" refers to the EndNote citations that are embedded in a Word document. As each formatted citation in your Word document is saved with field codes that embed reference data in the document, you can share your word document without having to send the whole EndNote library, and you can also collaborate with other authors on a paper without each author having the same EndNote library.
  • A travelling library may be created if someone emails you a document with formatted EndNote references. 
  • EndNote uses Microsoft Word's field codes to communicate with the document and create a formatted in text citation and bibliography. If these field codes are missing in the Word document, then EndNote will not be able to communicate with the document and hence, EndNote will not be able to detect any citations.

To confirm if you are using a travelling library

  • Select Edit & Manage Citations from the EndNote toolbar in Word and you will see the name of the library being used.
  • OR
  • To test this, open a Word document and hold down the Alt key and press F9 [Alt+F9] and check if the citations in the Word document change and show the field codes. If the field codes are present, the citation should now appear as {ADDIN EN.CITE <EndNote><Cite><Author>.....}. If the citations do not change, then the citations in the word document are in a Plain Text Format and it would not be possible to export the references into EndNote.


Exporting Word's Travelling library to an EndNote library

  1. Open the word document.
  2. From the EndNote tab in word, select Export to EndNote, then select Export Traveling Library. From the Tools menu, go to the EndNote submenu, and then select Export Traveling Library (Mac).

       3. On the Export Traveling Library dialog, select either:

  •   An existing EndNote library: Select a library from the drop-down list of available libraries, or Browse to locate a library.
  •   A new EndNote library: You will be prompted to name and save the new library.

Note: The Traveling Library does not contain Notes, Abstracts, Figures, or Captions. When you use the Export/Import Traveling Library commands, the exported references are renumbered and do not retain their original reference numbers.


Import Travelling library from within EndNote library

There is an alternate way to copy references from your Word document to an EndNote library.

  • Open both your Word document and the EndNote library.
  • Then, in EndNote, go to the Tools menu, then the Cite While You Write submenu, and select Import Traveling Library.
  • The imported citations are found in your EndNote library's left navigation bar - category 'Document' 

Tip: Export travelling library to a new EndNote library, so you can review the records before adding them to an existing library.

EndNote's Cite While You Write (CWYW) function enables you to insert in-text citations in a Word document while simultaneously creating a bibliography for that document:

This section looks at:

  • Referencing output style
  • Inserting citations to document
  • Editing/ deleting citations in document 

Getting Started

In Microsoft Word open your document and look for the EndNote tab in the ribbon


Troubleshooting!! The EndNote tab should appear in MS Word once EndNote is installed. If it does not appear you may need to do some troubleshooting.

Referencing Output Style

Citations in your document will appear as in-text citations in the body of the writing and also as the reference list or bibliography at the end of the document. The referencing output style is the way citations appear in the document, for example APA, Harvard or Vancouver styles

Changing Referencing Output Style

There are two ways to change output styles in EndNote.

Method 1. Open EndNote on your Desktop

  • Go to Tools > Output Styles
  • Select your preferred style
  • If your favourite style is not listed there, choose Open Style Manager


Method 2. Open EndNote on your Desktop

  • Open a reference Summary/Edit box
  • At the bottom select the drop down box with output style listed
  • Select your preferred style or 'Select Another Style'

Tip!! EndNote has access to many common styles but if you cannot find the right one for you then use this Style Finder.

Changing Referencing Output Style in Word

  • Open your MS Word document 
  • Click the EndNote tab on top ribbon
  • Select your preferred output style
  • If your favourite style is not listed there, choose Select Another Style

Note: All references in your word document will automatically be changed to the new style selected

Inserting Citations

There are two ways to insert citations in a Word document

Method 1: From the EndNote library

  • Open EndNote on your desktop and highlight the reference(s) you would like to insert
  • Open Word and place your cursor where you would like to insert the citation(s).
  • Click the EndNote tab on top ribbon and click > Insert Citation > then >  Insert Selected Citation(s).
  • The in-text citation(s) that you highlighted in the EndNote library will be inserted into your Word document and the full citation(s) will be inserted at the end of your document as the bibliography.


Method 2: From the Word document

  • Open Word and place your cursor where you would like to insert the citation(s).
  • Click the EndNote tab on top ribbon and click > Insert Citation > then > Insert Citation
  • Search for required reference in search box. Use keywords or author to search and click > Find 
  • Select required reference and click > Insert. The default format is displayed as (Author, Year) but use drop down arrow to select preferred display format, for example Author (year).
  • The in-text citation(s) will be inserted into your Word document and the full citation(s) will be inserted at the end of your document as the bibliography.

Editing/Deleting Citations

Always use the Edit and Manage Citation function in the EndNote ribbon in Word when editing or removing citations from your documentThis is because EndNote inserts hidden formatting that if altered may corrupt the document.  

  • Hover over the in-text citation(s) you want to edit, it will show as grey which indicates that it is formatted to your EndNote library.
  • Open Word and click the EndNote tab on top ribbon. 
  • Click > Edit & Manage Citation(s). A box will appear.

You have a variety of functions within this area:

  • Add page numbers to a citation
  • Enter prefix text  for information you want to appear before the reference (e.g. prefix text, Author, Year).
  • Enter suffix text for information you want to appear after the reference (e.g. Author, Year, suffix text).
  • Change format to display from (Author, Year) to Author (year).
  • Remove citation
  • Edit Library: This opens your EndNote library for a specific reference so that you can edit directly. This is useful if you have a spelling mistake or want to alter anything in the citation fields with having to open and close your EndNote separately. 


monash health library logoEndNote webinar include an overview of the skills you need to effectively manage resources using the EndNote reference management software. EndNote session covers:

  • Importing references from databases, browsers, Google Scholar and personal drives
  • How to organise, manage and share references in EndNote
  • Accessing full text and PDF annotation
  • Creating a bibliography & Cite While You Write

NB: You do not need to have access to EndNote for this particular training. 

Register for upcoming events below.

Can’t attend our live webinars?

The library has a selection of recorded webinars available in Latte.

Consider requesting group training for your team at a time that suits you. 

Custom training sessions can be arranged to fit with a team meeting or existing professional development schedule. Email for more information.

Monash Health acknowledges the Traditional Custodians of the land, the Wurundjeri and Boonwurrung peoples, and we pay our respects to them, their culture and their Elders past, present and future.

We are committed to creating a safe and welcoming environment that embraces all backgrounds, cultures, sexualities, genders and abilities.