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 library@monashhealth.org or Register for a EndNote training session
In this section:
You can obtain an EndNote desktop license through Monash Health, purchase approval from your Monash Health supervisor or manager is required. The procurement process is through the MH IT Online Shop. Please see instructions here.
Good news! EndNote 20 software is available on all PCs in the Monash Health libraries.
Open EndNote on your Desktop
Do NOT store EndNote libraries in cloud-syncing folders such as Dropbox, OneDrive, Box, SugarSync, etc. Syncing folders can corrupt EndNote libraries.
Open EndNote on your Desktop - Note: EndNote will open the previous library you were using
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
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:
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.
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.
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
Tip!! Manually adding authors:
Tip!! Add tags:
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).
Your selected file will be imported with PDF file attached to the reference
To import multiple PDFs into your EndNote library:
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:
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:
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.
To export references directly from a Google Scholar search to EndNote library:
Configure Google Scholar
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
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:
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
Find Full Text
Open EndNote on your Desktop
The below video outlines how to find full text in Endnote.
EndNote Training, 2020, In action: EndNote 20 (Windows) Find Full Text, YouTube, 3 November
Shortcut to Full Text
Open EndNote on your desktop.
Highlight references > Click Icon to search for Full Text > Found at the top right of library
In this section:
Groups
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:
2. Smart group: for receiving automatic updates as you add more references to your library that match the pre-set search.
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!
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:
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:
Example: Change 'Access Date' on multiple references
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.
To confirm if you are using a travelling library
Exporting Word's Travelling library to an EndNote library
3. On the Export Traveling Library dialog, select either:
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.
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:
Getting Started
In Microsoft Word open your document and look for the EndNote tab in the ribbon
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
Method 2. Open EndNote on your Desktop
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
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
Method 2: From the Word document
Editing/Deleting Citations
Always use the Edit and Manage Citation function in the EndNote ribbon in Word when editing or removing citations from your document. This is because EndNote inserts hidden formatting that if altered may corrupt the document.
You have a variety of functions within this area:
EndNote webinar include an overview of the skills you need to effectively manage resources using the EndNote reference management software. EndNote session covers:
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NB: You do not need to have access to EndNote for this particular training.
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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 library@monashhealth.org for more information.
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