Managing Your EndNote Library
At the end of the toolbar at the top of the library window is the Quick Search box. You can type some text here, and EndNote will look for those letters anywhere in the EndNote library.
EndNote also provides a more sophisticated search function. Access this by clicking on Show Search Panel.
As we have Local Library selected this will search the EndNote library.
Type search term (eg. echolocat) in the first search box. Make sure that the Field box is showing Any Field:
Searching an EndNote Library
Note that we have not checked the Match Words box. This means that we are searching for the string of letters echolocat and not the word echolocate (as it is not a complete word).
Click on the Search button.
The results of your search will be displayed below the search box. Note that these include references containing the words echolocating and echolocation. This is because we did not check the Match Words option in the search dialogue and results include different versions of the word.
Assume we wish to find all references by the author Pepperberg that were published after 2007. This means that we wish to find references which have Pepperberg in the Author field, and a number greater than 2007 in the Year field.
In the first search box, click on the first arrow to select the Author field, and then type pepperberg as the search term.
At the beginning of the next row, make sure that And is selected as the Boolean operator.
In the box beside it, use the arrow to select the Year field. In the box beside that, use the arrow to select Is greater than. Enter 2007 as the search term. The screen should look like this:
Constructing a Complex Search of an EndNote Library
Click on the Search button to see your results. Note: if Pepperberg were a second or third listed author, this search would also locate that reference.
EndNote is a software program that helps you manage your references and citations.
When you open a library, it automatically sorts itself alphabetically by author. However you can sort your references on any of the fields in the record, e.g. author, title, year, label.
To sort by year of publication, with the most recent references appearing first. Make sure you can see the complete contents of the library by clicking on All References in the Groups pane.
Click on the column-heading Year near the top of the library window. This will sort the references with the oldest references appearing first. If you click on Year again the order is reversed. Now the most recent references appear first.
For more complex sorting, click on Tools on the top menu bar, and select Sort Library. This will display a dialogue box where you can select fields. The following screen will appear:
The "Sort Options" Dialogue Box
In the first box, click on the arrow to select Year. At the end of the box is a button which indicates whether you wish to sort items from smallest to largest or from largest to smallest . Click on this button to change it to sort from largest to smallest, i.e. from most recent year to earliest year.
In the second box, click on the arrow to select Author and leave the default setting to sort from smallest to largest, i.e. from A to Z. This means that after EndNote has sorted the references by year, it will sort them within each year alphabetically by author.
The box should now look like this:
Specifying the Sort Options
Click OK to conduct the sort.
EndNote is able to create groups which allow you to organise your references into subsets without the need to create separate EndNote libraries.
Groups can be renamed or deleted. They can also be moved into different group sets by dragging and dropping. References can be deleted from a group but they will always remain available in All References. The same reference can be added to several different groups.
Creating a Group Set
From the Groups menu choose Create Group Set, or you can right click on My Groups and select Create Group Set. Rename the new group set which will appear in the My Library.
Adding a Group to your Group Set
There are two methods to create a group:
- Right hand click on the group set and select Create Group.
- Go to the Groups menu, and select Create Group. Name your group as desired.
You can create several groups under a group set.
Adding References to a group
- Select the required references, go to the Groups menu and select Add References To and then choose the required group.
- Right click on the selected reference and select Add References To and choose the required group.
- Drag and drop the references to a group.
When new references are added to the library, they are searched by each of the smart groups. If the references fit the search criteria they are automatically added to that group.
To create a Smart Group, right click on the group you would like your smart group to be placed and select Create Smart Group. A search box will appear. Enter a name for your smart group, then enter your search term(s) (it is useful to give your smart group the same name as your search term). Click Create. Your new smart group will appear under the Group Set with the retrieved references.
Alternatively, open the Groups menu and select Create Smart Group.
To edit the search terms for the Smart Group, right click on the group name in the Groups Pane and select Edit Group. Make your changes and click on Save. Smart groups can be distinguished from other groups by the magnifying glass icon next to them.
You can use EndNote to produce bibliographies. This is how you use the references in your library to generate a reading list for students, or a list of references for a colleague, or perhaps a list of your own publications for your CV.
Make sure that you have your preferred output style selected. While holding down the Ctrl key, select a number of references from your library. Click on References on the top menu bar and then click on Show Selected References. You should now be able to see only those references which you selected.
To generate a bibliography from these references using the style that you have selected, click on the Export button on the library toolbar.
You will now see a dialogue box. Save the exported references to a convenient folder. In the Save as type box, click on the arrow to select Rich Text Format. In the Output Style box, make sure that your chosen style is selected: