EndNote 21 Essentials

Streamline your

research process

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Spring 2025

Kate Gibbings

Engineering and Applied Science Librarian

kate.gibbings@ontariotechu.ca

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Questions to get us started

• How do you hope EndNote will make your work easier?

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• Do you have any questions or topics you’d like me to cover?

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Image by OpenClipart-Vectors from Pixabay

Why use a citation manager?

In this workshop

1. EndNote Library setup

2. A quick tour of EndNote

3. Add references and PDFs

4. Organize your file structure (Groups)

5. Create references in Word (“Cite While You Write”)

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1. EndNote Library setup

You can download EndNote through Ontario Tech’s Software Support Portal: software.ontariotechu.ca/login.php

Create an EndNote Library

• Recommended to use one library for all of your classes, projects, etc.

Before you create a Library

Do not save to cloud-syncing folders like Google Drive, Dropbox, iCloud, or OneDrive. The file will corrupt over time.

Do not save to a network drive.

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What gets saved on your computer?

.enl file

.Data folder

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Think about (and remember) where you want to save these files on your computer. Documents is a good option.

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Keep them together

• Saved as an .enl file

• .enl is the “door”
• .Data is the “warehouse”

Backing up your EndNote Library

Save your library (.enl + .Data) to a single compressed file: .enlx

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1. Open the library in EndNote
2. File > Compressed Library (.enlx) > Create
3. Save the .enlx file to your computer.
4. To back up, save the .enlx file to an external hard drive (better) or flash drive/USB.

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Restore your library from the backup copy

1. Open EndNote, and open the .enlx file. It will extra the .enl and .Data files.
2. Open the .enl file in EndNote.

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EndNote Support: Moving, backing up, or transferring libraries to another computer

An EndNote tab should automatically appear in Word

Here are Cite While You Write add-ins for Word, Google Docs, Apple Pages, etc.: Cite While You Write Add-in Guide

Creating an online EndNote account is optional�www.endnote.com�

EndNote Online Classic

(from Endnote 20 and previous)

• You can sync this account with your EndNote Desktop

Under Downloads, access to:

• Browser plug-in (Capture Reference)

EndNote Web

(EndNote 21)

EndNote Downloads: Connection Files

Purpose: Search OntarioTech’s Omni Search within EndNote

• Go to the Connection Files page (instructions are there)
• Search for Ontario Tech
• Download the file
• Window will open called “Ontario Tech University”
• Within that window, choose File > Save As
• Remove “Copy” from filename and Save

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2. A quick tour of EndNote

Navigation pane

• All References
• Unfiled: Like your inbox; this is where newly added references appear
• Groups: Organize your references into folders and sub-folders

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Contents of folders/groups

• List of everything in that folder/group
• Key details (author, title, etc.)
• Searchable

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Individual record pane

• Summary: Key details; ability to attach file; view a citation for the source in any style
• Edit: View all metadata for the record; edit as needed
• PDF: View PDF if one is attached

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2. Adding references and PDFs

Ways to add references

Most useful

• Export: Search a database and export references from there (Google Scholar, Omni, IEEE, PubMed, etc.)
• PDF: Drag and drop or import PDF
• Doesn’t always capture metadata

Other options

• Search Omni within EndNote (search functions limited)
• Manually add a reference
• Time consuming but sometimes necessary

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Note: EndNote no longer supports any browser plug-in that would help you grab reference metadata from a web page

Their EndNote Click browser plug-in is designed to help you find free PDFs

Export from Google Scholar

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• Find an article
• Select the quotation mark icon
• Select the EndNote link

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Export from Google Scholar

• References have their own file extensions (like .enw)
• .ris is the most common file type
• Click on the downloaded file (have EndNote open)

Export from Google Scholar

• The file should open in EndNote
• You may need to tell your computer to use EndNote to open the file

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You can also create a more direct link to EndNote. Go to:

• Google Scholar Settings
• Bibliography Manager
• Select Show links to import citations into [EndNote]

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Export from the Library’s Omni Search

• Select the three dots to reveal a menu
• Select the the EndNote button

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Export from the Library’s Omni Search

• Select the three dots to reveal a menu
• Select the the EndNote button
• Reference should appear in EndNote (make sure it is open)

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Export from a Database

• Look for options like Export, Download or Cite
• This article is from SPORTDiscus with Full Text database

Export from a Database

• This database uses the .ris file extension

Export from a Database

Another example of what an export option could look like in a database:

Your turn!

• Choose a database you use regularly (or Google Scholar)

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• Do a search, find a reference, and export to EndNote

Drag and drop a PDF into your library

• To add a new record: Drop in first column with All References selected (does not always capture metadata)
• To add a PDF to an existing record: Drop in middle column with that record selected

Add a reference manually

• Go to References > New Reference

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• Select the Reference Type

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• Fill in details

Edit a reference

• Check that all of the important details are present (the ones you need to have a complete reference)
• Look for errors

Edit a reference: Attach PDF

Finding Full Text

Search for full-text PDFs for references you have saved:

• Go to your folder
• Select all the references
• References > Find Full Text

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(Searches for free PDFs; not connected to Library subscriptions)

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4. Organize your file structure

(Groups)

Groups

Groups are your folder structure.

To create a group:

• Groups > Create Group
• Name the group
• Drag and drop references into the group

Organizing groups

Group Sets allow you to create a structure of folders and sub-folders.

• Create a Group Set for a subject, class, etc.

Organizing groups

• Create a group set and give it a name (e.g. “Education”)
• Drag and drop a group you’ve created into this group set

Your turn!

• Create a Group and Group Set
• Add a reference to your group

5. Create references in Word

(Cite While Your Write)

Word: Insert a Citation

• Go to the EndNote 21 tab
• Choose your citation style

Word: Insert a Citation

• Select Insert Citation
• Search for an author, title keyword, etc. to retrieve the reference

• In-text citation appears where your cursor was

• Bibliographic reference appears below
• I have typed in the References heading

Your turn!

• Insert a citation in Word

Edit citation: Add page number(s), etc.

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• Right click on the in text citation
• Select Edit Citation(s)
• To see all options, go to More

Edit citation: Add page number(s), etc.

If you change the Style, (e.g. to IEEE) your in-text citations and bibliography will update.

If you are using a numbered style, the bibliography will reorder itself as you move around your in-text citations.

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Extra Tips!

Troubleshooting

If you have technical issues or questions, try searching EndNote Support:

https://support.clarivate.com/Endnote/

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Finding Duplicates

To identify duplicate citations:

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• Go to All References

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• Library > Find Duplicates

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• Compare duplicates and decide which version to keep and which to delete

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Sharing Your EndNote Library

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To share with someone else:

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• Click on Sync Configuration to create an online account

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• Sync Library

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• File > Share

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Google Docs Integration

Google Docs integration has improved with EndNote 21.

• Install the Cite While You Write Google Docs plug-in from Google Marketplace from your chosen browser
• In Google Docs, open CWYW from the Extensions menu

Organizations as authors

• Put a comma after the organization’s name in the author field
• This way, the entire name will be used in the in-text citation
• You don’t want it interpreted as FirstName, LastName

(Organization, World Health)

Output Styles

• Output style = citation style (APA, MLA, etc.)
• If citations are not appearing the way you want them to in your paper, try editing the output style
• You can also create your own style
• Go to Edit > Output Styles > Edit “APA 6^th”

Output Styles

Let’s say we have an article with 5 authors.

With these settings:

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The first time the article is cited in your paper, all five authors will be listed (because <6).

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The second time the article is cited, 3 authors will be listed and then et al.

Output Styles

More useful tools

Find Duplicates

• Steps to remove duplicates from your EndNote Library (EndNote Support)

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Export large numbers of citations

• How can I export citations from Ovid (Medline - EMBASE - PsycInfo - BIOSIS)? (McGill FAQs)
• CINAHL - How do I export a large number of citations from an EBSCO database (McGill FAQs)

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We can help!

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• Email the Library: library@ontariotechu.ca
• Book an appointment with a Librarian

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If you need help with a citation manager like EndNote, contact me!

kate.gibbings@ontariotechu.ca

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Image sources

Folder by IconMark from the Noun Project

remember by Álvaro Y. from the Noun Project

Caution by MRK from the Noun Project