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EndNote: Top tips for using EndNote

This software package for managing references (citations) is available free to Monash University students and staff. This guide has information about working with EndNote in the Monash University environment.

Installation & setup

  • When installing the EndNote software, select Custom Installation to install the complete set of EndNote style, filter and connection files.
  • Mac users - choose the EndNote Library Package option when creating an EndNote library. Once installation is complete you need to customise EndNote. Unlike the PC installation it is a separate step. From the EndNote  menu, choose Customizer. Tick every box, click Next, and click Done.
  • PC users - The EndNote Library .enl file and associated .DATA folder should always stay together - never move them separately.
  • Use the latest version of EndNote, and regularly check for updates to EndNote by clicking Help > EndNote Program Updates. However, if you are completing your research in the current year, you may want to continue using your current version.
  • EndNote can be customised according to your requirements (e.g. reference types, styles, and for screen display Edit  > Preferences).
  • Wherever possible, create one library and use Groups (in the EndNote toolbar) to organise the references within the Library. Insertion of citations into a Word document from more than one EndNote library can potentially lead to corruption of the document.

Sharing documents and saving your library

  • You can share your library with others if you create an EndNote Online version of it. Refer to the EndNote Online tabs in this library guide.
  • To work with your library from more than one computer (e.g. between home and campus office) use EndNote Online to synchronise the library between computers.
  • Regularly back-up your EndNote library, Word documents and other (e.g. customised style) files to a secure storage device. Create a compressed file of your library (via the File menu), which will automatically include the library's data file. Ideally, save it to Google drive on your Monash account. Avoid using other external cloud-based storage systems or Dropbox. Refer to Backing up your library in this guide.

Adding & working with references in your library

  • It is not possible to automatically convert a reference list in a Word document to records in an EndNote library. Always use EndNote to collect and manage your citations.
  • Export a Complete Record from a database whenever possible, in order to import all available information about the reference into EndNote.
  • Be familiar with the bibliographic style you are using. Always check the references you import into your EndNote library for accuracy and consistency. To help with this check the reference in the Preview window. You may need to manually edit the contents of some fields.
  • Put each author on a new line and use the format Surname, First name. Be sure to include the comma. If the author is an organisation, include a comma at the end of the name (e.g. Monash University, ).
  • Use the Research Notes field in a record to add your comments for that record.
  • Before you start or resume writing, check your EndNote library for, and remove, any duplicate references. This will avoid possible confusion, and corruption, of your document. From the EndNote toolbar, click References > Find Duplicates.

Working with Word

  • To add or remove information from in-text citations, or to delete an in-text citation from the document, always use Edit and Manage Citations.
  • Before cutting and pasting text within a document that contains formatted citations, click Convert to Unformatted Citations (in the Convert Citations and Bibliography menu). This will help avoid corruption of the document. To reformat the document, click Update Citations and Bibliography.
  • If you convert your document to plain text you will NOT be able to reformat the document using EndNote. Make sure you have saved a copy that will still link to the EndNote library.