Managing Your EndNote Library
Modifying References in Your Library
If you add or change a reference in your library while the Citations dialog is open, make sure you click Rescan to have those changes reflected in the Citations dialog and in the formatted paper.
For example, if you typed the citation {Geoffery, 1988} into your paper but forgot to enter the reference in the library, EndNote would list a 0 in the Matches column for that citation on the Citations dialog. You can leave the Citations dialog open and enter the Geoffery reference into your library. Bring the Citations dialog forward and use the Rescan button to recheck the library for matching references. This should change the "0" match to a "1."
Finding EndNote References for Editing When Using Format Paper
In the Citations dialog, you can select any number of matching references and then click Lookup to search and display those references in EndNote’s Library window. If you edit a reference, make sure you Rescan your paper to reflect the changes.
Formatting with Multiple Libraries
Although EndNote can format papers using references from more than one library, we do not recommend that you use multiple libraries when writing a paper. Keeping all of your references together in one library simplifies the writing process because you know exactly where to find each reference, and you only need to have the one library open when formatting.
If you are collaborating with other authors on a document, however, using multiple libraries for a paper may be a useful and necessary thing to do.
If citations have been inserted into one document from multiple libraries, all of the necessary libraries must be opened in order for EndNote to format the paper correctly.
Note: Read about the Merge Duplicates in Bibliography preference if you plan to insert citations from more than one library into a paper.
Finding and Labeling References Used in a Paper
The Citations Dialog for Format Paper appears when you format a word processing document. It lists all of the citations found in a document, and displays the number of matching citations found in the currently open libraries.
The Citations dialog is visible in the EndNote program after the formatting is finished or if the formatting process is canceled. (If there are problems during formatting, consult the Citations dialog. This information can help you resolve problems.)
Double-click citations, or select a citation and click the Lookup button, in the Citations dialog to find the matching references in your EndNote library.
To locate all of the references in a library that were cited in a paper:
- After formatting your paper, select all of the citations listed in the Citations dialog by selecting the first citation in the list, holding down the Shift key and scrolling to the bottom of the list to select the last citation in the list.
- Click the Lookup button to display the list of references in the Library window. (Note that it can only show references from one library in the window.)
To add a keyword to all of these references for your own filing purposes:
- Select Change/Move/Copy Fields from the Library menu.
- On the Change Fields tab, select the Keyword field (or any other field you want to use) from the drop-down list of fields.
- Enter the term or phrase you want to use to identify these references, select any Change options you want (such as inserting a space before the new text if you are adding it at the end of the field), and click OK.
Note: Any changes made using the Change/Move/Copy Fields command are permanent and there is no undo option. We strongly suggest making a backup copy of your library before using this command. See Saving a Compressed Copy of a Library and Saving a Copy of a Library for options for backing up your library.
Working on Different Computers
If you are working on a paper on different computers, be sure to keep a copy of your reference library on the same disk as your paper. That way, you will always access the same library when inserting citations. If you add references to a copy of the library at home and to a different version at work, the record numbers may not match, and EndNote will be unable to find references when it scans your paper.
Libraries synced to multiple computers or libraries shared through EndNote sync will have different record numbers than the original library, so using synced libraries is not suggested for use with Format Paper. See Record Numbers.
Note: A compressed library will have the same record numbers as the original library. Although a working EndNote library should not be kept in a cloud-syncing folder or drive, a compressed library can be stored in one. Just remember to make a copy of it outside the cloud-syncing folder or drive, then open the copy that is outside the syncing folder or drive to work.