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Using EndNote
Starting Guide
Get EndNote
Online Search Files
Input References
Using EN with Word.doc
Export from Databases
What's Neat in EndNote
LegalTrac Export  

IMPORTANT: This page is temporary; once the UB Libraries server migration is complete, this page will be removed and you will be directed to go back to the permanent page:

The University Libraries currently offers EndNote™X5 for Windows and ™X4 for Mac. Please back up your existing EndNote libraries before upgrading to newer versions.

What you need to use EndNote

UB EndNote page. Go here to find information about, and to download the software. Install as instructed then open EndNote (EN) to begin working. When you open the application the first time, you will be asked for your key number. Enter this and continue.

When you open EndNote, you will be given choices:

  • Start a new library
  • Open an existing library
  • What's new option.

Library is the EN term for your database. If you are starting, choose "new library." If you are returning to one you already started, choose "open an existing...."

Reference is the EN term for a record in your database.

Getting records into your database

There are several ways to do this. The three most useful methods are described below.

1. Input data from your notes directly into a new record (reference)

  • Open or create a "library" (EndNote's term for a database).
  • Choose menu >> References >> New Reference [Control-N]
  • The new reference (record) is displayed ready for input.
  • Enter text into the fields (either type or copy-paste data). Move from field to field by Tab key or move cursor with mouse.

Note that some fields show up in red after you enter data. This is an automatic entry feature (if you begin typing the same data in another reference, it will automatically offer to fill it in for you).

  • Once you have finished input of the data in your reference, close the reference pane (you may be asked if you want to save the reference--click OK if you do). Your reference is now included in your library.
  • Repeat the process to add more references.
  • Change the type of reference (e.g., Book, Journal) by changing the Reference Type in the pull-down.

2. Export data from database searches

EndNote allows you to search UB-subscribed, and other databases and to download citation data for your results. This speeds the input process. Begin to search databases using the UB Libraries Databases by Title page. (Note: not all databases will create output in the same format; some databases do not provide export features. See: Downloading References for help on particular databases).

Note on web browsers and Zotero. If you are using a browser (e.g., Firefox) that has Zotero installed, it may conflict with your EndNote export function. You must disable Zotero before performing database searches and exports. See: Disabling Zotero to Allow Export of References to EndNote.

As an example, open the MLA International Bibliography and enter search term(s) (e.g., "tolkien").

View results and check the records that you wish to download, OR open a citation and click "Download citation."

You can "mark" (select) record by record, or you can mark an entire page of records at a time using the "Alert/Save/Share" menu.

In the example at right, clicking on "Results (1-10), selects records 1-10.

If you wish to select more records, you may change the number displayed per page (and then save more “Results”) using “Page Options” menu.

In “Page Options” you may change the number of records to display.

Then click on “Alerts/Save/Share” to select records.

When finished selecting, click on “Folder View.”

This displays the records you selected.

Click on "Export" for next step.
  • Select “Direct Export to EndNote…”
  • Then click “Save”
  • The software will look for EndNote and ask you to identify the library to which you want to add data.

The references will then appear in your library where you may open them and use them along with your existing references.

Notation shows how many references were imported (in this case, 10); the references are shown by themselves in right pane.

You can see all of your references again by going to:


You can now open any of these references and edit, annotate, and use just as any other reference.

Other Database Examples & Help

  • With some databases you may get a dialog box asking you to select  the "library" you want to add the records to.
  • Select the folder and library that you wish, then press OPEN to complete the download. You will then see your EndNote library opened with the new records listed. This process is the same, or similar with many of the UB databases.
  • You can now open any of these records and edit, annotate, and use just as any other record (image below).

Note that if you already have records in the library, these are not displayed at this time. You can display all records by the MENU selections: REFERENCES >> SHOW ALL REFERENCES (Control-M).

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3. Import data from database through Online Searches in EndNote

  • With your library open, make the menu selection: TOOLS >> ONLINE SEARCH...
  • Choose a database to connect to from the list
  • When choosing ONLINE SEARCH, you will be given a list of all possibilities in EndNote's programmed list of databases. Not all are available to the UB community and a few require passwords to enter. Most will go through the UB server and you will not need to enter any password (just click OK).

Make a selection from the table (in the example, University of Toronto is selected).

Click on CHOOSE to start (if direct access is allowed, the search pane will open).

  • Enter search term(s) making changes to the ANY FIELD (for selecting individual fields (title)),
  • then type your search term, ADD optional terms, with AND, OR, NOT and field to search,
  • Then click on the SEARCH BUTTON.

You will be given a dialog box telling you how many references were found.

Then either hit OK (to import all records), or enter a starting and ending number to select a smaller range of references (e.g., 1-20).

  • The results will appear on the screen
  • If you want to remove any of these, click on the references you do not want and then use the menu:

That is all you need to do! You can either select more records, run other searches, or disconnect.

All results are added to your library, but are kept grouped so that you can view and decide which to keep or delete.

At this point, the records that are displayed are the ones found in the University of Toronto catalog.

You can view these and delete any that you wish to  by highlighting each (click-control), then from the REFERENCES menu, choose MOVE REFERENCES TO TRASH.

That is all you need to do! You can either select more records, run other searches, or disconnect.

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How to Use EndNote With MS-Word 2004 and MS-Word 2008*
additional notes on using Word | Using MS-Word 2008 with EndNote (Windows verison)

Open your Word document and your EndNote library. In EndNote, select the citation that you wish to insert into Word.

Switch to your Word document and put the cursor on the place you wish to insert the citation, then choose:

(you can insert more than one)

This inserts the footnote indicator and footnote in the appropriate places in the document.

You can perform this action starting either in Word or EndNote.

FORMAT BIBLIOGRAPHY lets you reformat your footnotes to another citation style
(i.e., APA, Chicago). To do this:

UNFORMAT CITATION(S) is used when you have completed your paper and citations.
It breaks the link between EndNote and Word so that the document will not change
if the EndNote library is edited in the future.



  • *A sample Word document to use for practice is located here.
  • Always edit citations in EndNote and then reformat your Word document
    (choose TOOLS >> ENDNOTE X1 >> FORMAT BIBLIOGRAPHY). This updates your
    Word document and you will be sure that the citation will not revert to any edits you
    made to it in Word.
  • EndNote has a SPELL CHECKER. It will not solve everything, but can assist you
    in fixing typos in your records.
  • When you are finally done with your paper, and plan on making no more citation inserts,
    SAVE the document, then: choose TOOLS >> ENDNOTE X1 >> REMOVE FIELD CODES.
    This breaks the link between EndNote and Word file and your document is ready to print.
    This step is optional.

Additional Help and Resources

  • The UB Libraries EndNote page provides additional help and resources.
    Start here if you need assistance, filters for UB subscribed databases, or other
    technical needs. The UB Libraries EndNote® - Frequently Asked Questions page
    link also appears here, as well as the Technical Support page (with filters,
    connection files, updates and patches, and styles).
  • The EndNote product pages also offer answers, downloads, and support.
  • Other institutions have also created helpful EndNote guides and information pages.
    A similar page is the EndNote FAQ page at the University of Texas at Austin Library.
  • EndNote assistance is also found on the University of Queensland website.
  • Check UB EndNote Training for additional sessions on specific or advanced topics.
  • Preferences (under the Edit Menu) contain many parameters that you can adjust to
    customize EndNote to your own needs.
  • For questions specific to this class, contact David Bertuca (645-1332).

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What's Neat in EndNote

EndNote X4 includes these new  features (access in EndNote under HELP >> CONTENTS >> What's New?):

  • Use Group Sets to better organize your EndNote references. Save references in groups and then save sets of groups in Group Sets. You can collect both custom groups and smart groups within the same Group Set. See About Groups and Groups Sets.
  • Cite While You Write with the free Writer word processor. See How to Cite While You Write with Writer.
  • Create a separate bibliography for each section in a single Microsoft Word document. See Creating Multiple Bibliographies in a Single Document and Sections.
  • In Microsoft Word, multiple citations that are grouped under a single number can be differentiated with letters. See Numbering Citations.
  • Find even more full text documents with Find Full Text. Use OpenURL Link resolvers and proxy systems to find, download, and automatically attach full text PDF files along with core bibliographic data. See Finding Full Text for a Reference.
  • Easily save a copy of an attached file. See Saving a Copy of an Attached File.

Other Neat Features

  • Keep building your library, with no size limit!
  • Use EndNote on any handheld device (PDA) that uses Palm OS 4.1 to 5.x.
  • EndNote for Windows Mobile / PocketPC
  • Groups limit increased to 500
  • Support for Open Office (ODT) files using the Format Paper function.
  • Add images in EndNote along with captions; both can be added to Word files using Cite While You Write.
  • Enter long abstracts and notes—up to 50K, or approximately 10 pages of text.
  • Track and print critical information with these additional fields: Electronic Resource Number,
    Link to PDF, Research Notes, Access Date, Last Modified Date, Translated Author,
    Translated Title, Name of Database, Database Provider, and Language

Ideas for Using EndNote

  • Keep a reference file of materials you have read or need to read. Add notes to references as you use them to remember key details
  • Keep notes on any research or data that you want to record. Create references as informal records to yourself
  • Create bibliographies and citations to place in documents (using Word; Word Perfect)
  • Create catalogs (libraries) of your CD, DVD, or Book collections.
  • Create databases of quotes, notes, trivia, and any other data.
  • Create an inventory database, including photographs (good for collections of artifacts, people, art work, things).
  • Share libraries with colleagues. Create a network database for projects and departments.
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David J. Bertuca, Map and Geography Librarian

Last Modified: 11 October 2011
Comments welcome
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