Flinders University Library
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Manage your Library

EndNote libraries can get very big very quickly. Luckily you can organise your references in EndNote into groups to make them easier to find and manage.

Info!   It is highly recommended that you use only one EndNote Library, organised with groups, rather than creating multiple Libraries.

To see a worked example of creating groups, group sets and smart groups, please watch the following video (video will automatically skip to 05:06)


  • Create Groups.
    • Open the Groups menu then select Create Group
    • Your new group will populate in the Library panel - type in a meaningful name for your new group.  If you need to rename it later, right-click on the group and select 'rename group.
    • You can add a reference to a group by clicking and dragging it from the Reference List Panel.
  • Create Smart Groups.
    • Smart Groups use search criteria to dynamically update as new references are added to the Library and as existing references are edited.
    • Open the Groups menu then select Create Smart Group.
    • Enter your search criteria then click 'create'.
  • Create Group Sets.
    • To add an extra level of organization to your Endnote Library, you may like to group your groups together into sets.
    • Open the Groups menu then select Create Group Set.
    • Name your group set then add groups to it by clicking and dragging existing groups, or by right clicking the set and selecting 'new group'.

Sometimes you may find yourself with duplicate entries in your library.  This can result in the same reference appearing twice in your reference list.  Luckily, EndNote has a Find Duplicates function.

To see a worked example, please watch the video below (video will automatically skip to 31:28)
This video depicts an earlier version of EndNote (X8), however the process is unchanged.



  • When you have all your references or a group of references displayed in the Reference List Panel, go to the References Menu and click Find Duplicates
  • If EndNote finds are records it suspects are duplicates, they will be displayed side by side for you to compare and to take action on.  Fields that are different will be highlighted.

Remove a reference from your library by selecting it in the Reference List panel and then either hitting the Delete key, or right-clicking on the reference and selecting Move References to Trash.

The reference will be moved to the Trash bin, which acts like the Windows Recycle Bin, meaning you can recover accidentally deleted references. Select Trash in the Library Panel to see your deleted references.


To recover references. Click and drag them back to the All References group in the Library Panel, or to a group you created.

To permanently delete references in the Trash, right-click on it and select Empty Trash.

  • EndNote X8 users can share a library with up to 100 other EndNote users and view an Activity Feed for the shared library.
  • EndNote x7 users can share a library with up to 14 people
Info! It is advisable not to store an EndNote working library on any cloud service for sharing.

The Basics of Sharing a Library:

  • All users must sync their EndNote desktop and online libraries.  The sharing process works through EndNote Sync.
  • A library owner can sync only one EndNote library, so only one library can be shared with others or synced to the owner's other computers

  • Because the entire library is synced to all recipients, with attachments the library will take up as much space on the recipient's computer as it does on the owner's computer

Detailed instructions on how to Share a Library can be found here (The Little EndNote How-To book)


Share References With Other EndNote Users:

  • Use the Manage My Groups link under the 'Organise' tab
  • Click the 'Manage Sharing' button next to the group you’d like to share.
  • Enter the email addresses of the people with whom you’d like to share.
  • Enter the email address they use to access EndNote
  • Choose whether to give your colleagues Read-only access or Read & Write access
  • Click 'Apply'
Warning! Any individual you share your group with must have an EndNote account in order to view references

The below video depicts an earlier version of Endnote (X8).  Some changes to the sharing process may have occurred between versions.  For X9 instructions, please see the PDF file above.

You can set the output style in EndNote using the dropdown menu from the toolbar.  EndNote comes preloaded with a wide range of styles - additional styles can be easily downloaded from the EndNote website (includes simple download instructions).

For specific instructions on how to download the Harvard AGPS 6th style, please click here (pdf, 2 pages)

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