Wissenschaftlich Arbeiten mit Computer und Internet
- Referenz Manager

Uni Tuebingen


Im Skript suchen

EndNote (Course English Version)

Deutsche Version

The actual Version is EndNote X9. for Windows.

EndNote X9 for Mac OS X



EndNote is a reference management software. The focus of Endnote is the scientific user in life science.
List of academic databases and search engines (Wikipedia)
A summary of reference management software you will find here (in German).
Additionally information for EndNote (in German)

Prices (Germany)

EndNote is free for all students of the University of Tübingen! (Campus-Licence EndNote till Januar 2014 Link . It is installed on all Pool computer of the university)

Feature (look description and producer)

  • Manage bibliographic databases.
    • Search in the database
    • Rename and create new fields as you need
    • Store PDFs and other files
    • Links to Internet (PubMed)

  • Search in Internet - Online Search
    You can access many online databases, PubMed, Web of Science, Library of Congress and many University-library catalogs.
    The result of the search will be automatically integrated into the local EndNote Database.

  • Add citations into a document (add-in MS Word und OpenOffice Writer)
    This is the best of EndNote.
    The feature "Cite-While-You-Write" you are able to export to Microsoft Word 2003, 2007, 2010, Apple Pages ’09 und Libre/ Writer 3.
    You can find your citations, format and create a bibliography.

    You can also create bibliography for others text software, StarOffice, AppleWorks, Framemaker, and others.

  • There is a Windows- and Apple Mac OS - Version.

  • More than 1000 Output-Styles
    In EndNote there are more than 1000 Output-Styles integrated. This rules how to make a citation an bibliography for a special journal. You can edit the style. You can easily create a new style.

EndNote Web

EndNote Web is the Online-Version from Endnote. The program is not free, but some Universities provide a free access (University of Tuebingen).
The features are reduced compared to EndNote; there are no indicies für authors, keywords, journals, also the search in the database is reduced; you also are not able to edit the styles.
Now you can add pdf-files and files to the database (up to 1 GB).

One advantage of EndNote Web is the share-folder.
So you can join the references with others. This is a good tool in a working group to collect references together.

Start with version 10 EndNote Web with EndNote export references between the two programs.

EndNote Web



In EndNote there are used special definitions.

Reference - most important information about a journal article - author, year, title etc.
The reference is a dataset in the database of the reference managing software.

Fields - part of a reference. Author is a field, Year is a field etc.

Citation - is the cited reference in a document. The output style decided how the citation looks like.

Bibliography - a list of references, generated in a defined output style.

Output Style or Style - in EndNote stored references can be printed and export in an output format.
The format is important for the citation and bibliography in the document.
The output style decide which field, what order, and with what punctuation.
The bibliography style is created by international committees or by scientific journals.
EndNote Includes more than 5,000 bibliographic styles.
The styles are listed in order of the journals.

Reference Type - EndNote keeps references from different sources, such as journal articles, books, newspaper articles etc.
EndNote provides built-in forms for these reference types.

EndNote for beginners


Menu Help : Content or F1 will open the Endnote help program.

EndNote manual you will find in the EndNote-program folder (EndNote.pdf).


Tutorials from EndNote in Adobe Flash. Translations for German, French, Spain, Portugis, and Italian.

Manual for a course at ZDV, Uni Tübingen (in German)

Structure of EndNote

The core of EndNote is a database for literature references.
Many tools will help to manage this database.

To input references you can type in the data.
More convenient is it to import the data.
The output will be formatted by Output Styles.
This will control how the citations and bibliography will look like.
You can print, save ore export the references.
There is a special tool that helps to manage the references in the program MS Word (Word "Cite While you Write"),

The content (database) and design (Output Styles) are separated.

1. Input

Type in a new reference.

It is very easy to use the import functions of EndNote to add a reference. But sometime you had to type in a new reference. Very often you had to change something in a reference. There are some rules to type in a reference.

Endnote X3

Abb.: Endnote X3

Add a new Reference

Edit a reference
Abb.: Edit a reference
  • Menu References : New References (Strg + N)

    or Symbol with the green arrow

First select the Reference Type

Journal Article


A EndNote reference is built out of fields (Author, Title, Year, etc.) .

Imagine the EndNote database is a big Excel table. The rows are the references (records) and the columns are the fields.

The fields displayed can be modified or deleted (see here). New fields can also be added, there are up to a total of 52 fields per reference.

Each reference type (Journal Article, Book, Film...) shows different fields.

In the following chapter we will look at the EndNote fields.



Jürgens, Gerd

Gerd Jürgens

Gross-Hardt, Rita

Wolf-Bernd Frommer

Frommer, Wolf-Bernd

Frommer, W. B.

Frommer, W B

J O Fischer

Jo Fischer

United Nations,

University of California,, Irvine

Smith, Alfred, Jr.

de Gaulle, Charles

et al.,

Some rules:

  • Authors are separated by new line - one name per line

  • Last name followed by a comma and the first name is suggested by EndNote (Smith, John)

  • First name(s) and last name also works, but be aware of confusions when there is more than one last name

    More than one word in last name ("de Gaulle"), last name come first name(s)

  • EndNote can abbreviate first and middle names, so for maximum flexibility enter whole names whenever possible (think of search!)

  • If you are entering initials instead of full names, be sure to type a period or a space between initials, (for example "Fisher, J.O." or "J O Fisher")

  • Organizations close with a comma (corporate authors - z. B. "Universität Tübingen,")

  • Enter authors with titles, such as "Jr.", as last. ("Smith, John, Jr.")

  • Enter all author names for a particular publication. EndNote will truncate the list of authors with "et al." or "and others" as required by the bibliographic style.

  • If you do not know all of the authors’ names, then the last author should be "et al." or "and others" followed by a comma (et al.,).

  • If a reference has no author, you should leave the Author field blank. Do not enter "Anonymous."

  • Term List showing unknown authors in red.




Enter titles without punctuation at the end. Do not press the Return or Enter key.



BZIP; Esterase; Uni Tuebingen; Group-Harter

Additional Keyword;

  • Delimiter that separate individual keywords is ";" or a new line.

    If you wish a different delimiter
    Menu Tools : Define Term Lists... below Delimiters .

  • Tip
    use for example " Group Harter" as a keyword. This can help to search references from a working group

Notes, Research Notes, Abstract

  • The fields Notes, Research Notes and Abstract can each hold up to 64,000 characters (about 16 pages of text)

  • Notes personal reminders and rating the article.

  • Abstract brief description of the contents of the work

URL (Uniform Resource Locator)

URL internet address for a publication.

e.g. Link to PubMed

Add a URL

Copy the address from your web browser to the URL field

Open URL

  • Double-clicking on the hyperlink in the URL field


    Menu Reference: URL: Open URL (Ctrl + G)
    The website will open in your default browser

Quick Edit

Quick Edit
Abb.: Quick Edit - quickly edit the reference

Select the PDF & Quick Edit tab in the Tab area of the EndNote window to quickly edit a reference and to review and annotate attached PDF files. This allows directly edit the fields of the references. You do not need to open the reference. If there is a pdf-file you get a view of the file.

Add figures to references

  • Open the reference

  • Menu Reference : Figure : Attach figure...

  • find the image file on the local computer

  • Confirm saving (you can configure the message not to display anymore)

    Image is displayed as a thumbnail in the field Figure.


  • Open the reference (Double-clicking)

  • Press symbol Attach figure...

  • Choose image file on your local computer.

You are allowed to attach exactly 1 figure.
The field Caption belongs to the image

Add pdf-files to references

  • Open the reference (Double-clicking)

  • Menu Reference : File Attachments : Attach File...

  • Find the pdf-file on your local computer.

  • pdf-file is displayed in the field File Attachments as symbol.
    To open the file, double-click the icon.

You are able to store more than one file.
It is possible to store pdf, word, excel, zip etc.

Where are the pictures and pdf-Files saved?

When you save the Endnote database, the Images and attachments are saved in a separate folder called name.Data!

PDF-files will be find in a subfolder called PDF.

If you want to create a link to your pictures and pdf-file instead of saving the file in the EndNote-folder, deactivate the Copy this File to the default file attachment folder and create a relative link. Now you had an absolute link and your files are not copied to the EndNote-data folder. Be aware, that when your picture ore pdf files will be deleted or moved, the files disappear in the references!

Attachments copy or link

  • Abb.: Attachments copy or link

    You can always do this by default:

  • Menu Edit: Preferences...
  • URL & Links
  • Copy this File to the default file attachment folder and create a relative link
    activate or deactivate

Preferences copy or link attachments

Abb.: Preferences copy or link attachments

Rename fields and create new fields (Custom1-7)

EndNote can rename the fields. Furthermore additionally seven custom fields can be created.

Examples for custom fields are: Rating (worth reading, new methods...), Status (read, articel copied,...) , Location (Internet, University library, Department library, ...)

Rename fields and create new fields

Abb.: Rename fields and create new fields

  • Menu Edit : Preferences...

  • Reference Types

  • Modify Reference Types

  • Reference Type : Journal Article, Book or something else

  • Change name or
    type in name in Custom1-7.

  • If a name in the list Modify Reference Types is delete, then the field is no longer in the reference list..

Use the button EndNote defaults, the default will be configured.
If you want to get rid of reference types type punctuation in front of the name in Generic.
For example ".Map", the reference type Map will not be showned any more.

Your own observations and evaluations make the literature database valuable.

Change Display Fields

You can change the columns of the reference list in the library windows.

Reference list in the library windows

Abb.: Reference list in the library windows

Change the displayed fields in the list of references

  • Menu Edit : Prefences...

  • Register Display Fields

    Change the columns of the library window
    Abb.: Change the columns of the library window

  • Tip: Activate Display all Authors in the Author field, and all authors are displayed.

Save as Compressed Library

EndNote library is stored as .enl file and a data folder. In the Data folder are for example the attachments (images, pdf files).

To make a backup copy of the EndNote database you best create a Compressed Library . This single. enlx file contains the. enl file and the associated data folder. The. enlx file is small compared to the originals.

  • Menu File : Compressed Library...

I recommend creating a regular backup of the EndNote database. With Compressed Library you can backup data of a group.
If you wish to get a EndNote library without pdf-files Compressed Library will helps.

2. Manage Endnote Database

In EndNote there are effective tools available to manage the database:

The tool Find Full Text search in Internet and makes full text available as attachment.
The Term Lists help entering text to optain a consistent database
Duplicate references can be detected.
The text can be changed in the fields simultaneously in many selected references.
Essential to a structured database is the creation of groups to which references can be assigned.
The new versions of EndNote use smart groups.
By indexing the database can be done a quick search.

Find Full Text

In Find Full Text is a EndNote feature, you are able to access the full text (entire article) and combined it with a reference. Internet access and access to the online database are required.

  • Open the reference (Double-clicking)

  • Menu Reference : Find Full Text...

  • The file is attached as a pdf-file.

Note: The search can take a very long time!

At University of Tübingen the access to full text (pdf-file of the article) is controlled by IP-number. If you are not located in the university network, you can use Cisco VPN Client.
The logon to Uni Tübingen Network you need the Login ID and your password.

To configure the Find Full Text.

  • Menu Edit : Prefereces : Find Full text : Open URL Path

Typical LinkResolver are:





Look at EndNote Help Online

Term Lists

There are term lists for the Author, Journals, and Keywords. When manually entering new words in this fileds this terms are added automatically to the term lists. For a consistent database, it is very important that these lists are maintained. The benefit of this is that the term lists also help with data entry. Furthermore you are able to edit the lists and create lists for other fields.

Open Term Lists

  • Menu Tools : Open Term Lists...

  • Register Lists - choose the field (Author, Journal or Keywords)

  • Register Terms

Term Lists - Register Terms.

Abb.: Term Lists - Register Terms.

Keywords can be deleted or added.

Super Tip:
Import Term Lists. This is recommended for journal lists

Term list import.

This is recommended for journal list, this will provide a list of correct abbreviations of periodicals.

Term Lists import und export of lists . Keywords delimiters can also be set

Abb.: Term Lists import und export of lists . Keywords delimiters can also be set.

Import List.. you are able to import lists

In Endnote installation folder to find comprehensive lists for the journals. Set the subject area. The list includes 6222 journals in BioScience (March 2012).

Creating a New Term List and link to the field

  • Menu Tools : Open Term Lists...

  • Register Lists

  • Create List...

    Create Term List. Journal List activat for Journal fields.

    Abb.: Create Term List. Journal List activat for Journal fields.

  • Check the "Journal List" box only if you want to create a term list for storing journal names and abbreviations (multi-column list).

  • Link the list to a field:
    Menu Tools : Link Term Lists..

    Link Term List

    Abb.: Link the list to a field

    You can choose any combination of fields with a term list.

Find Duplicate

Duplicate references are annoying in a literature database. In EndNote dublicate references can be removed easily. It is important to first set the criteria.
  • Menu References : Find Duplicates

  • The windows Find Duplicates opens

    Choose the reference you like to keep - Keep This Record
    If you like to keep both press Skip.
    With Cancel the duplicate references will not be deleted, but you will find a group Duplicate References. Here you can edit the list of duplicate.

    Find Duplikate
    Abb.: Find Duplicates

The criteria for "Find Duplicates" is set as follows:

  • Menu Edit: Preferences...

  • Duplicates

It is advisable to choose the criteria not too tight. Otherwise no more duplicates will be found.

Author, Year and Title is a good choice.

Preferences for Find Duplicates

Abb.: Preferences for Find Duplicates

Change Text (= Find and Replace) Strg + R

To change text in several references automatically.

An example would be to change a keyword in all selected references.

  • Mark desired references

  • Menu References : Show Selected References

  • Menu Edit : Change Text...

  • In: select field

  • Search for: type in text you want change

  • Change the text to: Type in the text

Change Text...

Abb.: Change Text...

Medline import do not support "Umlaute". You can use Change Text to change "Muller" into "Müller".

Change and Move Field

This tool can enter new text in all selected references. Furthermore text can be deleted in marked references. For example, a keyword is added in certain references.

  • Mark desired references

  • Menu References : Show Selected References

  • Menu Tools : Change and Move Fields

  • Register Change Fields.

    In: select field. E.g. Keywords

    Add a new keyword. Do not forget the delimiter!

  • With Insert Special tab a new line (carriage return) is inserted.
    With the options under Change the position can be determined
    Clear field deletes all the text in field

Change and Move Field. Register Change

Abb.: Change and Move Field. Register Change

Text can also be moved from one field to another field.

Note: The text is deleted in the original field!

Change and Move Field. Register Move

Abb.: Change and Move Field. Register Move


The EndNote library can be structured with the help of groups. Examples are groups for a particular subject area or a work section. Important to know is that the groups are linked to references only. The records remain in the database, if a group is deleted. But this is not true for smart groups! A reference can appear in many different groups. There are two types of groups. Custom Groups and smart groups

Custom Groups

Custom Groups or simply called groups are static groups. You had to actively add references to the group

Create Groups
Abb.: Create Groups.

  • Customs Groups are used to reference a working group (papers of working group Harter), thematic Group (Everything to heat shock proteins), papers, sections of a work (introduction, methods, ..).

  • New Group with menu Groups : Create Group
    context menu (right mouse button)

  • Assignment with drag and drop
    menu Groups: Add Reference to ... .

Delete a Group - the references of the group are not deleted from the database.
Delete a reference in a group - the reference will not be deleted in the EndNote database.

Create Groups from Groups

From existing groups you can create new groups.
For example create a group, which will contain the content of two other groups

Create Groups from Groups

Abb.: Create Groups from Groups

  • Menu Groups : Create Groups from Groups
    or right mouse click on My Groups

There are logical operators AND, OR, NOT to combine the groups

Smart Groups (since X2)

Smart Group
Abb.: Smart Group

Smart Groups are dynamic groups

  • Menu Groups : Create Smart Group... or right mouse button on Groups

  • Search, it is useful to search for a keyword or author
    several criteria are allowed

  • Menu Groups : Rename Groups.. type in a name of the smart group

Will be entered a a reference with the selected keyword the reference assigned automatically the Smart Group (hence dynamic).

Delete a reference in a Smart Group - the reference is removed from the database!
To remove a reference from a Smart Group, you had to remove the search term in the reverence.

Group Sets (since EndNote X3)

Group Set
Abb.: Group Set

In EndNote Group Sets can also be defined.

Thus, the database can be structured.

A Group Set has one main group with subgroups.

Smart Groups and Custom Groups can be subgroups. Group Sets as a subgroup in a Group sets will not work.

The individual groups can be moved with the mouse from one group set to another.

Search in the EndNote database

Strg + F or Menu Tools : Search Library...

Search Library...

Abb.: Search Library...

Use Any Fields or a specific field:

Looking for references with PDF-Files is possible

Rules for searching (Contains, Is, Is less than...).

Several criteria are allowed.

Wildcard (*) is possible at beginning, in the middle or at the end of the search term.

Use Term List for the search

With a simple keyboard shortcut Ctrl +1, the term list is used.
  • Menu Tools : Search Library (Ctrl + F)

  • First search field by author, journal or keywords change.

  • Strg+1

  • double-click search text in the term list

  • Click Search

3. Import

The manual input is far too tedious and makes error. Therefore it is better to use import tools. The most important import is from online databases like PubMed or Web of Science. Since the import on the Internet can access various databases, there are different methods to import references online.

Online Search -
Import from online databases

Direct search and import in EndNote

The easiest and most advisable method is to search directly from EndNote.
  • Search and import records

    In the left column you find Online Search

    Online Search
    Abb.: Online Search

    Search in many databases such as
    Web of Science, OCLC, Ovid, ProQuest Silverplatter, Science Direct
    SWB - Online Katalog des Südwestdeutschen Bibliotheksverbund
    and many others (click on more ...)

Online Search Mode or Integrated Local Library & Search Modus

Since EndNote X3 there is an "Online Search Mode" is available. This mode integrates the entries not immediately into local EndNote library.
In contrast the standard Integrated Library & Local Search mode the references are written immediately to the EndNote library!

In Online Search Mode you are using a Two-Step Method, while in the default Integrated Local Library & Search Modus you only have one step.

    ntegrated Local Library & Search Modus, Local Library Mode, Online Search Modus

    Abb.: Integrated Local Library & Search Modus, Local Library Mode, Online Search Modus

Two-Step Method
Search in Online Search Modus and Local Library Mode

ntegrated Local Library & Search Modus, Local Library Mode, Online Search Modus and Local Library Mode
Abb.: Online Search Modus and Local Library Mode

The Online Search Mode uses a temporary Library. The founded references are not written to the local EndNote library.
Therefore you need a second step to copy the records to the local library.

  • Press button Online Search Mode

  • Menu Tools : Online Search...
    Select online database (e. g. PubMed (NLM)),
    is the required database is not listed, then press more ...

    A window will appear Choose A Connection. Select the desired database.

    Online Search

    Abb.: Online database.

  • Search the online database.
    Type Author, keyword and other search field.
    Press Search .
    Online Search..
    Abb.: Online Search...

    A window appears and shows the founded records
    Confirm Online Search
    Abb.: Confirm Online Search

    The last search will be deleted by active Clear currently displayed results...
    Press OK.

  • The founded references are in the group Online References, but yet not in the main EndNote library (All references).

  • Select the desired references (Strg +Mouseclick) and with the button "Copy to local Library" the references are copied to the EndNote library.
    You also might use right mouse click and Copy to Library... .

    Copy to Library.
    Abb.: Copy to Library...

  • To look into the EndNote library switch with the button Local Library Mode.
    Local Library Mode
    Abb.: Local Library Mode.

    The copied references will be found in the groups Copied References and in All References. Here is your last chance to get rid of mistakenly copied references.
    You can switch back to Online Search Modus and select another references. If you make a new online search the group Online References will be filled with new references.

    If you press the button Integrated Local Library & Search Modus all entries in the group Online References will be deleted.

One-Step Method
Search in Integrated Local Library & Search Modus

Integrated Local Library & Search Modus
Abb.: Integrated Local Library & Search Modus

The search in the online-database, as above.

For the default mode Library & Local Search for Endnote the records will be immediately loaded into the EndNote database.

But there is a possibility of the records in the group "Online Search" to select and delete the unneeded records there.

In summary this mode uses one step to integrate records from a online database into your EndNote library.
For some people this may be a little risky mode.

Direct search of selected databases

Web of Science (ISI Web of Knowledge)

The Web of Science is a paid offer with several online databases, installed by the Institute for Scientific Information (ISI). Wikipedia
Web of Science has a sophisticated search system. Therefore, the search in Web of Science and subsequent import into Endnote is advantageous. It uses export- import tools from EndNote and Web of Science.

Exportfrom Web of Science

Abb.: Web of Science...

In Web of Science there is an EndNote import tool.

  • Search in In Web of Science

  • Mark the desired References

  • Press button Save to EndNote, RefMan, ProCite

Note: It can be imported into EndNote Web library, too.

Capture EndNote Web 3.0

EndNote provides for the Firefox and Internet Explorer browsers an add-on. This is for easily transferring a reference from PubMed, ISI Web of Knowledge and other databases to EndNote and EndNoteWeb. EndNote Web account is a prerequisite.

Endnote - Import PubMed record to EndNote oder EndNote Web library with Add-In Capture.
Abb.: Endnote - Import PubMed record to EndNote or EndNote Web library with Add-In Capture.

The Add-on Capture EndNote Web can be downloaded from the EndNoteWeb 3.0 site.

To export to Endnote

  • Open a reference in PubMed

  • Press button Capture (see Fig.)

  • Save to: EndNote web or EndNote

  • EndNote Web you also are able to choose a group.

Note: With activated Capture Add-on in Firefox in some Internet databases (Web of Science, Google Schoolar) the references are automatically exported to EndNote Web and not to EndNote. To change this simply deactivates the Capture Add-on.

There are other Firefox add-ons for EndNote. See, eg, Endnote 0.6.1 by Marco Kuendig.

Online Search - Import using a text file

In many databases, the search results are saved as a text file. With the help of filters it is possible to insert these references into Endnote. The advantage of this approach is, that the specific online database of search filters can be used.

This approach will be substituted by the Firefox add-on Capture EndNote Web (see above)


  • Online Search e.g. in PubMed

  • Select desired articles

  • Save this as a text file - Send to:

    Choose Destination: File
    Format: MEDLINE
    Sort by: Recently Added

    Pubmed - save search as a text file
    Abb.: Pubmed - save search as a text file.

    The search will be saved as a text-file (pubmed_result.txt). Use the format MEDLINE. Save in to the download folder or other desired folder.

  • Open Endnote.

  • Menu File : Import.

  • Endnote - Import the file into EndNote. Use the right import filter (Import Option).

    Abb.: Endnote - Import the file into EndNote. Use the right import filter (Import Option).

  • Choose the text file (pubmed_result.txt)

  • Use the right import filter (Import Option) for example - PubMed (NLM)!

  • Press Import

If you are using the clipboard, several searches can be collected and omported finally.
Colect all references in "Clipboard".

  • Therefore "Send to: Clipboard" and "Add to Clipboard" .

  • After this open the Clipboard "Clipboard: xx items".

  • "Send to: File" and change view to "Format: Medline".

  • "Create File"

Import a new reference using pdf-files

With EndNote X4 import references from pdf-files is possible.
With the reference the pdf-file will be stored in the EndNote PDF folder.

  • Copy pdf-file to the desktop of your Windows system (do not copy the file to the EndNote data folder!)

  • EndNote menu File : Import : File... or Folder (if you wish to copy the pdf-files of a whole folder)

  • Import File, with button Choose... to find the file.
    Import Option -> PDF

    Endnote - pdf -Datei importieren. PDF als Importfilter einstellen

    Abb.: Endnote - import pdf file. Use PDF as Import Option.

EndNote is not scanning the file. The DOI-number is used to look in an online database.
Therefore you need an Internet access.

With this import you are apble to get a whole pdf-collection into your EndNote library
Choose File : Import : Folder
Use Include files in subfolders to get pdf-files in the subfolders.

Google Schoolar

Google Schoolar is a service from Google. A direct search from EndNote is not possible. But there is an export tool. This must be activated in Google.


  • Change Scholar-Preferences to Endnote.
    Bibliography Manager
    Show links to import citations into -> EndNote

Google Scholar

Abb.: Google Scholar


  • Many fields are missing in Google Scholar e.g. Abstract.

  • "Cited by: ..." or "Related articles" are very useful to get another articles from this subject/authors.

  • On the right side sometimes you can find the full text.

4. Output Styles

The Output Styles define the look of the output. There are thousands styles available. On the Endnote website, new styles can be loaded. The files for styles have the file extension .ens.
It is also possible to set up their own output styles.

Tip: If you want to change the style, first looking for a style which is close to your own ideas and change this style to your own requirements.

Set a Style

The style can easily set in the drop-down menu.
Or menu Edit : Output Styles

Set Style

Abb.: Set Style in Drop-Down-Menu.

Default Style is Author-Date. The Style Annotated include the Abstract. Moreover there are the styles of scientific journals.

Use Select Another Style... to set another styles.

Choose a Style

Abb.: Choose a Style.

Tip: The default installation folder for the style files is in the program folder. Missing styles may be added with the installation file (CD) and subsequent "Modify". All desired styles of the installation file can be loaded.

The chosen style is displayed in the Preview window.

Preview Style

Abb.: Preview Style. e.g. Plant J.

Manage Output Styles

The Style Manager determines the styles displayed in the drop-down menu

Choose the styles in Find by: Favorites in the Style Manager.

Open Style Manager

  • Menu Edit : Output Styles : Open Style Manger...

Style Manager

Abb.: Style Manager.

Get more on the Web... Link to EndNote Website to load a style.

Find by the styles are sorted by themes.

Mit Style Info/Preview toggle between Information and Preview.

The selection of the styles will be keep in all EndNote libraries on the same computer.

Edit Output Style

You can create a new style. Or existing styles can be changed.

Tip: Choose a suitable style, then edit it to your needs and ultimately save them as new style.

Important Note: New styles can be saved in the default folder for Windows "C: \ Program Files \ EndNote X... \ Styles" only when the user has write permissions for this folder. This is not the case for normal users and the default installation. So possibly get write permissions for this folder, or just ask your administrator! The versions started from EndNote X3 create automatically a user folder \ My Documents \ EndNote \ EndNote \ Styles. So you own style can be saved in this folder and a normal user has write privileges.

  • Select desired Style (a Style which is close to your own ideas)

  • Menu Output Styles : Edit ...

Edit Style

Abb.: Style editieren.

Save Output Style

It is recommended to save the new style with different names. So you can also use the original style.
  • Menu File : Save As...

Note: About the location to save your style file see above.

5. Print und Export

How can the references from the EndNote library will be transferred into my document?
It is possible to print, copy and paste it into Word. The appearance is determined by the Output Style (see above).
For the main word processors there is a tool called Cite While you Write.


Print a selected bibliography is easy. Before you does this, select the desired Output Style.
  • Select the references and Output Style.
    (It is recommended to move the selected references to a new group
    Or Menu Reference : Show Selected References)

  • Menu File Print
    or Print Preview (above Endnote X2) and Print

Copy Formatted

One simple way to copy the selected references in a different word processing program (MS Word, Wordpad, ...) is to use the tool Copy Formatted. The Output Style determines the format.

  • Mark desired references
    (it is recommended to add references into a new group
    Or Menu Reference : Show Selected References)

  • Set Output Style (see above)

  • Menu Edit Copy Formatted or Strg + K

  • Open application (e. g. Word oder Writer)

  • Menu Edit : Paste oder Strg + V

    Copy formatted n MS Word
    Abb.: Copy Formatted in MS Word. Style as Plant J.

Using Copy (Strg + C) all selected references are paste as citations. This is the same as "Insert Citations" in the CWYW Tool, see below.


The required bibliography can be saved as a rtf-file. Most word processing programs understand rtf files.

  • Select references

  • Menu File : Export...

  • Save as the desired type

    Export types
    Abb.: Export Format.

  • Possible export types:

    • Txt
    • rtf
    • HTML
    • XML

  • Choose the Output Style

Subject Bibliography

For certain subjects, keywords, Authors etc. bibliographies can be issued.

  • Menu Tools : Subject Bibliography..

  • Choose field

    Configure Subject Bibliography  - Choose field
    Abb.: Configure Subject Bibliography - Choose field.

  • Button OK

  • Choose Keyword, Author.

    Set Subject Bibliography

    Abb.: Subject Bibliography einstellen.

  • Button OK

  • Set Output Style. Other Terms could be added.

    Subject Bibliography preview

    Abb.: Subject Bibliography - Set Output Style.

  • Print or save as file (rtf or html).

Manuscript Templates

EndNote offer for many scientific journals document templates. These can be opened and edited in Word.

  • Menu Tools : Manuscript Templates

Cite While you Write - Endnote
MS Word und Writer

With MS Word, Libre/ Writer and Word Perfect there is a special cooperation. This tool can create dynamic citations and a bibliography. EndNote calls this Cite While You Write. When you install EndNote in MS Word a add-ins will be installed. In MS Word and Libre/Open Office Writer there is an Endnote toolbar.

For Libre/ Writer in Windows at least the version of EndNote X3 is required.

First install Word and then install EndNote.
So you can have properly installed EndNote add-Ins.

When you install EndNote (>X1) the MS Word 2007 Tool Citations and Bibliography will disappear.

MS Word 2003- toolbarEndnote

Abb.: MS Word 2003- toolbar EndNote

Ribbon Endnote in MS Word 2007

Abb.: Ribbon EndNote in MS Word 2007

OpenOffice Writer- toolbar Endnote
Abb.: OpenOffice Writer- toolbar EndNote

In addition, new menu items are displayed (MS Word 2003).

MS Word 2003- Menu Endnote

Abb.: MS Word 2003- Menu EndNote

Ribbon Endnote in MS Word 2007

Abb.: MS Word 2007- Ribbon

OpenOffice Writer- insert reference
Abb.: OpenOffice Writer- insert reference

Note: From now on I only show MS Word. The most important commands in Open Office made accordingly. Some features are still missing.

Insert selected citation(s)

Insert selected citation(s
Abb.: Insert selected citation(s)

In the word document a citation should be inserted by EndNote.

  • Go to EndNote - select one or several references

  • Go to MS Word - Ribbon Endnote

  • MS Word - press the icon Insert Citation : Insert selected Citations

Inserted selected citation(s) to the word document
Abb.: Inserted selected citation(s) to the word document

The reference is inserted as a citation and as a new entry in the bibliography.

You also can use Drag & Drop or Copy & Paste from EndNote library to Word.

Sometimes you had to stop and start Bibliography : Instant Formating.
Also you can press Update Citations and Bibliography

In OpenOffice you had to click Format Bibliography ....

For specialists: you can type in the reference number instead of using the insert tool. E. g. {Albrecht, 2001 #410}.
Then once again stop and start Bibliography : Instant Formatting
The reference number will be shown in EndNote above of every reference in the edit windows.

Find Citation(s)...

Find Citation
Abb.: Find Citation...

You can find references in EndNote directly from word. EndNote opens automatically.

  • MS Word - Ribbon Endnote

  • Symbol Insert Citation : Find Citation..

  • The windows Find & Insert My References will open

  • Search in EndNote database. E. g. Author, Year or keywords.
    Several keywords separated by space corresponds to "and".
    Select several references by Strg + Klick

  • Click Insert

    Note: beside the Insert button there is a small arrow
    Insert & Exclude Author
    Insert & Exclude Year

    Insert Bibliography only

     Insert & Find Reerences
    Abb.: Insert & Find Reerences. Insert & Exclude

Note: You can select several references with mouse (Strg + click with left mouse). If you insert several citations without space in word "Cite While you Write" summarized the citations.

Insert Note

Insert a note. The notes are numbered in the bibliography. It works only with a numbered style, e. g. style of Science.

Find Figure...

Insert pictures from the EndNote library

Format Bibliography

Set a different Output Style for the citations and bibliography for the word document.

Register Layout
The style and the title of the bibliography

With huge files (and slow computers) it makes sense to stop automatic Formatting.
If you finished work you can start automatic formatting again.

Change Output Style

To change Output Style use the field Style in the ribbon of MS Word.

Output Styles in MS Word 2007
Abb.: MS Word 2007- Output Styles

Open Format Bibliography

There is a rather hidden button to open the Format Bibliography window.

  • Ribbon Endnote

  • Symbol Format Bibliography,
    use the small little arrow in the right bottom corner.

    MS Word 2007- Format Bibliography open
    Abb.: MS Word 2007- Format Bibliography open

    The windows of Format Bibliography opens

    Format Bibliography in MS Word 2007

    Abb.: MS Word 2007- Format Bibliography

  • Tab Format Bibliography
    Here you can change the Output Style
    Link in-text citations to references in the bibliography
    Underline linked in-text citations
    every citation is formatted as hyperlink

  • In the Tab Layout you find tools for formatting the text for the bibliography.
    Create a title for the bibliography

  • Tab Instant Formatting
    Activate Turn off or on
    When Instant Formatting is turned on automatically a new reference will be formated
    This makes some trouble with slow computer. In this case turn it of and use
    Update Citations and Bibliography, see below.

Edit Citation(s)

Citations and the bibliography are fields in word. You can insert text in these fields, but next update (instant formatting) the text will disappear. Therefore you had to edit the citations with the tool "Edit Citation(s)".
Change citations in Word: e.g. add page number or remarks.

Edit Citations:

  • Ribbon Endnote

  • Symbol Edit Citations(s)

  • Tab Edit & Manage Citations

    Click on Formatting

    Exclude Author
    - e.g.: ---see Darwin (1859)...

    MS Word 2007- Edit & Manage Citations- EndNote Version X5
    Abb.: MS Word 2007- Edit & Manage Citations- EndNote Version X5

  • Insert... - insert other citations on this location.

  • Remove - remove citation.

  • Prefix - e.g. (see Schrödinger 1934)

  • Suffix - e.g.. page numbers

  • Pages - the output Style decide how the page number is added.

  • Tab Reference
    Shows most important fields from EndNote of this reference.

Edit Library Reference(s)

You are able to change the EndNote reference in MS Word.

  • MS Word - Select the citation which should be changed in your EndNote library

  • Ribbon Endnote

  • Symbol Edit Library Reference(s)

  • You jumped to the edit windows of this reference in EndNote.

Update Citations and Bibliography

This is important if Instant Formatting is inactive and a new citation was inserted.

Remove Field Codes

Document is finished and all EndNote field in word should be transferred to normal text. This is useful if text is send to the publisher. Or you like to edit the citations and bibliography.

After saving the document this step cannot be canceled! Therefore save a document version with active EndNote fields.

MS Word 2007:

  • Ribbon Endnote

  • Convert Citations and Bibliography

  • Convert to Plain Text

    Convert to Plain Text  in MS Word 2007

    Abb.: MS Word 2007- Remove Field Codes

    Another tools:

Convert to Unformatted Citations

The Endnote citations in word are displayed as Word fields- {Author, Year #123}
Use Update Citations and Bibliography and the citations appear normal with the bibliography.

Convert Word 2007 Citations to EndNote

Citations from the Word 2007 Reference management database are exported to EndNote.

Export to Endnote

MS Word 2007
From a Word-Document all references should be exported to EndNote. This is a interesting feature if you receive a word document and you are interested in the references.

  • Ribbon Endnote

  • Export to EndNote : Export Traveling Library

    Export to Endnote in MS Word 2007
    Abb.: MS Word 2007- Export to Endnote

Note: Tools to export from MS Word 2007 reference database

  • Export Word 2007 Citations

  • Export Word 2007 Master List

Preferences in Word

  • Ribbon Endnote

  • Button Preferences

  • Register General
    Cooperation EndNote and Word

  • Preferences in MS Word 2007

    Abb.: MS Word 2007- Preferences

  • Tab General
    Enable Instant Formatting set scan time

  • Tab Keyboard

  • Tab Figures and Tables
    Placement of figures and tables

  • Tab Application
    Cite While you Write for EndNote or Endnote Web

Import and export from other reference databases

The most important exchange format between different reference databases is the RIS format.

Dieter Steinmetz, Universität Tübingen, ZMBP - Kursübersicht - Im Skript suchen