EndNote: Grouping and sharing your references

EndNote automatically adds your references to the default 'All References' group.  New entries are, by default, also added to the Unfiled group.

We recommend though that you create your own custom groups, and, if appropriate, group sets, to organise the references in your EndNote library.

To create a group:

• Select 'Groups' from the EndNote menu bar.
• Select 'Create Group'.
• An entry, named 'New Group' will be added to the left-hand pane. 
• Double click on 'New Group' to rename the group. Alternatively, select 'Rename Group' from the Groups menu.

To create a group set:

• Select 'Groups' from the EndNote menu bar.
• Select 'Create Group Set'
• An entry, named 'New Group Set' will be added to the left-hand pane. 
• Double click to rename.
• Drag relevant groups to become part of that group set.

Note: you can create up to 5000 groups and group sets.

References added to EndNote are, by default, added to the 'Unfiled' group. You can add individual references to one or more custom groups for more efficient working.  

To add references to a group:

• Click on one reference in the central pane to highlight it.
• Hold the 'CTRL' key and click the mouse to select multiple references if relevant.
• Right click to generate the references options menu. 
• Select 'Add references to'.
• Scroll over to 'Create Custom Group'/ list of your groups.
• Select as relevant.

Alternatively, you can drag references from the central pane to the relevant group in the left pane.

Syncing with an EndNote Online library is recommended to give access to your EndNote library when using another device. 

See our EndNote Online guide to set up your online account.

To sync for the first time,

• Select 'File' from the menu bar then 'Save a copy' to ensure you have an updated backup of your library.
• Select 'Library' from the menu bar.
• Select 'Sync'.
• Enter your details as prompted then confirm.

Note: this can take a few minutes.

You can review your sync settings at any time by selecting 'Edit' from the menu bar then 'Preferences' and 'Sync'. 

Sync regularly to ensure that your EndNote Online account is up-to-date and thus minimise the risk of losing your data.

Custom groups can be deleted at any time.  You will still have access to any references in the group under 'All References'.

To delete a group:

• Highlight the relevant group.
• Select 'Groups' from the EndNote menu bar.
• Select 'Delete Group'.

When working collaboratively, it may be beneficial to share references with classmates or colleagues. With EndNote, you can share individual groups, or an entire library.

EndNoteTraining (2020) Setting up group sharing in EndNote desktop and online.  Available at: https://youtu.be/CLlAGTiMDpg (Accessed: 8 August 2020). 

Firstly, confirm that all parties are familiar with EndNote and that you have the email address linked to the EndNote Online account for everyone with whom you intend to share your library.

To share a group:

• Highlight the group in your EndNote20 library.
• Select 'Groups' from the menu bar.
• Select 'Share group'.
• A pop-up window will appear.
• Enter the email address for the EndNote Online account for the first person with whom you intend to share.
• Allocate permissions.
• Select 'Invite' then 'Close'.
• Enter the email address for the next person then repeat the above.

To share your Library:

• Open your EndNote20 library.
• Select 'File' from the menu bar.
• Select 'Share'.
• A pop-up window will appear.
• Complete as above.

Note: Both functions operate using the related EndNote Online accounts.