Citation Guide

1. Organize your library

Groups make it easy to break a large library into subsets for later viewing. A group points to a subset of references that already exist in the library. You can further organize your references by storing multiple groups in group sets. A single reference will never appear more than once in a particular group. However, you can add that reference to any number of groups.

2. Use Find Fulltext to add fulltext articles in EndNote

EndNote can attempt to find a journal article in PDF and attach it to a bibliographic reference that you have saved in your library. Mark one or more references in your library and select References → Find Full Text.

The following settings can increase the success rate for finding the full text documents when you are off campus: select Edit → Preferences → Find Full Text. Enter the following links:

OpenURL Path:
Authenticate with URL:



3. Add fulltext articles manually

If the PDF is not found and attached automatically, you can add it manually in EndNote:

  • Select a reference and go to References → File Attachements → Attach File. Now search for the PDF on your computer
  • or, right click on the reference and select File Attachements → Attach File
  • or, drag and drop the PDF from your computer onto the reference in EndNote.

4. Import PDF files from your computer into EndNote

If you have PDF files of journal articles on your computer, you can import these into EndNote and, in many cases, EndNote will create bibliographic references in your library at the same time:

  • Go to File → Import → File (to select one PDF) or File → Import → Folder (to select en entire folder with several PDF files)
  • Choose the file or folder on your computer
  • Select Import Option: PDF and click on Import

Sometimes, the PDF will be imported, but without a bibliographic reference. Since you cannot use a PDF to cite the source in a document you will need to create a bibliographic reference. You can mark the PDF and fill all needed information about the reference.

5. Synchronise an EndNote library

With an EndNote online account, you can synchronize your library and access it from anywhere, using a computer or iPad. Make a backup copy before enabling sync! Sync works with only one library and only one EndNote online account.


  • Go to Preferences → Sync and click on Enable Sync
  • Unless you already have an account, click on Sign Up to create one
  • Enter the e-mail address and password for your EndNote account
  • If you check the box Sync Automatically, EndNote will remind you to send changes to your account
  • EndNote will automatically fill in the field Sync this EndNote Library




Using EndNote on several computers with EndNote software installed

The licens allows you to install EndNote on three computers for your own use. If your EndNote library has been synchronized, you can work in it on several computers. Set up synchronization on computer number 2:.

  • Create a new and empty library
  • Go to Preferences → Sync and enter your EndNote account credentials
  • Select Tools → Sync

 Using EndNote on several computers without EndNote software installed

If your EndNote library has been synchronized, you can use the references to cite sources from your EndNote online account when you are writing in a document. First, log in to your EndNote account and go to Downloads to install the Cite While You Write plugin in Word. Then enter your EndNote account credentials in the EndNote toolbar in word Preferences → Application.

6. Share references

There are several options to share references with others:

  1. Traveling library
    If you receive a Word document with formatted EndNote references, you can import them into your own EndNote library:
    • Go to the EndNote toolbar in Word
    • Select Export to EndNote
    • Select Export Traveling Library
  2. Compressed library
    Create a compressed library, with or without attached files, and share it by email, a cloud servicet etc.
    • Select the references you wish to share (a group or all references in your library).
    • Select File → Compressed Library
    • The recipient can double click on the file and choose to import the references to their own library.
  3. Share references via EndNote online
    Once your EndNote library has been synchronized, you can go to your online account and choose to share groups with other users who also have EndNote online accounts (they do not need the EndNote software). It is not possible to share attached files via the online account.
    • Log in at:
    • Go to Organize → Manage My Groups
    • Click on Manage Sharing → Start sharing this group
    • Enter an email address and choose Read Only or Read & Write
  4. Share library (via desktop)

    EndNote X9 offers users the option to share your entire sync library with up to 100 other users with EndNote X7.2 or later. Library sharing provides entire teams with immediate and real-time access to an entire EndNote library, meaning the same set of references, attachments, notes, and annotations. Changes are sent and received via sync, so all members of the shared library need to have updated to X7.2 or later, have the desktop activated with sync preferences completed, and be connected to the internet in order to send and receive changes. Library sharing is recommended as an alternative to saving a library on a shared drive, or emailing a compressed copy around to a group of collaborators.

    You can share your entire library, or selected groups, and choose permission Read Only or Read & Write. For copyright reasons, you are not allowed to share PDF attachments to users outside of Uppsala University.
    Video tutorial: Library Sharing in EndNote.

    How to share your entire library:
  • Gå till File → Share
  • Enter the email address for those you wish to share your library with
  • Choose permission: Read Only or Read & Write

How to share a group:

  • Go to Groups → Share Group
  • Enter the email address for those you wish to share your library with
  • Choose permission: Read Only or Read & Write


Access a group/library that somebody has shared with you:

  • Go to File → Open Shared Library