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Research Organization with Citation Managers

Organizational Features

EndNote's Structure and Features

1. First, This EndNote page highlights the many features the creators want you to know about: EndNote 20 product details.

2. On your computer, an EndNote library consists of two parts: filename.enl and (a folder).

3. The workspace of your EndNote Library/Database is organized (shown here in the Windows version) to:

  • Show an overview of the library's contents and a preview of individual citations/records.
  •  Allow searching to find citations in your library.
  • Let you put records into groups, either automatically based on a feature (such as author) or as you decide to add them.
  • Allow connection to outside products for finding citations to add to your library.


EndNote interface Windows

(Thanks to Clarivate for this graphic.)

4. PDFs and other attachments are kept in the "" folder.

Attachments may be

  • Found and attached by you.
  • Or by using the EndNote software.


Here (Mac version) showing a preview of a citation with the a PDF shown attached.

Endnote pdf save

Using "My Groups"

As EndNote describes, "Groups make it easy to break a large library into subsets for later viewing. A group simply points to a subset of references that already exist in the library."

  • A regular group is one to which you add records. 
  • A "smart group" contains records which are automatically added based on a feature you define.  That feature might be, for example, a keyword or an author.
  • A "group set" groups together other groups.


Creating a group:

You have options:

1. Look for the Groups tab to create a group.


endnote groups


endnote create group


2. Go to "MY GROUPS" in the left column and right click to see options and to make a selection:

endnote my groups from left column


Note on "Smart Sets" --- you decide what should be collected and the software automatically adds the records:

endnote new smart set

Finding and Deleting Duplicates

EndNote 20: Steps to remove duplicates from your EndNote library

  1. With the Library window open, click on the All References group to show all references.
  2. From the Library menu, choose Find Duplicates.
    EndNote will display a Find Duplicates dialog, where you can compare duplicates and decide which version to keep and which to delete.
  3. For each set of duplicates, you have the option to:
    • Click Keep This Record to save that particular reference and throw the other one in the Trash.
    • Click Skip to leave both references in the library, intact. They will appear in a temporary Duplicate References group, so you can review them later.
    • Click Cancel to automatically instruct EndNote to select the most recently-entered version(s) of each duplicate reference as the one(s) to be removed. If you move the selected references to the trash, they will be removed from the library, removing all duplicate copies EndNote found. All duplicates  (including the original copy of the reference which will not be selected when the group window is created) will appear in a temporary Duplicate References group if you wish to review them. Do NOT simply move all references in the Duplicate References group to the trash unless you want to remove all copies of all references duplicated, including the original.

Find Full-Text

EndNote's Find Full Text feature works to find the PDF or text that goes with a citation in your library.

  • To take advantage of library subscriptions from off campus, be sure to set up "authentication" to use the OpenURL server.
    • To do this, on Windows, go to the Edit menu and choose Preferences. On a Mac, go to the EndNote menu and choose Preferences.
    • Go to the "Find Full Text" option here, and check the resources you want to use.
    • Check "OpenURL" and make the "OpenURL Path": 
    • For off-campus access complete "Authenticate" with:
    • You may select the option to "Automatically invoke Find Full Text on newly imported references."

However, when you are ready to search for PDFs or text or to import references from off campus, be sure and:

  • Go to the References menu.
  • Select "Find Full Text."
  • Select "Authenticate."
  • Log in with your UT credentials.

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