EndNote Online

What is EndNote  Online

EndNote Online is an online version of EndNote you can use to:

  • Store references online,
  • Sync your EndNote desktop and online libraries, and
  • Share references with other people.

Types of EndNote Online Accounts

The way you create your EndNote Online account determines the features you can access.

If you create your account via the:

  • EndNote Online website, you will only have access to the free version of EndNote Online, called EndNote Basic, with limited features, whereas if you create your account via:
  • Web of Science you get access to more storage space and features.

If you sync your EndNote Online library with EndNote desktop, you will get access to the full version of EndNote Online which includes unlimited storage space.

See the table below for details:

EndNote Basic EndNote Online with Web of Science  EndNote Online with EndNote desktop
How to accessCreate your account via the EndNote Online websiteCreate your account via Web of ScienceSync with EndNote desktop
Referencing styles available216,000+6,000+
Storage for attachments2 GB5 GBUnlimited
References you can store50,000UnlimitedUnlimited
Online resources searchable through EndNote Online56,000+6,000+
References you can send from databases9500+500+

Access EndNote Online via Web of Science

You can access EndNote Online via  Web of Science, which is accessible via the A-Z ejournals and databases link on the Library Homepage:

For example, in Web of Science, select:  Tools > EndNote from the menu at the top of the database homepage:

Connecting to Endnote Online via Web of Science

Collect: Getting references into EndNote Online

There are a  few ways to get references into EndNote Online:

Adding references manually

To add a new reference:

  1. From the Collect tab, click the New Reference link.
  2. Select the appropriate type from the Reference Type drop-down menu.
  3. Enter information about the item in the appropriate fields.
  4. Click the Save button.

Adding references to Endnote Online

Search the library catalogue via EndNote Online

  1. From the Collect tab, click the Online Search link.
  2. Select the catalogue you wish to search from the drop-down menu, for example U Melbourne for the University of Melbourne library catalogue.
  3. Click the Connect button.
  4. Enter your search terms (you can change the fields to author, title, etc...)
  5. Select the option: select a range of records to retrieve, so that you can retrieve a subset of the results if many are returned.
  6. Enter the number of results you wish to retrieve and click the Retrieve button.
  7. Tick the checkboxes next to the results you wish to add to your library.
  8. Use the drop-down menu at the top of the results list to add your results to a group.

NOTE: you should always copy the online search results you wish to keep into a group, even into the 'Unfiled' group, as when you leave the search results screen, the results will be cleared.

Direct exports of references from databases

You can directly export references from many databases into EndNote Online.

Look for options such as Save to EndNote online:

Saving records to Endnote Online

OR Direct Export to EndNote Web:

direct export from a database

Import references

To get references from those databases into your EndNote Online library, you will have to import them:

  1. Search a database.
  2. Mark/save the records you wish to put in your EndNote Online library.
  3. Select a file format, such as 'RIS' or 'EndNote' (see the EndNote Online help for the format to select for specific databases).
  4. Save the file to your computer.
  5. Go to EndNote Online.
  6. In the Collect tab, click on Import References.
  7. Click the Choose File button and select the file you saved to your computer.
  8. Use the Import Option drop-down menu to select the database or file format you used.
  9. Select the group to which you wish to add the references.
  10. Click the Import button.

More information on getting references from other databases into EndNote Online

Organise your references into groups

EndNote Online allows you to organise your references into groups.

This makes it easy to share them with colleagues.

To create a group:

  1. Click the Organize tab which will display the Manage My Groups page.
  2. Click the New Group button in the My Groups table.
  3. Enter a name in the text box provided.
  4. Click the OK button.

Manage groups

Sharing references

It is easy to share your EndNote Online references with colleagues.

1. Make sure you have your references in groups.

2. Select the Organize tab and Manage My Groups

3. Click the Manage Sharing button next to the group you wish to share.

4. Click the Start sharing this group link.

Sharing with groups

5. Enter the email addresses for the people you wish to share the group with.

6. Select whether you wish to give them Read Only or Read & Write access.

7. Click the Apply button.

Adding email addresses

Note: file attachments are not shared.

Cite while you write plug-in

Before you can insert in-text citations or footnotes into your Microsoft Word documents you will need to ensure you have the EndNote Cite While You Write plugin installed.

If you use EndNote Desktop and EndNote Online:

If you are using EndNote desktop, DO NOT download and install the Cite While you Write plugin as it will already have been installed when you installed EndNote desktop.

You simply need to select the EndNote Web option in the toolbar in Microsoft Word:

finding endnote online in the toolbar

  1. Go to Microsoft Word
  2. Go to the EndNote toolbar
  3. Select 'Preferences' and the 'Cite While You Write Preferences' dialog box will open.
  4. Select the 'Application' tab.
  5. Select the option: EndNote Online or EndNote Web.
  6. Make sure your email address and password for EndNote Online are correct.
  7. Click the 'OK' button.
  8. The EndNote tab in Word should then change to the 'EndNote Web' or 'EndNote Online' tab.

If you are ONLY using EndNote Online:

Download and install the Cite While You Write Plug-in for Microsoft Word

Before you get started: turn Instant Formatting off

If you are working on a large document, it is a good idea to turn instant formatting off in Word before you start inserting citations, as this feature can be slow if you insert many citations:

  1. Open Microsoft Word.
  2. Select the EndNote tab.
  3. Select Preferences.
  4. Untick the checkbox: Enable Instant Formatting on new Word documents and click the OK button.

Inserting In-text citations in MSWord

To insert a citation into a Microsoft Word document:

  1. In Microsoft Word, go to the EndNote tab.
  2. Click the Insert Citation button.
  3. Enter some search terms and hit the return key on your keyboard, or click the Find button.
  4. Select the reference(s) you wish to use.
  5. Click the Insert button.

Insert citation

Insert footnotes

You need to use Microsoft Word to insert the footnote and then insert a citation:

  1. In Microsoft Word, select the References tab.
  2. Click the Insert Footnote button.
  3. Use the instructions above for inserting in-text citations.

Generate a bibliography

EndNote Online allows you to generate a bibliography in a specific style and email, print or save it:

  1. In EndNote Online select the Format tab and click the Bibliography link.
  2. Select a group from the References drop-down menu.
  3. Select the output style, for example APA 6th, from the Bibliographic style drop-down menu.
  4. Select a file format, for example RTF.
  5. Click the SaveE-mail, or Preview & Print buttons.

generate a bibliography

Syncing Your EndNote Online and Desktop libraries

You can sync your EndNote online and desktop libraries (including the attachments and figures).

When you run sync, the data in your EndNote desktop and EndNote online libraries are merged.

After the sync completes you will have identical groups and references in both EndNote Online and EndNote Desktop.

Important things to know about the sync process:

Before you try sync for the first time, make sure you back up your EndNote Library first.

Even if you sync your library with EndNote Online you should still regularly backup your EndNote Library.

Sync works with only one EndNote desktop library and EndNote Online account at a time.

Syncing with EndNote Online includes all groups and group associations but group sets, smart groups, and combination groups will not be displayed in your online library.

The sync process includes ALL changes to references in either library. For example, if you delete a reference in either the desktop or online library and then sync, the reference will be deleted from BOTH libraries.

The first time you sync your library on another computer you should open a new, empty, EndNote Library and then sync. This will download all your references from EndNote Online into your library. From then on, when you sync on that computer, you do not need to open a new blank library.

To allow EndNote Desktop and Online to sync:

  1. In EndNote Desktop, go to Edit > Preferences (Windows), or EndNote X9 > Preferences (Mac).
  2. Select Sync
  3. Click the Enable Sync button.
  4. Enter the email address and password for your EndNote Online account.
  5. Click the OK or Save button.
  6. You may be prompted to enter your name, address and other details to complete the integration of your online and desktop accounts.
  7. Note: you can tick the Sync Automatically checkbox to have EndNote automatically run the sync process every 15 minutes in the background.