CAHS Library: EndNote reference management

EndNote WA Health

The WA Health libraries provides a statewide licence for EndNote (Desktop /Online) for work or home installation. WA Health employees can access the EndNote software from a WA Health computer or download it for use on a personal device.

EndNote 2025 is the current version for installation on computers running on Windows 10 and Office 365.
To have EndNote installed or updated on a work computer PCH sites please, log a job with HIN [Intranet link only] or with the Help Desk on 13 44 77.   

• EndNote 2025 Key Features

• What's New in EndNote 2025 and How to Use It in Three Minutes

Please upgrade your home software to EndNote 2025 if you plan to work between your work PC and your home computer. This is important as it saves the frustration and confusion of encountering problems due to the lack of backwards compatibility when using your EndNote libraries.

The Web of Science Group advises compatibility and system requirements for EndNote.
EndNote X9.3 and EndNote 21: Library Conversion and Backward Compatibility 

Please contact Technical Support for help with conversion or backwards compatibility issues.

Download EndNote 2025 on your home computer from the appropriate tab above. EndNote 2025 will only run on Windows 10 and Word 2010(minimum requirement)

Keeping the EndNote software up to date:

Once you have installed EndNote, it is simple to check online for updates and install them.  There is an EndNote Knowledge Base article that explains how to do this. Check every few months for updates.  
From within EndNote, click on the Help menu and choose "Check for Updates" then follow the on-screen prompts.

Please note: WA health may not have rolled out the latest version suggested on EndNote (Help).  

Up to date information on both Windows and Macintosh compatibility and system requirements for EndNote are listed here.

Please ensure your home and work EndNote version are the same if you plan on working with EndNote libraries between your office PC and your home computer.

Use of EndNote with cloud storage services

Clarivate advises that the EndNote software is not compatible with Dropbox or other cloud storage services. These services can be used to store a backup compressed copy of an EndNote Library but Clarivate advises against opening and/or using a Library from a cloud-storage location such as Dropbox, OneDrive, Google Drive, SharePoint, iCloud, etc. 

If you save your EndNote Library to a cloud storage service it is recommended that you copy the files to another location on your computer before you open them. Using Your EndNote Library from a cloud storage service may corrupt your EndNote Library over time.

EndNote, Reference Manager, & ProCite: Compatibility with Dropbox and other Cloud storage

For further details contact Technical Support.

Note for Macintosh users:

Apple's macOS versions 10.12 (Sierra), 10.13 (High Sierra), 10.14 (Mojave), 10.15 (Catalina) and 11.0 (Big Sur) contain features to save the contents of the Documents folder to the iCloud and to "optimize" storage by storing less-used files only in iCloud online.

Information on how to disable this setting is available from Add your Desktop and Documents files to iCloud Drive.

Other useful guides for Mac users

CWYW (Cite While You Write) tools in Microsoft Word 2016/2019/365 - EndNote X8/X9/X20 Mac and EndNote online Mac

EndNote: Direct Export with Safari or Chrome for the Mac

The WA Health libraries have a whole of WA Health licence for EndNote that includes home installation for Windows or Mac.

Click on the link for either a PC or a Mac to access the software you require.

Please ensure that you maintain the version of the EndNote software on your personal device to match the version on your work computer if you plan on using your EndNote library across the two environments. This will help to minimise problems with backwards compatibility when using your EndNote libraries.

Upgrading your EndNote software

If you are upgrading from an earlier version of EndNote, You will need to do the following:

1. Back up your EndNote Library along with any EndNote styles, filters or connectors that you have customised.
2. Uninstall the old EndNote application before installing the new version, as it can interfere with the linking to Word if you retain both versions of the program. 

For information on how to do this refer to the following resources.

EndNote: Upgrade from an older version (clarivate.com)

EndNote: Moving, backing up, or transferring libraries to another computer (clarivate.com)

EndNote: Backing up Libraries, Content Files and Custom Preferences

When you install EndNote it writes a 'cite-while-you-write' toolbar into Word. You should open EndNote first, and then open Word to check to see if this has happened. If not, check the EndNote help on Install Word CWYW Toolbar.

EndNote Web (EndNote 21.3 is required for access) Once you have installed Endnote 21.3 version, you will be able to register and sync your libaries.

To download EndNote 2025 for Windows, follow the steps below to ensure correct installation:

1. Back-up any existing EndNote libraries on your computer, see Backing up your EndNote library tab for more information. 
2. Uninstall any previous versions of EndNote (link to instructions below)
3. Read and accept the WA Health license agreement to download the installation files (link below)
4. From the downloads folder, right click on the zipped EN2025Inst Compressed (zipped folder), and select Extract All
5. If you are asked for a product key, you have NOT followed the step to 'Extract All' files.  Go back to step 4 and do this.
6. Once extracted, click on the file EN2025Inst to begin the installation process
7. Read and accept the EndNote license agreement
8. For installation type select Custom
9. Select a destination folder, click Next
10. Click on the red cross next to Additional Connections, Additional Filters and Additional Styles, and then for each select 'Entire feature will be installed on local hard drive.’
    
     
11. Once finished, all of the red crosses should be turned to grey computer boxes. Click on Next
12. Click on Next again and Finish to end the installation.

• How to uninstall EndNote

• WA Health license agreement and installation files

If you have problems installing EndNote on Window's devices, you may be operating in S mode.  Check the link below in how to resolve this.

• Windows S mode - switching out of S mode to install programs not in the Windows app store

• Compatibility and system requirements

Contact - Clarivate EndNote Support

Click on the link below to sign the licence agreement and begin the download:

1. To download EndNote 2025 for MacOS, follow the steps below to ensure correct installation:

2. Always ensure that you have Microsoft Word’s most recent patches and updates already installed prior to updating or installing EndNote 2025 for MacOS. 
3. It is advisable to use the Firefox browser to install EndNote on a Mac computer and also when exporting references from databases into an EndNote Library. 
4. Back-up any existing EndNote libraries on your computer, see Backing up your EndNote library for more information. 
5. Uninstall any previous versions of EndNote (link to instructions below)
6. Read and accept the WA Health license agreement to download the installation files (link below)
7. Once the download is complete, double click on the installer to unzip the file
8. Navigate to EndNote2025SiteInstaller in the download folder, open the folder and double click on the EndNote2025SiteInstaller.dmp
9. Double-click on Install EndNote 2025, then click on Open
10. Click on Install
11. Click on Next on the next several windows until the "Welcome to EndNote 2025" window is displayed, then click Done

12. How to uninstall EndNote

13. WA Health license agreement and installation files for Macs

• Compatibility and system requirements

• Contact - Clarivate EndNote Support

To back-up your library:

1. From the top menu bar select File > Compressed library (.enlx)

The most complete options are selected by default:

• Create
• With File Attachments
• All References in library

2. Click Next
3. Navigate to where you would like to save the backup/compressed EndNote library file 
4. Make sure you have enough storage space in the folder location or on the back-up USB 
5. In the File name field enter your original library name and append the date on the end. This way you will know which library the backup refers to and when the backup was made  

To restore your back-up library:

1. Double click on your backup library (.enlx file)
2. This will extract the .enl file and the .Data folder to the same folder where the .enlx file is located
3. You can then open your library using the .enl file as you normally would. 

Note:

• Be careful not to open the compressed library in the same location as the original library of the same name. This will overwrite the original library's .enl file and .Data folder. 
• To restore a compressed library that has been saved to the Cloud or remote storage device, it must first be moved back to your HE drive or My Documents folder. 

o remove duplicate references:

1. Go to the All References group
2. Click on Library > Find Duplicates
3. Compare duplicate references and determine which records to keep

By default EndNote identifies duplicate references by matching on the Author, Year, Title and Reference Type fields.

To change these defaults:

1. Click on Edit > Preferences
2. Select Duplicates.
3. Select the fields that you wish to match on.
4. Click Apply > OK

EndNote also gives the option to choose 'Oldest', 'Newest', or 'Most Complete' references as the default to retain.

To revert back to the EndNote defaults:

1. Click on Edit > Preferences
2. Select Duplicates.
3. Click on EndNote Defaults
4. Click Apply > OK

• EndNote 21 & 20: Steps to remove duplicates from your EndNote library

Once references have been entered into your EndNote Library you can:

• Set the preferences for your EndNote Library; preferences will change the look of your EndNote Library
• Attach a PDF full text document to the corresponding reference
• Quickly search for Full Text articles
• Edit individual references
• Create groups to organise and sort your references
• Sort your EndNote references; this will allow you to list your references by Author, Title, Year, Journal etc. 
• Export your references in different formats for use with other applications.

Viewing references:

1. Double click on the reference
2. The Summary tab will provide a summary view
3. The Edit tab will show you the data in the reference fields
4. The PDF tab will allow you to view the PDF

To view a formatted reference in your selected referencing style:

1. Double click on the reference
2. Select your preferred style from the drop-down menu in the formatted reference 

3. If the style does not appear in the drop-down menu, click on Select Another Style
4. Browse the list, or search for the style
5. Click on the style to highlight it
6. Click on Choose

To sort your references by a specific field, you first need to ensure that the field displays in your library view.

1. Click on Edit > Preferences
2. Select Display Fields. Select and rearrange the columns to your liking - this may include renaming a field, creating a custom field or choosing not to display columns.

To sort your references by a specific field (for example by year):

1. Click on the column heading for that field
2. Click on the column heading again to reverse the order

To edit a reference:

1. View the reference in the Edit panel
   
2. Click in the field that you wish to edit (or tab through the fields)
3. Type the edits
4. Click on Save

Configuring EndNote’s Find Full Text for CAHS on your home PC or Mac

You need to set some preferences in order to make use of the Find Full Text function within EndNote.
Open your EndNote program.

Tick all four boxes: Web of Science;  DOI;  PubMed LinkOut; and OpenURL.

Do NOT tick the box "Automatically invoke Find Full Text on newly-imported references".  If you tick this box it will restrict full-text retrieval as it only pulls in the full text for references that were imported from text files.  If the references were imported through direct export or from online search the find full text function will fail.

On WA Health PCs, in the Authenticate with: box, type this URL http://www.google.com.au/ (this step is NOT necessary for home installations). When you click on the blue PDF icon that prompts ‘Find Full Text’ when you hover over it, the Google search box comes up.  Click on ‘Continue’ to authenticate.

In the OpenURL Path box, you need to put the link to the Library’s open URL resolver as below:

https://login.pklibresources.health.wa.gov.au/login?url=https://findit.health.wa.gov.au/pmh

The Find Full Text function also works more effectively if you have an EndNote web account established and if you login and keep open an active browser session whilst running the function.

Note that ‘Find full text’ will work well for many journals but will not work for some where full text access is in fact available. Some records will not contain enough information for the article to be retrieved (it’s important to import complete references), access to some titles may only be available via an aggregator and not from the publisher URL that comes with the record, and some journals need to be accessed via a path that includes a login and this cannot be incorporated into EndNote’s Find Full Text search.

Check the Journals A-Z to see if we have access to any missing articles and submit an  Article Request  if not available.  Other options to find subscribed full text – LibKey Nomad Chrome browser plug in.

Using the Find Full Text Funtion

To find full text:

1. Select the references that you wish to source full text for
2. Right click on the selected references and click on Find Full Text
3. If the PDF is available, it will be attached to the reference

EndNote Online is a useful program that allows you to use your EndNote libraries from anywhere in the world.

Benefits:  Integration between your desktop application and EndNote Web Account set up, the Find Full Text Function retrieves more full text than EndNote is able to if this is not synced.

Set up an EndNote Online Account. (Access your research anytime, anywhere from the cloud - sync seamlessly between your desktop and online.)
If you choose to integrate your local installation of EndNote (at work or home) with EndNote Online you will need to need to set up and activate an EndNoteWeb account. Once you have an active EndNoteWeb account you can simply log in to EndNote Online to access your EndNote libraries stored on the EndNote server. EndNote Online is also your best option if it is impossible to upgrade your operating system and version of MS Office. The full functionality of Cite-While-You-Write cannot be used unless you have MS Office 2003 at minimum on your PC.

To set up an EndNote Online account you need to open the EndNote program on your work or home computer. There are two methods for setting up an EndNote Web account:

1. In EndNote, from the main Library window, click the Sync button that appears in the toolbar to open an EndNote Web Login dialog. Click the Sign Up button to begin the registration and activation process. Follow the online instructions.
2. In EndNote, go to the Edit menu and select Preferences > Sync Preferences. Click the Enable Sync button to go to the EndNote Web Login dialog. Click the Sign Up button to begin the registration and activation process. Follow the online instructions.

You will not be able to set up an EndNote Web account when you are offsite unless you have already installed the WA Health Endnote program on your home computer.

Once you have registered and activated your account you can access your EndNote Online account at myendnoteweb.com.

With EndNote Online you can synchronise the references in your desktop library to your online library for remote access, and share your library with other EndNote users.

An EndNote Online library can contain an unlimited number of references and attachments.

Register or log in to EndNote Online here.

Clarivate EndNote Online Guide

Synchronising your library

To sync your desktop library with your online library, once you have your account set up, go into EndNote preferences on your desktop application, choose Edit →  Preferences → Sync
Enter your EndNote Online Account Credentials and hit 'Apply'.

Clarivate Library Syncing in EndNote 21

Note:

Your account details for EndNote Online and Web of Science(WoS) must be exactly the same (since WoS is now maintained by Clarivate Analytics - as is Publons). If they are not in sync you will get this message: “Invalid email/password. Please try again”

If you have different passwords:

• unsync in EndNote (via Edit>Preferences>Sync)
• update password (use yourWoS password),
• Resync using your WoS password to Sign in  

EndNote software includes several subject-based journals term lists that can be imported into an EndNote library. The one that is needed most often is the medical list which covers journals indexed in MEDLINE. This is supplied with EndNote but must be imported into your EndNote library.

If you have EndNote X9 or earlier EndNote: Generate full or abbreviated journal names

EndNote™ provides a number of terms list to make sure that the journal names in your bibliography are either the full name or abbreviation as your style requires. To set up your terms list, first make a backup of your library as described at EndNote: Moving, backing up, or transferring libraries to another computer Then, please follow the steps below.  
 

1. In EndNote, go to "Library > Open Term Lists > Journal Terms List".

2. Highlight the first journal, and press [Ctrl]+A on the keyboard to highlight all the terms (on a macOS, this would be [Command]+A). Note: If the Journal Terms List is empty, skip to step 4.
3. Next, press the "Delete Term" button to the right to empty the list of old terms.
4. Go to the "Lists" tab at the top and click on the "Import List" button.
5. Browse to the Term Lists folder within the EndNote folder and choose to open one of the files that corresponds to the discipline that is found in your library based on the options available in the folder. For Example: select the medical text file (assuming you want to use the Index Medicus abbreviations).
   
   If you are on a Windows machine, this folder should default to:
   C:\Program Files\EndNote (EndNote Version Number) \Terms Lists
   
   If you are on a 64-bit Windows machine, this folder should default to:
   C:\Program Files (X86) \EndNote (EndNote Version Number) \Terms Lists
   
   If you are on a macOS, this folder should default to:
   Hard Drive: Applications: EndNote (EndNote Version Number): Terms
    
6. This will import the correct abbreviations into your library's term list.
7. Next, to make sure the style is using the correct substitution, go to "Tools > Output Styles > Open Style Manager".
8. In the list of styles, highlight the style you are using and click the "Edit" button.
9. Click on "Journal Names" on the left.
10. Make sure the style is using the Full Name or one of the Abbreviations as needed. 

Note: this list is stored in your EndNote library, i.e. it will be specific to a particular EndNote library rather than to the program. If you have more than one EndNote library, you need to set up the journals term list for each one.

LibKey from BrowZine is a suite of tools that provides one click access to Library subscribed content.  Includes: LibKey Nomad, LibKey Link and LibKey.io.

Plug-ins are browser extensions that allow one click access to subscribed Library resources.  They include LibKey Nomad, Lazy Scholar, Access Anywhere, OneClick, Lean Library and the Google Scholar button.

All but LibKey Nomad will be blocked within the Health network due to security concerns, as most scrape up data from browsers and could compromise patient information. 

LibKey Nomad will only install on Edge version 83.0.478.50 or later.  It will also install on other Chromium browsers such as Chrome and Brave

Go to this link - https://chrome.google.com/webstore/detail/libkey-nomad/lkoeejijapdihgbegpljiehpnlkadljb/related

Click in the blue pop up message to get Microsoft Edge extensions

Click to Add to Chrome (for any Chromium browser including Edge, Brave or Chrome).

Select your institution - Child and Adolescent Health Service

A small green teardrop icon will appear in the top right hand side of your browser once LibKey Nomad is installed.

To test, go to this link and look for the image below in the bottom left of your screen.

https://www.sciencedirect.com/science/article/abs/pii/S144395062030233X

What LibKey Nomad does:

• consults Library holdings to determine if access is available
• checks for available open access articles
• if no subscribed access is available you will be linked to a document delivery request form.