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EndNote: Organize and Share References

Help page for EndNote bibliographic management software

Create Groups

By default EndNote places references into the Unfiled group. You can create up to 5,000 groups to organize your references in any way that works for you.

  • Select the references you want to group.
  • Click on Add to group from the drop-down menu and select New Group.
  • Name the new group and click OK.

The page with all unsorted references. There are checkboxes to the left of every reference. In this photo, the first two sources have marked checkboxes and the drop-down menu stating "Add to group" is circled.

The new group will appear on the left side of the screen. It will also be an available option whenever you click the Add to Group drop-down menu. Note: You can place references in multiple groups. To see which group(s) a given reference is currently in, click the folder icon below the reference. 


Share References with Other EndNote Users

Use the Manage My Groups link under the Organize tab. Click the Manage Sharing button next to the group you'd like to share. 

The EndNote Basic upper tool bar. Under "Organize" (third button from the left), there phrase "Manage My Groups" (the sub button on the far left) is circled.

List of EndNote Groups in a table. The third cell has a button that says "Manage Sharing," which you can click to share your groups with others.

Enter the email addresses of the people with whom you'd like to share. 

Note: Any individual you share your group with must have an EndNote account in order to view references. Enter the email address they use to access EndNote. 

Choose whether to give your colleagues Read-only access, or Read & Write access. Click Apply

  • Read-only access allows designated users to view references, use them in Word documents, or copy them to their own library.
  • Read & Write access allows the designated user to add, change or remove references in the group, as well as anything Read-only access allows. 

The pop up box where you put the email address of the person you would like to send your group to.

To see groups shared with you, click the Other's Groups heading under the Organize tab.

Deleting Duplicate References

If you have any duplicate citations in your My References page, you can delete those by clicking on the Find Duplicates heading underneath the Organize tab. From there, all of the references that appear twice or more will appear, with each duplicate citation being checked on the left. You can then use the Delete button at the top to get rid of those duplicate citations. 

The "find duplicates" page of EndNote Basic. There are two citations on the page, with the second automatically highlighting since it was marked as a duplicate of the first. Users can then click the "delete" button at the top to get rid of it.

Groups and Sharing

Groups can be shared with anyone who has an EndNote account. 

PDF attachments cannot be shared. 

If you want to share pdf files with a group, we recommend using either:

  • DropBox
  • Google Drive