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EndNote: Organizing References

Organizing References

Overview of Group Types (copied from EndNote Manual):
There are several types of groups that make it easy to organize your references in EndNote. The some of the types of groups are automatically generated, some are permanent, and some are temporary.

  • Permanent Groups include All References and Trash. Both are groups that you cannot remove or rename. All References displays every reference in the library. Trash is a holding place for references you have removed from the library but have not yet permanently discarded by emptying the Trash.
  • Temporary Groups include Copied References, Duplicate References, Full Text, Imported References, and Search Results. These temporary groups may be replaced as you use commands in EndNote, and are always deleted when you close a library. (Only the groups are deleted; the references remain in the library.)
  • Custom Groups are manually created by the user to help organize the library; you can drag-and-drop to copy individual references into a custom group. Custom Groups are listed alphabetically (click the Groups header to toggle between ascending and descending order).
  • Smart Groups use search criteria to dynamically update groups as existing references are edited or new references are added to the library.
  • Online Search groups allow you to easily initiate a search of a favorite online database and quickly view the latest download. For information about online searching, see Chapter 6 of the EndNote manual, “Searching Online Databases with EndNote.”
  • EndNote Web Groups allow you to easily initiate a transfer of references between an EndNote Web folder and your EndNote desktop library. For information about EndNote Web, see Chapter 20 of the EndNote manual, “Transferring Between EndNote Desktop and EndNote Web Libraries.”

Create a Custom Group (copied from EndNote Manual):
You have two options for creating a custom group. You can select references and then add them to a new group, or you can create an empty group and then add references to it.

Create a group in one of these ways (copied from EndNote Manual)
1. From the Groups menu, choose Create Group.
2. Right click in the Groups pane of the Library window to display a contextual menu and select Create Group.
3. Select references in a reference list, then go to the Groups menu and choose Add References To>Create Group. Enter a group name that is anywhere from 1 to 255 characters in length. There are no restrictions on the characters you can use in a group name. It is possible to give two different groups the same name.

Adding References to a Group (copied from EndNote Manual)
You can add references to a new or existing custom group at any time. You do not have to worry about copying the same reference to a group more than once; EndNote will not allow duplicates (based on unique EndNote record numbers).

Steps for Adding References to a Group (copied from EndNote Manual)
1. First, select the references you want to add to the group. You can do this in many ways, for example:

a. Click on an individual reference to select it. 266 Chapter 9: Using Groups
b. Display a list of references (such as search results), go to the Edit menu and choose Select All.
c.  Hold down the SHIFT key and click on two references to select a range of contiguous references.
d. Hold down the CTRL key and click on individual references to select them.

2. Add the references to a group. You have several methods available:

a. Drag and drop the selected references onto an existing custom group name in the left pane of the Library window.
b. From the Groups menu, select Add References To and then select either the name of an existing custom group or Create Group.
c. Right click on the reference list to display a contextual menu, select Add References To, and then select either the name of an existing custom group or Create Group.

Smart Groups, EndNote Web: See Endnote Manual

Tips for working with Groups (copied from EndNote Manual)

  • You can create a maximum of 500 Custom Groups and Smart Groups (combined) in a single library.
  • You can add a reference to a particular group only once (based on the unique record number). A single reference will never appear more than once in a particular group. Integrated Library & Online Search Mode is selected, so all groups are available (see EndNote Manual, Chapter 9: Using Groups). However, you can add that reference to any number of groups.
  • When you are viewing a group of references with selected (highlighted) references, and then switch to viewing All References, the same set of references are selected in the All References view until you deselect them.
  • You can drag references from one library directly into a group in another open library. The references are copied to the second library and into the target group.
  • Removing a reference from a custom group does not delete it from the library. It removes the reference from the group subset, but the reference still exists in the library.
  • Deleting a reference from a library also deletes it from all groups in that library. The reference no longer exists. You cannot delete a reference from the library while displaying a custom group. Highlight the reference, go to the All References view, and then choose Move References to Trash from the References menu.
  • Once you move a reference to the Trash group, it is no longer officially in your library (it will not appear in any other group or reference list, it is not included in your reference count, and it cannot be searched or cited). However, until you choose Empty Trash, you can still drag the reference from the Trash group back to your active library.


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