How to add key words to citations or a way to identify citations quickly.

I would like to be able to add key words to my citations so that my library is more than a bunch of citations. Is there a way to create my own key words and associate them to specific citaitons so that I can look up these citations quickly when I need them, without having to memorize the title or author?



If you have a collection of records that you want to “remember” you can reference>show selected and globally edit the keyword field or any other field you wish, to contain a specific word.  You can also then use this word (in the keyword field or in any selection of fields) to create a smart group based on that search parameter.  another way I do this is to often have a group I drag things to - and then edit those records to add the keyword.  Tools>change/move/copy is where you do the editing.  Make sure just the records you want ot edit are showing.  haveing records selected is not enought to target them. 

I have a related question. Suppose I write a manuscript and generate my references with endnote. Now I want to share the manuscript and my Endnote reference file with a co-author. However, I want to send him an endnote file only with those references that I use in the manuscript. Tagging the references one by one to export them would be too time consuming.

So, is there a way I can tag in my original (large) endnote file, with a few clicks, only those I used in the manuscript?

Also, is there a way I can add a keyword, with a few clicks, only to those references used in the manuscript (without editing references one by one)? This would answer my previous question, but would also be very helpful in organizing my references.

There are three easy ways to do this:

A. Just send your co-author the Word document you created. EndNote embeds core bibliographic data into the document - we call this the “Traveling Library”. When your co-author gets the document, they simply open it and use the “Export Travling Library…” comand from the Cite While You Write tools within Word to export the citation data from the Word document back into EndNote.


B. If you prefer to send your co-author a compressed EndNote library along with the Word file - this would be advantageous if you have supplemental infomation or attachments in EndNote along with the core biblipgraphic data. When you have both Word and EndNote open, EndNote creates an “auto document Group” - see the attached screen shot - that contains just the items you have cited in the particular Word document. You could copy these into a new EndNote library and send that to your colleague.

C. Building on B just above, you could share a group with your co-author using EndNote online. The Group would just need to contain the sub-set of references you cited in the shared document.

Jason Rollins, the EndNote team


Options B and C are helpful if I want to share the library. Option B allows me to create a new smaller library. But I don’t want to have a new library for each manuscript I write. What I want is to use my “master” (larger) library and add a keyword that matches the reference to the manuscript. Let’s say that I cited references 24, 93, and 507 in my manuscript “JAMA-6-24-13-BP” and I want to add the manuscript name as a keyword in those references. How can I do a global edit of the keyword for that purpose?

Combining Leanne & Jason’s responses above, to add the manuscript name to only the references used in that manuscript:

  1. First open both your library and manuscript.
  2. Then open the word auto group in EndNote (see Jason’s screen dump above)
  3. Select Tools > Change/Move/Copy fields…
  4. Where it says “Select a field”, select the Keywords field.
  5. In the big white box, type your manuscript name. You may like to add a semi-colon or something other than the space if you expect to have more than one keyword.
  6. Click OK.
  7. Click OK to the warning.

Note: you will have to do this after you finish writing the manuscript. If you remove one of the references from the document, it will not remove the manuscript name from the keywords field. It will remove it from the word auto group though.