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Summary:
This article explains how to name your EndNote library for optimal searchability, sync reliability, and long-term organisation. Following these guidelines will reduce confusion, avoid sync conflicts, and make it easier to manage references across projects.
Why you should only use a single EndNote library
We strongly recommend maintaining one primary EndNote library rather than multiple libraries.
Benefits of a single library:
- Search efficiency: Access all references in one place without switching libraries.
- Sync stability: Reduces the risk of data conflicts when syncing between devices.
- Reduced complexity: Prevents confusion over which library contains which references.
Multiple libraries often become complex to track and prone to sync errors—especially in collaborative or multi-device workflows.
When multiple libraries are necessary
If your workflow requires more than one EndNote library, a clear and consistent naming convention is essential. This ensures each library is easy to identify and minimises mix-ups.
Recommended formats:
- By Project and Date ProjectTitle_YYYY-MM Example: ClimateChangeModels_2025-07
- By Course or Class CourseCode_Topic_YYYY-MM Example: PSY101_CognitiveBiases_2025-07
- By Client or Department ClientName_Project_Team_YYYY-MM Example: AstraBioliga_Oncology_TeamB_2025-07
- By Publication Goal JournalName_ArticleType_Version_YYYY-MM Example: Nature_LitReview_V1_2025-07
Best practices
- Keep the name short but descriptive.
- Always include a date in YYYY-MM format for version control.
- Use underscores (_) instead of spaces for compatibility across systems.