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Summary:
In EndNote, you can assign keywords, labels, or group names to sets of references using the Change/Move/Copy Fields tool. This allows you to label, organise, and track references across searches, imports, or projects. Unlike Groups (which are structural), keywords embedded into reference fields stay with the record and can be used for sorting, filtering, or building Smart Groups.
Why add information to the references?
1. Label search results
- “Stamp” search results with a keyword so you don’t lose track later.
2. Rebuild groups after import
- When migrating or merging libraries, group assignments don’t transfer — but keywords can restore organisation.
3. Create cross-cutting categories
- Let a single reference belong to multiple thematic categories, beyond fixed group sets.
The tool you’ll use
This bulk-edit function allows you to (Library > Change/Move/Copy Fields):
- Insert text into a chosen field.
- Overwrite or remove field contents.
- Copy field contents between fields.
⚠️ Warning: This action is immediate and permanent — there’s no undo button.
- Always back up before making bulk edits.
Preparation – Backup your library
- Go to File > Compressed Library (.enlx) to create a zipped backup.
- Or manually copy the entire library folder (.enl file + .Data folder).
How to add group names or keywords in EndNote
Step 1 – Select References
- All the references currently shown in the main window will be affected.
- If labelling a group: open that group first.
- If labelling search results: run the search and confirm that only those results are visible.
(The tool only applies to visible or selected references.)
Step 2 – Open Change/Move/Copy Fields
- Go to Library > Change/Move/Copy Fields.
Step 3 – Choose the Target Field
- In the “In: dropdown”, select a safe field such as:
- Custom 1–8
- Label
- Other unused fields
- Plan ahead — stay consistent if you use a field for grouping.
Step 4 – Set the Change Type
- Under Change, select Insert before field’s text.
- Check: Include a space after inserted text for readability.
Step 5 – Enter Group Name or Keyword
- Type your label (e.g., Systematic Review Pool, Climate Models, Imported_2023).
- Click OK. EndNote will apply the keyword to the selected set.
Step 6 – Repeat as Needed
- For multiple groups, repeat the process with different labels.
After labelling – making it useful
- Show the changed Field in Library View:
- Go to Edit > Preferences > Display Fields → add your chosen field (e.g., Custom 1) as a column.
- Sort or Filter by Keyword:
- Click the column header to sort.
- Use the search bar to filter references by label.
- Build Smart Groups:
- Use labelled fields as criteria for Smart Groups that update dynamically.
Tips and best practices
- No Undo: If you overwrite a field, only restoring from backup will fix it.
- Don’t Use Critical Fields: Avoid overwriting Author, Year, or Title.
- Be Consistent: EndNote treats “Systematic review” and “Systematic Review” as different labels.
- Portable Labels: Custom fields carry over when exporting or sharing libraries.