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EndNote Desktop: Groups

The Groups pane

EndNote groups pane.


You are recommended to only have one EndNote library but you can create and use groups to distinguish the references used for different projects. Groups might also help with literature searches or for references relating to different chapters in a book you are writing.

The left pane of the library window lists all of your groups of saved references. In a new library, only the All References group is available, which displays all the references in the library.

A custom group is created by you, by adding individual references to the group you have created.

Once you have created a group, click on the group names in the left pane of the library window to view the references in each group. You can right click over a group set (heading) or an individual group to display it in a new tab.

The Trash group is like the recycle bin on your desktop.

A smart group is created by you, as a result of a search you have run. You can add up to 500 custom and smart group sets to a library. References that meet the criteria for the smart group will be added to the smart group automatically as they are added to the library.

If you have run an Online Search from within the EndNote program, using a connection file, this function will automatically create an Online Search group.


If you have been viewing references in a group, click All References to display all the references in the library again.

Groups shared by others will also appear in the groups pane.

Creating groups

First decide on the structure for your groups and create group sets (headings). Then add groups (folders) under each heading.

When you first create a new library, the Groups pane will contain a single custom group set called My Groups.

Creating a group set

  1. From the Groups menu, select Create Group Set.
  2. Enter a name for the new group set.

When you first create a group set, there are no groups listed below the heading. You can drag groups to move them from other group sets to the new group set, or you can create new custom groups and smart groups under the new heading.

  • To change the position of a group set, drag and drop the group heading to its new position.
  • To rename a group set, right click on it and select Rename Group Set.
  • If you delete a group set, all the groups within that set are also deleted. Individual references are not deleted from the EndNote library.

Creating a group

  1. Right click over an existing group or group set.
  2. Select Create Group.
  3. A group titled New Group is now highlighted for editing.
  4. Name the group then press Enter.

Right click over a group to rename or delete it.

Sharing groups

  1. Right click over the group in the Groups pane and select Share Group or go to the Group menu and select Share Group or select a group then select Share this group.
  2. If you are not logged into EndNote Online, you will be prompted to log in.
  3. The Share dialog box will open.
  4. Enter the email address (or addresses separated by commas) of the people you would like to invite.
  5. For each invitee, use the drop-down box to select their access level.
  6. Enter an optional message to send in the email.
  7. Click Invite.

Using the Share dialog box you can:

  • Invite people to have access to your shared group.
  • Re-send remind invitations
  • Change access level for those invited to share your group.
  • Remove colleagues from your shared group.

Someone who does not have EndNote desktop can access the shared group by logging into EndNote Online.

For EndNote desktop users, a Groups Shared by Others heading will appear in the Groups pane.

When a group is clicked, it opens the group in EndNote Online.

Adding references to groups

  1. Click on the All References group to display the entire library.
  2. Click and drag to move references from the Reference List pane to your custom group.
  3. To select non-adjacent references, hold down the Ctrl key as you click on them.
  4. Click back on the name of your group in the Groups pane to display the references you have now included in the group.
  5. Click on All References to display all of the references in the library again.

Creating citation reports

You can create a Web of Science citation report that makes it easy to explore the publication trends and citation performance for a group of your references.

For this to work, at least one reference in the group must contain either a Web of Science identification number or a PubMed identification number (PMCID).

The citation report provides aggregate citation statistics.

  • Right-click on a group and select Create Citation Report.
  • Or go to the Groups menu and select Create Citation Report.
  • Or select a group of references and click the icon Create a Web of Science citation report for the selected referencesCreate citation report icon.