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Q. How can I change multiple records in EndNote at the same time?

Answered By: Hilda McNae
Last Updated: Jan 04, 2024     Views: 8

EndNote has several tools which allow you to make changes to multiple records at once. 

This is particularly useful if you have exported multiple records from Library search (or other library catalogues and databases) and where the reference types or certain fields don't show correctly and you need to edit them.

  • Before using this function on multiple records you should make sure you have recently backed up your library by saving a compressed file.
  • Now choose the group of references in your EndNote library which you want to change
  • In EndNote go to Library and choose either Find and Replace or Change/Move/Copy fields depending on the action you need to perform.

Below are the key fields we recommend you update if you have exported results from the University's Library Search. 

Reference Type

when you export book records from the system these will show as reference type Catalog. To change all the records to reference type Book:

  1. In EndNote, go to Library > Find and Replace...
  2. For the field labeled "In:", choose Reference Type at the bottom of the drop down list.
  3. In the "Find" field type Catalog
  4. Make sure "Match Words" is selected.
  5. In the "Replace with:" field type Book
  6. Click Change.

Date field:

  1. In EndNote, go to Library > Change/Move/Copy Fields
  2. For the field labeled "In:", choose Date from the drop down list.
  3. Select to Clear field and ok

Other fields which you may need to change are:

Author field

The changes you need to make to this field depend on the type of record you have. If the word "author" appears after the authors name then use Find and Replace in the Author field. Type the word author in the Find box, leave the Replace with box empty and select Change

Some e-book records will show the e-book provider in the author field as well as the authors/editors e.g. Springer. If you have multiple occurrences of the same provider showing in the author field then again use find and replace to remove it.

Title field

If you have records for e-books then the words [electronic book] will show after the title. If the reference style you are using doesn't require this information then use Find and Replace in the title field. Type [electronic book] in the Find box, leave the Replace with box empty and select Change.

You may need to further edit the title field by removing any references to authors and editors which appear after / in the title.

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