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University of Newcastle Library Guides

EndNote X9:  Attaching files

Manage your references and create in-text citations and bibliographies

Attaching files to records

Attaching Files to Records

EndNote provides the ability to attach files to records in your library. Added files are stored in the library’s Data folder.  Any of the common file formats may be attached, including audio & multimedia files (wav, mp3, mov, Quicktime), PDF, Microsoft Access/Excel/PowerPoint/Project/Visio/Word files, and text files (txt, rtf, html).


Attaching files
  • Right click on a record in the Library Window, then select References | File Attachments Attach File 
  • Select a file, then Open. The file will be copied to the DATA\PDF folder, and an icon will appear in the Paperclip field within the Reference Window.

You can also attach files by dragging and dropping a file onto a record in either the Library Window or the Reference Window.

Up to 45 files may be attached to each record.

Using the Find Full Text command

EndNote can automate the process of locating and attaching full text files to EndNote records using the Find Full Text command. Find Full Text works most efficiently when the EndNote record includes a DOI within the DOI field.

Before using Find Full Text the first time, you must configure EndNote:

  • Open Endnote, then click Edit | Preferences  ( click EndNote | Preferences)
  • The EndNote Preferences Window will now appear, as in the example at right. Select Find Full Text from the left hand panel.

Ensure that each of the check boxes are ticked in this window and enter the following addresses in the corresponding  fields:

  • OpenURL Path:

  • Authenticate with URL:
     (include the “=” in the last URL)

Click OK (MAC - follow the steps above, click Save, then close the EndNote Preferences Window).

Find Full Text Window


  • Highlight the reference(s) to be checked (you can select up to 250 at a time), then click the Find Full Text icon OR select Find Full Text from the References drop down menu


  • Enter your University login details on the Find Full Text Login screen (see right), click Login, then Continue on the next screen.


  • EndNote will now search for the PDF files and attach to the appropriate record. 
The Find Full Text Group Set will appear in the Groups pane – this group set provides details of the number of PDFs found and attached, PDFs not found, or URLs for PDFs that were found but could not be sourced. Find Full Text Group

Reasons why Find Full Text may not locate a PDF:

  • The University of Newcastle Library does not have a current subscription to access the article
  • The article is too old to have a PDF available online
  • The article is 'buried' in an aggregated database and does not allow individual articles to be located
  • The journal has embargoed access to current articles
  • The publisher website does not support or allow this capability
  • Proxy or firewall issues are preventing access.