Bibliography Management Tools
Bibliographic management software enables users to organise, import, and manage references, assisting in the creation of bibliographies and the insertion of citations into academic texts.
Among the many software solutions available, the University Library Service recommends:
The Library Service also offers training courses on the use of these tools for all members of the University of Milan community (see the calendar). Introductory and other in-depth materials are made available on the website.
Comparative tables
| Feature | EndNote Basic | EndNote 21/2025 | Mendeley Institutional |
|---|---|---|---|
| Cost | It's included in the subscription of Web of Science and provides a few more features than the free version | Purchased by the University | The Institutional version is available through an agreement with Elsevier. A free version with limited features is also available |
| Access | Online version | Desktop and online version | Desktop and online version |
| Operating System | Web browser, no need for installation | Windows, Mac | Windows, Mac, Linux |
| Storage space for attachments | 2 GB | No limits of storage | 100 GB |
| Importing citations from databases | Yes (RIS format, Online Seaarch or Direct export) | Yes (RIS format, Online Seaarch or Direct export) | Yes (RIS format or via Web Importer) |
| Importing citations from catalogues | Yes (RIS format, Online Seaarch or Direct export) | Yes (RIS format, Online Seaarch or Direct export) | Yes (RIS format or via Web Importer) |
| Importing full-text articles | Yes, via EndNote Click browser extention | Yes, via EndNote Click browser extention | Yes, via Mendeley Web importer plug-in |
| Automatic retrieval of citation data from PDFs | No | Yes | Yes |
| Ability to annotate PDFs | No | Yes | Yes |
| Exporting annotated files | No | Yes | Yes |
| Citation styles | More than 4,900 citation styles available | More than 7,000 citation styles available | Almost 7,000 citation styles available |
| Inserting and managing citations in texts | Yes, via Cite While You Write plug-in (available for Windows and Mac) | Yes, via Cite While You Write plug-in (available for Windows and Mac) | Yes, via MS Word plug-in (recommended) or Mendeley Cite |
| Collaboration and data sharing | Yes (reference sharing only) | Yes (the whole Library) | Yes, with team creation |
| Ability to create document structure (chapters, sections, etc.) and export to Word | No | No | Yes (RTF format only) |
| Available as a mobile app | Yes, only for iOS | Yes, only for iOS | Yes (for Android and iOS) |
| Key advantages | Can be accessed from any internet-connected device. Mac-compatible | Available both locally and remotely. Mac-compatible | Fairly easy to use. Available both locally and remotely. Compatible with Mac and Linux |
| I need to... | Recommended Tool(s) | Why? |
|---|---|---|
| Work on multiple computers or devices | EndNote Basic EndNote Web Mendeley | EndNote and Mendeley also offers a desktop version that syncs with the web version |
| Work offline | EndNote 21/2025 Mendeley | Both allow you to keep a local archive on your computer and work without an internet connection |
| Manage a large number of citations | EndNote 21/2025 Mendeley | Each tool is designed to handle extensive bibliographic data |
| Store and manage a large number of attachments | EndNote 21/2025 Mendeley | EndNote 21/2025 provides limitless storage. Mendeley Institutional offers 100GB of storage. EndNote Basic includes 2GB of storage |
| Share bibliographies with a research group | All tools | Each tool allows users to share references with collaborators |
EndNote
EndNote, developed by Clarivate, is a reference management tool closely integrated with Web of Science and with our Minerva catalogue. It allows users to search, organise, and share bibliographic references. A plug-in installation is required to incorporate references into academic writings.
Key features of EndNote include:
- Organising and sharing references for research and writing;
- Selecting the appropriate citation style;
- Inserting citations directly into Microsoft Word documents;
- Creating bibliographies.
EndNote is available in three versions: Basic - ideal for beginners who are preparing their final thesis; Desktop (EndNote 21 and EndNote 2025) - suitable for advanced users who need large storage space and desktop use; iPad version - for mobile access.
EndNote 2025 is similar to EndNote 21, but with some additional features based on artificial intelligence, such as:
- AI Key Takeaways: it extracts key insights and takeaways from individual papers;
- Find a Journal: available directly in Cite While You Write plugin, it helps you finding the best journal match for your work using key elements of your manuscript (available only for Google Docs and Word Online CWYW with EndNote 2025, it's unavailable for Word Desktop CWYW plugin).
Follow the instructions at the EndNote page on the UniMi web site (in Italian).
Then you need to connect your EndNote 21 or EndNote 2025 desktop account to EndNote Web. Follow the steps below:
- Open EndNote 21 or EndNote 2025
- Go to Edit > Preferences > Sync and click on ENABLE SYNC
- Log into your EndNote Web account or create a new one. This will set up a connection between your desktop and web libraries
Do you already use EndNote Basic?
EndNote Basic will still be available, so if you are not an intensive user and do not need particularly advanced features (massive deduplication, large storage space, desktop use etc.), we recommend sticking with EndNote Basic.
If you are preparing your final thesis, programmes like Zotero or Mendeley, and of course Endnote Basic, are more suited to your needs.
Are you using an older version of EndNote?
Then you can follow the instructions in the attached file Upgrade to EndNote 21 or EndNote 2025.
Are you using another citation software and would like to change to EndNote 21 or EndNote 2025?
You can follow the general instructions below, bearing in mind that full data portability may not be guaranteed:
- save your references and export them in .ris format
- import them into EndNote 21 or EndNote 25
Software-specific instructions:
- to change from Citavi to EndNote, follow the instructions in the attached file Export from Citavi to EndNote
- to change from Mendeley to EndNote, follow the instructions in the attached file Export from Mendeley to EndNote
To install EndNote Click Browser Plugin, follow the instructions in the attached file EndNote Click.
For technical questions, please write to EndNote support (they are usually quick to reply): EndNote.support@clarivate.com
To learn more about how to use the software, you can check the resources made available by the vendor: LibGuides and Recorded Training
Mendeley
Mendeley, developed by Elsevier, is a bibliographic reference manager available in both web-based and desktop versions. It allows users to store and organise references, insert citations into documents, annotate PDFs, and share bibliographies with other users. It also offers iOS and Android apps and requires the installation of a plug-in.
A key feature of Mendeley is the Web Importer, which captures citation data directly from websites.
Key features of Mendeley include:
- Organising and sharing references for research and writing.
- Saving citations and PDFs from databases or the web using Mendeley Web Importer.
- Selecting the most suitable citation style and modifying it automatically from a vast selection.
- Inserting citations directly into Microsoft Word documents.
- Structuring research papers with chapters and sections, exporting them in RTF format.
- Creating bibliographies.
Through an agreement with Elsevier, all University of Milan users have access to the Institutional Edition of Mendeley, which offers extended features, including 100GB of storage (compared to the standard free version) and unlimited group creation for collaborative research.
To activate the Institutional Edition, users must register while connected to the University network. After this initial registration, access will also be available from home, provided that users log in via the University network at least once a year to maintain access rights.
As announced in an email sent to all users on 1 January 2022, the Mendeley Desktop application is no longer available for download as of 1 September 2022 and has been replaced by Mendeley Reference Manager (MRM). Users who have already installed Mendeley Desktop may continue using it, but its support will eventually be discontinued. Mendeley will notify users well in advance before deactivating the software.
The Mendeley plug-in for Word is not compatible with Microsoft 365. Users of the University-provided Microsoft 365 suite can use Mendeley Cite instead.
For any queries or support, users can contact supporto.office365@unimi.it
Mendeley also offers a comprehensive collection of guides and resources to assist users.
