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My Bibliography

Created: ; Last Revision: October 2, 2017.

Estimated reading time: 11 minutes

My Bibliography is a reference tool that helps you save your citations from PubMed or, if not found there, to manually upload a citations file or to enter citation information using My Bibliography templates. My Bibliography provides a centralized place where citations are easily accessed, exported as a file, and made public to share with others.

A feature of interest to eRA Commons users, Award view, allows them to see whether their publications comply with the NIH Public Access Policy, to start the compliance process for journal articles, and to associate their publications to awards. In addition, HRA grantees are able to associate their publications to their HRA awards in My Bibliography.

Section Contents

Creating a Bibliography

There are four options to populate a My Bibliography collection with author-specific citations: directly from PubMed, using a search tool in My Bibliography to add PubMed citations, using a template for publications not found in PubMed, or uploading citations from a file.

Adding Citations Directly from PubMed


Make sure you are signed in to My NCBI.


Run an author search.


Select the citations you want to add to My Bibliography, and then click the “Send to” link to expand the drop-down menu. If, instead, you would like to send the entire search results to My Bibliography, proceed to click the "Send to" link to expand the drop-down menu.


Select the destination “My Bibliography” (a message indicates the number of citations selected to be copied to your bibliography) and click “Add to My Bibliography.”

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5. In the resulting page, select “My Bibliography” to keep the selected citations in your personal bibliography. Use “Other Citations” to store citations of publications that you did not write (see, Storing PubMed Records in Other Citations).

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Adding PubMed Citations in My Bibliography

Use the My Bibliography search tool to add PubMed citations:


Sign in to My NCBI and go to My Bibliography. Click “Manage My Bibliography.”

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2. Click the Image mybibliography-Image005.jpg button.

3. Enter an author full name, or last name and initials in the search box, and click “Search PubMed.”

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4. Select the citations you wish to add to your My Bibliography collection and click “Add to My Bibliography.” Close the window and the newly added citations will immediately display in My Bibliography.

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Adding Citations Manually

Use My Bibliography templates to create citations for publications not found in PubMed:


Sign in to My NCBI and go to My Bibliography. Click “Manage My Bibliography.”

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2. Click the Image mybibliography-Image008.jpg button.

3. Select the type of publication to be entered manually: journal articles, books/chapters, meeting abstracts, presentations, patents, dataset/database, software, interim products and non-standard citations. Enter the publication information in the fields provided. All required fields are denoted with a red asterisk.

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My Bibliography has multiple templates with fields pertinent to each type of publication (see list in the image above). For example, to enter information for articles that are being published ahead of print, also called preprint articles:


Click the Image mybibliography-Image008.jpg button.


Select the option “Interim products.” All required fields are denoted with a red asterisk.


Enter the research manuscript title and author name.


Select the “Preprint” from the Interim Product Type drop-down menu.


Enter the manuscript posted date. Enter revision date (if available).


Enter institutional repository name; where the manuscript is stored.


Enter the work assigned DOI. Note that NIH preference is to include DOI information. For further information on requirements, see the NIH Grants FAQ for Interim Research Products.

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Adding Citations from a File

Use a file that has citations in either the MEDLINE or RIS format to add citations to your My Bibliography collection.


Sign in to My NCBI and go to My Bibliography. Click “Manage My Bibliography.”


Click the Image mybibliography-Image011.jpg button.


Upload a file with citations in either MEDLINE or RIS format. A confirmation message indicates the number of citations added to your My Bibliography collection.

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4. In the cases where a file has citations in a format other than MEDLINE or RIS, a message indicates that the format is not supported.

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Viewing and Downloading Citations

Sign in to My NCBI. You can immediately see your most recent citations in the My Bibliography portlet. To view all citations available in your bibliography, click on the hyperlinked number of citations (A in the image below) or click “Manage My Bibliography” (B).

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The default display in My Bibliography is List view, which has all citations that are included in PubMed hyperlinked. Click on each article title to view all information related to a citation in PubMed. Each citation in My Bibliography also displays a link to Related Citations, and when available in PubMed Central, a link to Free full text and/or a link to Cited in PMC. In addition, the List view displays a Related PubMed Citations portlet, which presents a brief list of citations recently added to PubMed. Citation retrieval for this portlet is based on the research topics found in the citations stored in My Bibliography. This portlet is updated on a weekly basis.

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To view multiple citations at once click the “View” button (A in the image below). To view your citations without hyperlinks, go to “Display Settings” (B) and select Print.

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In the image above there are four buttons which facilitate moving, downloading or suggesting citations.

To move a citation from My Bibliography to “Other Citations” (a separate bibliography where you can store citations to publications written by other researchers), select the citations you wish to move and click the “Move” button (C in the image above).

To copy citations to a new collection or add them to an existing collection, click the “Copy” button (D).

To suggest individual citations to others, select the citation(s), click the “Suggest” button (E) and then enter the recipient’s name and e-mail address. Multiple recipients can be added to receive citations using the “Suggest” feature.

To download selected citations from My Bibliography in MEDLINE (text) format, click the “Download as text” button (F).

To download all your citations from My Bibliography in MEDLINE (text) format, click the “text file MEDLINE format” link (G).


  • Award view is available through “Display Settings” for eRA Commons users. The Award view feature is explained in detail in Managing Compliance with the NIH Public Access Policy
  • When using the “Suggest” feature to send citations to others, the article titles are hyperlinked to lead to the corresponding records in PubMed
  • When adding citations manually to My Bibliography, there will be no hyperlink for the citation title unless the citation exists in PubMed. These manually entered citations will continue to be displayed with a pencil icon Image mybibliography-Image017.jpg for you to edit if necessary

Sorting Citations

There are three ways to sort the order for My Bibliography: by publication date, first author, or publication title. Click on “Display Settings” to view all three sort options.

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When sorting by date: citations are sorted by newest to oldest. Citations are not sorted by Entrez date but the date a citation was published.

When sorting by author: citations are sorted by the first listed authors in alphabetical order

When sorting by title: citations are sorted alphabetically.


  • The default setting for the Sort option is to group by Citation Type (journal articles, books/chapters, etc.). You may change this default option to “none,” in which case all citations will be listed together in one list
  • Meeting abstracts have two different dates: conference date and publication date. When listed in My Bibliography with sorting by Date and No Grouping, the publication date will be used to determine the sort date
  • When a publication has both a print date and Epub date, the print date will be used for sorting dates

Deleting Citations

To delete citations, start by clicking the “Manage My Bibliography” link.


Use the check boxes to select citations to delete and then click the “Delete” button.

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2. A pop up message will ask you to confirm your action. Note that deleted citations can only be re-stated by loading the citation from PubMed or entering it manually through My Bibliography templates.

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Managing Compliance to the NIH Public Access Policy

Using the Award display in My Bibliography, eRA Commons users are able to see whether their publications are compliant with the NIH Public Access Policy, to start the compliance process and to associate their publications to NIH extramural awards. The Award feature is only available to eRA Commons users who have awarded grants in their portfolios. The icon Image mybibliography-Image021.jpg verifies that an eRA account has been linked to a My NCBI account.

Checking your Publications Compliance Status

To see whether your publications are compliant or not, go to My Bibliography and click the link “Manage My Bibliography.” From the “Display Settings” drop-down menu select “Award” view, and click the Apply button. The default sorting option with Award view is “Public Access Compliance” (as shown in the image below), however, you may select the sort option you prefer. When selecting “Award” under Grouping the citations associated with awards will be listed first.

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On the resulting screen each citation is marked with visual cues Image mybibliography-Image023.jpg that indicate the peer review article compliance status.

Journal articles that are compliant with the NIH Public Access Policy are marked with a green dot and have the PubMed Central citation Id (PMCID) number listed. In the below example, an NIH award Id is also associated to the citation.

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Articles newly submitted to the NIH Manuscript Submission system are considered in process and are marked with a yellow dot. Note that the article has been assigned an NIHMS ID number.

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A red dot indicates that the article is non-compliant. The compliance process can be started by clicking the red dot or “Edit Status.” NIH funding information can be added to this citation by clicking “Add award.”

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A question mark indicates that compliance with the NIH Public Access Policy cannot be determined without additional information. Click "Edit Status" to enter supporting information for the citation.

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Articles that were accepted for publication prior to April 7, 2008 are not covered by the NIH Public Access Policy. These citations are marked as not applicable (this status is also automatically applied to citation types that are not journal articles, e.g., book chapters, patents, presentations).

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Initiating Public Access Compliance

Activate the pop-up wizard by clicking either a red dot Image mybibliography-Image029.jpg or click the question mark Image mybibliography-Image030.jpg or “Edit Status.”

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The wizard helps users to begin a manuscript submission, link to a previously-submitted manuscript, or determine if their citation is exempt from the policy.

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Associating Funding to your Publications

Assign Awards is a My Bibliography feature that is used to associate or disassociate grants to citations. It consists of three tabs: NIH Awards, HRA Awards (Health Research Alliance) and Search/Add other Awards.

To associate multiple citations with awards at once, select the citations you wish to associate to awards and click the Image mybibliography-Image033.jpg button. Select the appropriate tab and choose the pertinent award(s) id (s) from the list presented to you under “My awards” and click “Save.”

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To associate individual citations to awards, click the “Add award” link and select the pertinent award(s) id (s) from the list presented to you, and click “Save & Close.”

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The NIH and HRA Awards tabs

The “My awards” section (see Assign Awards window above) provides a list of awards associated to your personal profile. The “Other awards” section displays those awards that are not associated with your personal profile, but have been linked to citations in your My Bibliography collection.

To add or delete award associations from either list to your citations, check or uncheck the checkbox next to an award and click the “Save” button. In some cases, it is not possible to deselect awards through the Assign Awards window. For example, if a grant association was created in the NIH Manuscript Submission (NIHMS) system or if a grant was linked to one of your citations by the grant owner, in both cases the award checkboxes will be disabled. Contact the eRA Commons or NIHMS help desks for assistance in removing disabled award associations for your publications.

The Search/Add other Awards tab

In the “Search/Add other awards” tab, you can search for awards using a grant number, award title or grantee name. The search box includes an auto-complete feature, which provides a list of possible grant number or name matches that are displayed as hyperlinks.

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Select an award from the list provided and click the “Search” button. A list of grantee names affiliated with the award will be provided. Check the award you wish to associate to a citation in your My Bibliography collection and click the “Save” button. The award will be listed under the citation selected in My Bibliography, and it will be listed in the “Other Awards” section of the Assign Awards window readily available to be added to other citations.

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My NCBI will notify award owners when citations have been associated to their awards and added to their My Bibliography collection. Once a citation is associated to a grant in My Bibliography or the association is made via the NIH Manuscript Submission system, the paper-grant association will be included in the PubMed record of that citation, and it will be linked to the grant in the NIH research activities database as well.

My NCBI will automatically add citations to your My Bibliography collection based on new associations made to grants awarded to you. A message will be displayed, which will provide you with a link to review the new citations added. Note that grant owners are able to remove paper-grant associations made by other users. In the case of citations created manually in My Bibliography, only grant owners are able to associate their grants to these citations.

The alert message will remain until it is dismissed by clicking on the red X to the right.

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Filtering your Citations by Publication Year, Awards, Publication Type and Paper-Grant Associations

The Award view filter provides you with a method to view your award data more clearly by limiting citation results by publication year(s), award number, publication type and paper-grant associations.

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The Publication year limits your citation results to a range of years or a single year.

The Awards filter limits your citation results by one or more selected awards. The Awards filter contains all the grants associated with an author’s citations stored in My Bibliography.

The Publication type limits citation results to either articles found only in PubMed or to citations added manually to My Bibliography.

The Paper-grant Associations limits citation results to those added through grant linking by other principal investigators (PIs) or those added through the NIH Manuscript Submission system (NIHMS) or to display only citations linked to your awards.

Creating an Award Compliance Report PDF for your Bibliography

To create a report in PDF format for your bibliography:


Go to My Bibliography and under “Display Settings” select the Award view


Select the filter “Linked to my Awards” to limit results to publications linked only to your awards


Select the citations that you wish to include in your report by checking the boxes next to your publications, or click “All” to select all citations


Click the button Image mybibliography-Image039.jpg


On the pop-up window enter your First, Middle, and Last name as well as a starting page number. Click “Download PDF”

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The resulting PDF will have the information entered in the First, Middle and Last Name fields on the upper right corner of all the pages included in the report. The compliance status will be shown in the first column and the corresponding citations will be listed in the second column. Pagination will be shown at the bottom of the page.

Sharing My Bibliography and Adding Delegates

My Bibliography is set as Private by default. However, it can be set as Public to be shared with others. In addition, users can grant access to other persons (delegates) to view and manage their My Bibliography collection. The delegate will then be able to add or remove citations to the bibliography and perform other functions.

To change My Bibliography from Private to Public:


Sign into My NCBI and go to My Bibliography.


Click the "Settings" link as shown in the image below.

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3. Under Bibliography Sharing, select the radio button for Public and click “Save.” A URL and an HTML code will be provided. You can use the URL to share with others and the HTML code to post onto a Web page.

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The option to add a delegate is available on the page above through the “Accounts Settings” link. The Delegates section of the Account Settings page displays a list of all the delegates granted access to either your My Bibliography collection or your SciENcv professional profile, or both. In the Delegates section you may add or remove delegates as well as modify the access granted (see ‘Adding and Removing Delegates’).


  • Any time someone uses the public URL/HTML to see My Bibliography; the retrieval will include all the items currently in the My Bibliography maintained by the user of the My NCBI account. Adding or deleting citations does not require an update to the public URL/HTML
  • If My Bibliography is changed back to Private, the public URL/HTML will no longer work

Confirming a My Bibliography Connection for Delegates

Delegates are persons who are granted access by My Bibliography collection owners to view and manage their bibliographies. Delegates can add and remove citations, and check whether a manuscript is compliant with the NIH Public Access policy.

Delegate invitations are initiated by My Bibliography collection owners. The collection owners log into their My NCBI accounts, and select to add a delegate (see ‘Adding and Removing Delegates’). A confirmation email will be sent to the delegate(s) added to the My NCBI account.

To confirm the connection:


Delegates must sign into their personal My NCBI account before replying to the confirmation email. To register for a My NCBI account, go to http://www​.ncbi.nlm.nih​.gov/sites/myncbi/


Respond to the confirmation email from My NCBI by clicking on the URL provided.


Click on the "Confirm Connection" button. Under Collections you should see a link for the bibliography for which you are a delegate along with a link to your personal bibliography. Note that these are separate bibliographies.

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