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Share your EndNote library for real-time collaboration

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Summary:
EndNote’s Library Sharing feature allows you to share your entire library, including attachments, with colleagues in real time. Instead of emailing reference files or juggling multiple versions, sharing ensures that everyone stays synchronised, organised, and up to date. Perfect for research teams, co-authors, or groups managing a shared collection of references.

Benefits of sharing an EndNote library

1. Real-time collaboration

  • Team members can view and edit the same library simultaneously.

2. Full access to references & PDFs

  • Share all citations, notes, and attached PDFs instantly.

3. No file transfers needed

  • Eliminate the back-and-forth of emailing reference files.

4. Secure, controlled access

  • Assign read & write or read-only permissions.
  • Decide who can view, edit, or manage your library.
  • Never use third-party syncing (e.g. OneDrive, Dropbox, iCloud, etc) to avoid certain corruption.

How to Share an EndNote Library

Step 1 – Open your library

  • Launch EndNote and open the library you want to share.

Step 2 – Enable library sharing

  1. Go to File > Share...
  2. Sign in with your EndNote Online account (create one if needed).

Step 3 – Add collaborators

  1. In the Share Library window, enter collaborators’ email addresses.
  2. Assign permissions:
    • Read & Write – collaborators can add, edit, and remove references.
    • Read-Only – collaborators can view but not edit.
  3. Click Invite to send invitations. The receiver will get an email with all the necessary information for accessing the library.

Step 4 – Access a shared library

  • If someone shares a library with you:
    1. Open EndNote.
    2. Go to File > Open Shared Library...
    3. Select the shared library from the list.

Step 5 – Manage shared access (optional)

  • To change permissions or remove users:
    • Go to Library > Share Library... and adjust settings.

Best practices for library sharing

  • Maintain a single master library for collaboration to prevent version conflicts.
  • Assign Read-Only access for collaborators who don’t need editing rights.
  • Review permissions regularly to ensure the right people have access.
  • Combine with Sync for seamless access across devices and team members.

 

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