Now available: AI-powered summaries, reference chat and smarter reference discovery. Read more here.
Summary
If your organisation is purchasing EndNote to share and collaborate on a library, the library should be set up correctly from the start. EndNote Library Sharing relies on EndNote Sync and allows colleagues to work with the same library using defined access permissions.
The guidance below applies to both academic and commercial organisations and covers setup, sharing, storage, collaboration and long-term ownership of a shared EndNote library.
Benefits
Using EndNote Library Sharing allows your organisation to:
- Collaborate on a common EndNote library.
- Give colleagues Read & Write or Read-Only access.
- Keep shared library changes synchronised between users.
- Monitor activity within the shared library.
- Maintain continuity if responsibility for the library changes.
Recommended resources:
-
Process of EndNote Library Sharing — The best overall starting point. It explains the complete workflow: EndNote Online account setup, synchronising the library, inviting collaborators, permissions, and opening a shared library. It also explains important limitations such as one synchronised library per EndNote Online account and the number of users that can be invited. Process of EndNote Library Sharing
-
Share your EndNote library for real-time collaboration — A clear practical guide to sharing a complete library with colleagues. It covers File > Share..., Read & Write versus Read-Only access, invitations, opening shared libraries and managing collaborators. Share your EndNote library for real-time collaboration
-
How to sync your EndNote library — Essential background because Library Sharing relies on EndNote Sync. The article explains how to connect EndNote Desktop with EndNote Online, perform the first sync, work on additional computers and understand sync conflicts. It also stresses that Sync is not a replacement for a backup. How to sync your EndNote library
-
How to open a shared library — A useful article to send directly to colleagues who have been invited. After accepting the invitation by email, they open the library through File > Open Shared Library. The first opening downloads and synchronises the complete shared library. How to open a shared library
-
Storage location for EndNote libraries — Highly recommended as a preventive article. An EndNote library should be stored locally and not inside a folder actively synchronised by third-party services such as iCloud, Dropbox, OneDrive or Google Drive. This is particularly important when EndNote Sync and Library Sharing are being used. Storage location for EndNote libraries
-
Where are EndNoteOnline libraries stored/saved on my computer? — Useful for recipients of a shared library who need to understand where EndNote stores the locally downloaded shared library. The article provides the relevant Windows and Mac locations. Where are EndNoteOnline libraries stored/saved on my computer?
-
EndNote – the shared library activity feed — Useful for teams already collaborating in a shared library. The Activity Feed shows changes and activity within a shared library, including information about who has made changes and when members join. EndNote – the shared library activity feed
- Handing over an EndNote shared library when the original sharer leaves — Especially important for organisations and research groups. It explains how to transfer responsibility for an existing shared library when the original owner leaves, while preserving the existing sharing relationships. Handing over an EndNote shared library when the original sharer leaves