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Process of EndNote Library Sharing

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Whether you want to share an existing EndNote library (database) with others or build a new library as a team, both are very easy with Library Sharing.

How Library Sharing works

All participants need an EndNote desktop license and a connected EndNoteOnline account. The person who wants to share their EndNote Library with others first needs to synchronize their EndNote Library to their EndNoteOnline. Once synced, other people can be invited via EndNote Desktop to the Library Sharing. The others will receive an e-mail with a link to accept the sharing invitation.

Once accepted, the Shared Library can be opened in the invitee's EndNote desktop version.

How to set up an EndNoteOnline account on EndNote desktop 

  1. To create an EndNoteOnline account or connect your EndNote desktop application to an existing online account, open the EndNote Preferences (Windows: Edit EndNote menu, Macintosh: EndNote endnote menu) and select "Sync" from the list.

  2. Click on "Enable Sync".

  3. In the "EndNote login" window, use the "Sign up" button to create a new EndNote account, following the instructions on the screen. If you already have an account, you can continue to enter the access data ("EndNote Account Credentials") in the same window.

For more details, see How to create an account, or connect to, or elevate your EndNoteOnline to premium

How to sync your EndNote Library to your EndNoteOnline account

If you created an EndNoteOnline account using the process described above, go to EndNote>Library>Sync (in EndNote X9, you will find Sync in the Tools menu) to Sync your Library to your online account. This can take a while the first time you sync as the whole library needs to be uploaded.

In the Sync Status group to the left in the Groups panel, you can see the synchronisation's progress and success. You can also compare the data in your local library and your online account here. The data should match if synced.

How to share your EndNote Library

Once you have synced successfully, you can invite other people to share the library.
To share the library, go to File>Share in EndNote. In the open share window, enter the invitees' e-mail addresses and click the Invite button.

In the upper part of the window, you can see which invitees still have not accepted the invitation (pending) and who has accepted the invitation (member). Here you can also set access rights to the data (Read & Write or Read-Only).

You can invite up to 1000 users to Library Sharing.

How to access a shared library

To access a shared library, you need EndNote installed and an EndNoteOnline account (see above for creating an EndNoteOnline account).
You will receive an invitation to Library Sharing via e-mail. Follow the instructions in the e-mail to accept the invitation.

To open the Shared Library go to File>Open Shared Library. Select the appropriate shared EndNote Library in the opened window, which will open on your local EndNote desktop.

More information about Library Sharing

  • You can share your Library with any EndNote user with an associated online account, regardless of where that version is used. There is no demand for a common network or organization.

  • Only one library can be synchronized to an EndNoteOnline account.
    You can also access this library via www.myendnoteweb.com or the EndNote iPad app. Many libraries can be shared with you, but you can only share one library with others.

  • If you share a library, you can access it via your EndNote desktop installation, online or via your iPad. Libraries shared with you can only be accessed via your EndNote desktop installation.

  • You can revoke access to your EndNote library anytime by selecting File>Share in EndNote and selecting "Remove" after clicking the gear icon. 

  • The Library Sharing works in conjunction with the EndNoteOnline Premium account. This two-year premium subscription is included when you purchase EndNote (or by upgrading).

  • It is possible to share individual groups; these groups can then be accessed in EndnoteOnline (NOT in EndNote Desktop), and no attachments are shared.

  • You can give users access with either Read&Write or Read-only access.

  • In EndNote 20, a Library can be shared with up to 400 persons (previously 100 people).

  • In EndNote 21, a library can be shared with 1000 persons (previously 400 people)

  • No size limit in the cloud for the shared EndNote library.