EndNote: EndNote Backup

Storing Your Endnote Library

It is essential that your Endnote Library is stored on your local hard drive. Do not store it on cloud storage services like OneDrive, Dropbox, or Google Drive. These services may corrupt your Endnote Library. 

On University laptops and computers store your EndNote Libraries and Data folders at C:\{Username} e.g. C:\msm4.

This PC > Windows (C:) > Username (e.g. MSM4)

Backing Up Your Endnote Library

Create back-ups frequently using the Compressed Library option (EndNote > File > Compressed Library).

Store your back-up library in OneDrive and restore it to your hard drive if you need to at any time.

Syncing your Endnote Library

If you work between different devices you must synchronise your data via EndNote Online. If regularly synchronised, EndNote Online can provide an additonal backup of your Library.

The Compressed Library command saves your library and data folder in a compressed .enlx file. This is the recommended method of backing up. It is also useful if you wish to send a copy of your Library to a colleague. The Compressed file may be stored in the Cloud.

1. Open your EndNote Library.
2. Click File and select Compressed Library (.enlx)
3. Choose appropriate options including With File Attachments and click Next
4. Navigate to the folder where you wish to store your compressed backup copy (a backup folder on OneDrive is recommended)
5. Rename the file if you wish and click Save.

Restoring a Compressed Library File

1. Copy the backup library to your hard drive. On University machines this should be C:\{username} e.g. C:MSM4.
2. Open EndNote.
3. Click the File and select Open Library
4. Navigate to the folder on your hard drive where your compressed backup is located and select the backup file. The backup will have a file Type = Archived EndNote Library and may show a File extension = .enlx.
   
   EndNote will covert the backup to restore your EndNote Library (.enl) and .DATA folder as required to operate EndNote.
5. In EndNote open the Library as usual.

IMPORTANT: your active EndNote Library must not be in OneDrive or other online/cloud storage as it can become corrupt. You can however, store your Compressed Library (.ENLX) to OneDrive and then restore it to your desktop/hard drive if needed.

[EndNote's alternative 'Save a Copy' method is not advised as that cannot be stored in the cloud due to risk of it being corrupted.]

If your library is larger than 4GB or 65,535 files, you will not be able to use the Compressed Libraries function (to check: right-click your .Data folder and select Properties).

In this case, you will need to create a copy of the library. 

1. In EndNote Desktop, click File then choose Save a Copy.
2. Give your copy a unique name to differentiate it from your working Library.
3. This will create two files, a .enl file and a .Data file. Make sure you keep both files together.
4. To store the copy library in a different location (e.g. OneDrive):
   • Compress the files using a third party file compression software such as 7-Zip (available from AppsAnywhere and further guidance available on UniDesk: http://stir.ac.uk/381).
   • If you are not able to zip the files, copy and paste both the .enl file and .Data file to OneDrive but be sure not to click on them or open them within OneDrive or other cloud storage.

EndNote on a Mac: Backup as a Package

When using the Save a Copy option on a Mac, users also have the option to save their EndNote Library as a package (.enlp). EndNote will create a folder with a .enlp extension - the folder will contain a copy of your EndNote Library (.enl) and data folder (.DATA). This is a neat option when storing your backup on OneDrive or other Cloud storage as it keeps both files together.

Note: If you need to use the packaged library e.g. to replace a damaged EndNote Library or transfer it to a Windows machine, you will need to remove the .enl and .Data folder from the package before opening with EndNote.

EndNote Online does not normally need to be backed up. However, there may be reasons that you wish to take a copy of all (or some) of the records in it e.g. if there are issues getting it to sync with your desktop library, or if you want to use these references to populate a different reference management tool e.g. Mendeley.

1. Create your export list in your EndNote online library.
2. Click on the “Format” tab and then click on “Export References”.
3. In the “References:” drop down select the export list
4. Change the “Export Style:” to “RefMan RIS Export”.
5. Click “Save:”

You should now have a text file that you can keep as a backup. You can import this file to an EndNote Library (e.g. to create a new library, or to add references not already in an existing library). Instructions for importing to EndNote are below but these will be slightly different if you are importing e.g. to RefWorks or Mendeley (ask the Library staff if you require assistrance).

6. To import the exported file into EndNote, open your EndNote program
7. Open an existing library or create a new library to import the EndNote online references.
8. Click on File > Import > File (on Windows) or File > Import (On macOS).
9. In the Import dialog, click “Choose” or “Browse”  and select the export file.
10. Select "Reference Manager (RIS)" as the “Import Option”.
11. Change the “Duplicates:” option to your requirement. 
12. Set the “ Text Translation” to "No Translation" and then click on “Import”.

You should now be able to see the references in your EndNote desktop.

Further information.

It is important to regularly backup your EndNote Library especially if you plan to make changes e.g. alter your preferences (sync, reference types etc.),  globally edit or annotate a particular field, upgrade your EndNote software etc.

EndNote advises NOT to create your Library in a cloud environment, such as OneDrive, Dropbox or Google Drive as your EndNote Library may become corrupt or damaged. You can however, save a compressed backup file in the Cloud and restore it to your desktop/hard drive if needed.

Each EndNote library is made up of a file with the extension .enl plus a corresponding .DATA folder (this includes your PDFs, other attachments, figures, groups etc). The best method to back up both files together is to create a Compressed Library.

The EndNote Compressed Library function can only backup files which are less than 4GB or 65,535 files and may give the following error message: 

"Endnote cannot save or create this file. Make sure the disk you want to save the file on is not full, write-protected, or damaged."

To check the size of  your Library:

• Go to the location on your hard drive where your Library is located (e.g. C:\MSM4) 
• Right-click your .Data folder and select Properties.

If the size is greater than 4GB or 65,535 files, use the Alternative Backup for Large EndNote Libraries to copy your Library

1. Locate and copy the back up copy you wish to use. Your backup may be:
   • An EndNote compressed lLbrary - it will have a .enlx file extension.
   • A copy of your EndNote Library (.enl) and also your data folder (.Data). You need both to restore your Library.
   • A packaged copy (Mac Users only) - you need to open it and copy the .enl file and .Data folder.
   • A copy "zipped" using third party compression software (e.g. 7-Zip). You need to unzip it and and copy the .enl file and .Data folder.
2. Past the backup to the location for EndNote on your computer's hard drive. On a University machine this should be C::[username} e.g. C:\MSM4 but on a personal machine might be C:\ Documents.
3. Rename the file(s) to distinguish them from any corrupt versions.
4. From its new location on your computer's hard drive, open the Library by clicking the .enlx file or the .enl file and start using the Library as your current working version.

Your Library should be restored to the date at which you took the backup. Unfortunately, references and files added later will be lost.

If your Library is not already on your local hard drive at C:\{Username}

1. Create a folder with your username if you don't have this already
   
2. Essential: Back up your EndNote Library/Libraries (EndNote > File > Compressed Library)
3. Cut and paste the following from the incorrect location to C:\{Username}:
   • Your EndNote Library/Libraries files - these have a .enl file extension.
   • Your EndNote data folder. This has the same name as your EndNote Library and a .Data file extension.

Check the guides on this EndNote help page. Check the tabs at the top for more information.

If you can't find what you need contact library@stir.ac.uk

If you regularly sync your EndNote Desktop Library with your EndNote Online account this will provide a limited backup to your basic references.

Be aware that EndNote Online does not have the full functionality of EndNote Desktop and if this is your only backup you may lose your Group Structure, Customised fields and other features. It is best to take regular backups using Compressed Library function (File > Compressed Library (.enlx).

For more information on synchronising your Library see the EndNote Mini Guide and EndNote Online guide at http://libguides.stir.ac.uk/endnote