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EndNote: Sharing

Guidance and support material for using EndNote referencing software.

EndNote Makes Collaboration Easier

Research collaboration is made easier when you can share your EndNote Library including all the references, PDFs and annotations. All partners can add material, edit,  annotate and delete references.

Help with EndNote

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

IMPORTANT - PLEASE READ

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.

Requirements for Sharing EndNote Libraries and Groups

When sharing EndNote Online Groups and Libraries:

  • Always take frequent back ups of your EndNote Desktop library (File > Compressed Library)
  • You and the colleagues you are sharing your group or library with must have an EndNote Online account.
  • You must synchronise your Library with your EndNote Online account prior to sharing it and then synchronise it frequently so that the person sharing it will see the most up to date version

Sharing an EndNote Library or Group

Sharing an EndNote 20 or 21 Library or Group from EndNote Desktop 

  1. Backup your EndNote Library (File > Compressed Library) and save your back up.
  2. Synchonise with EndNote Online (Library > Sync)
  3. To share your Library: go to File and select Share.
  4. Alternatively to share just one Group: Right-click the Group you wish to share and choose 'Share Group' (Groups menu > Share).
  5. Enter email address(es) of colleagues you wish to share with (this must be the email address they use to login to EndNote Online).
  6. Assign permissions (e.g. Read & Write, or 'Read Only').
  7. Click 'Invite'.
  8. The colleague you are sharing with, will receive an email notifying them that they can access the group via the link to http://my.endnote.com

Your colleague will see the shared Library on the left menu of their EndNote Library (either EndNote desktop or EndNote Online account (https://www.myendnoteweb.com).

Using Cite While You Write with a Shared Group

  1. Backup your EndNote Library (File > Compressed Library) then Sync with EndNote Online.
  2. Open EndNote Online.
  3. Go to Organize > Other's Groups
  4. Check 'Show' and 'Use for Cite While You Write' for the shared Group you are citing from.
  5. In your Word document, click EndNote.
  6. Click 'Preferences', select 'Application' and select 'EndNote online' from the Application drop-down list.
  7. You should now be able to cite references from the shared Group. If the references are not appearing, try closing your document, close your EndNote Library and open them again.

Note: the EndNote ribbon in your Word document looks slightly different when you are working with EndNote Online.
There are fewer options e.g. instead of 'Edit & Manage Citation(s)' there is a simple 'Edit' button (but that gives most of the same option to add page number etc.) and there is no  'Edit Library Reference(s)' so for this function, simply go to EndNote Online, edit the reference and then back in your Word document click 'Update Citations & Bibliography' as usual. There is also no categorize or Manuscript Matcher buttons.

Creating an EndNote Online Account

There are two methods to create your online account:

1. Via EndNote Desktop:

  1. Open EndNote.
  2. Select the Edit menu.
  3. Click on Preferences > Sync > Enable Sync.
  4. Click on the 'Sign Up' link.
  5. Follow the prompts to create your account.
  6. To use your online account go to https://www.myendnoteweb.com.

2. Via Web of Science (WoS)

  1. Access Web of Science database via the Library A-Z Online Resources.
  2. If you already have a Web of Science Account, click Sign in.
  3. Click on Products > EndNote at top right.
  4. Click on the 'Register' link (may not be required if you have a WoS account).
  5. Follow the prompts to create your account.

 

Sharing an EndNote X8 or X9 Library

Sharing an EndNote X6 or X7 Library