Library: EndNote: Information and User Guide: Sharing your EndNote library

Sharing your EndNote references

If you need to share your EndNote references with colleagues, there are 2 ways you can do this.

You can share a group or groups
You can share your entire EndNote library

With either option, you must set-up an EndNote Online account and fully sync your library first.

Sharing EndNote groups

If you have created groups in your EndNote library, you can share them with colleagues and collaborators.

It is not necessary for recipients of your group share to have access to the EndNote desktop software.

You can share a group with up to 1000 EndNote desktop or online users. Groups can also be shared with colleagues using the free version of EndNote online.

Notes on sharing groups:

Smart groups and group sets cannot be shared.
Attachments are not shared when sharing a group.

To share a group:

Select the group in EndNote
Select Share Group from the Groups menu
Enter the email address (or addresses) of the people that you would like to share the group with
For each person, use the drop-down box to select the desired access level: Read & Write or Read Only
Click Invite

The icon by your group will change to show that it is now being shared.

Your colleagues will receive an email telling them a group has been shared with them. When they next open their synced EndNote library, they will see your group listed under the Groups Shared by Others group set. They will be able to access the references online and use them in their word-processing documents using Cite While You Write's EndNote Online option.

To remove someone from a shared group, or to change their permissions:

Select the custom group in EndNote.
Select Share Group from the Groups menu.
Click the Settings (the Gear icon) button to the right of a person's name.
Select from the following options:
- Remove: This will remove them from your shared group. They will no longer have access to
- your references.
- Remind: This will allow you to remind people they have access to your shared group.
- Read Only: If their current permission level is Read & Write, this will change it to Read Only.
- Read & Write: If their current permission level is Read Only, this will change it to Read & Write.
Make your changes and click the Close button.

Sharing your EndNote library

You can share your entire EndNote Library with up to 399 other EndNote users.

Recipients of your library share must have access to the EndNote desktop software (version X9.3 or above) and a library that is synced to their EndNote Web account.

Once you share your library, recipients will have real-time access to your entire library, including references, attachments, notes and annotations.

Notes on sharing your library:

You can only share one library with others, but multiple libraries can be shared with you.
All members of the shared library must be logged in to their EndNote Web account with sync preferences set up to send and receive changes.

To share your library:

Open your sync'd library
Go to File > Share
If you are not logged into EndNote online, you will be prompted to do so
The Share dialog box will pop up
Enter the email address (or addresses separated by commas) of the people that you would like to share the group with.
For each person, use the Permission drop-down box to select the desired access level: Read & Write or Read Only
Enter an optional message if desired
Click Invite

Go to File > Share
Click on the settings cog for the recipient who's access you wish to amend
Select from the following options:
- Remove: This will remove them from your shared library. They will no longer have access to
- your references.
- Remind: This will allow you to remind people they have access to your shared library.
- Read Only: If their current permission level is Read & Write, this will change it to Read Only.
- Read & Write: If their current permission level is Read Only, this will change it to Read & Write.
Remove their access or amend their permission level
Click on Close

Although sharing your EndNote Library with colleagues is now easier, adhering to copyright regulations is still important.

Not all attachments can be shared - especially if the document is from a subscribed publication. Therefore, you are advised not to share or distribute your EndNote Library, if it contains attachments, with someone from an institution "outside" of the EMHS or SMHS.