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EndNote: Collaborating/Sharing

Using EndNote to manage your bibliographic information.

Hints and tips

  • The traveling library does not include Notes, Abstracts, or Figures
  • If collating separate documents with EN citations into one document - do not unformat the citations unless you have exported the travelling library into your own library as the field codes contained in the citations wil be lost


Collaborating using EN and EN Online

Library Sharing in EndNote X7.2 and up

EndNote X7.2 and later offer you the capacity to share your entire library with up to 100 other EndNote users, no matter where they are located.
How library sharing works:
- To start sharing a library, make sure you are using AT LEAST version X7.2 of EndNote, open the EndNote library, and select File --> Share.
- If you don't yet have an online account, you will need to create one.
- Share your entire EndNote library, including references, PDFs, and annotations.
- There is no library size limit, and no charge for unlimited cloud storage.
- Everyone can add to, annotate and use the library at the same time.
NB If you are sychnronizing your main library online and across devices, only this library can be shared.

The Travelling Library

Formatted EndNote citations in a document contain all the necessary information you need for referencing. Colleagues can create their own EN libraries and use the CWYW feature in Word to write. These documents can then be emailed to the coordinator who can combine these separate documents into a final Word document with the combined reference list/bibliography appearing at the end of the document.

N.B. Do not unformat your citations during this process as the field codes contained in the citations will be lost.

The Travelling Library can also be imported into another person's EN library. Email/send a formatted Word document to a colleague - the recipient opens the Word document and uses the Export the Travelling Library option under Export to EndNote to export the references contained in the document to their own EN library.


  The references can be exported to an existing EN library or a new EN library.


N.B. References added from a Travelling Library will take on new record numbers in the EN library to which they have been added.

You can also import formatted references contained in a Word document into an open EN library - this option is found under Tools - Cite While You Write [CWYW] - Import Traveling Library.


Multiple People Accessing one library

Multiple users can access an EndNote library simultaneously in read-only mode. This allows users to search for references, cite them in their papers and create bibliographies. EndNote does not allow multiple users to edit a single library at the same time.

The simplest way to set up an EndNote library for shared network access is to use the network’s system of file permissions to control the type of access allowed for users and groups. Except for the person who posts the database, grant all users read-only access.

Use Windows Explorer to change the Properties of your EndNote library, select the Read-Only attribute for the .ENL file and the .DATA folder.

One person should be assigned the responsibility for maintaining and updating the library at a separate location, this user should be granted full access to the file. Then, periodically post the updated library on the network for all other users, with read-only access.


Merging Libraries

You can merge libraries by either importing one library into another or copy references from one library to another. The newly added references will be assigned new record numbers in the order that they are added to the library.

See the information in this guide on Merging/Combining Libraries:


Group Collaboration using EndNote Online

If you are collaborating on a document and need to share references you can use the Shared Group option in EN Online.

In EN Online you can create your own groups as in the the desktop version of EN but will not be able to create Group Sets.

In EN Online you can also allow other people to share your groups or you can share others' groups. You can give others edit or read only access to the references in your shared groups.

More information on this option can be found in this guide in EN Online - Group Collaboration