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EndNote: Library Sharing with EN Online

Using EndNote to manage your bibliographic information.

Sharing Groups of References in EndNote Online

You can organise the references in your EN Online library by creating groups - however you cannot create Group Sets  in EN Online. 

If you are collaborating on a document and need to share references you can use the Shared Groups option. You can give Read only or Read-Write access to your groups. Colleagues that have access to your shared groups will see them in their Groups Shared by Others section on the left navigation pane.

Similarly colleagues can give you access to groups from their EN Online library.

Please note: File attachments are not shared when sharing groups in EN Online.

Sharing your EndNote Library (X7.2)

With version X7.2 and later it is possible to share your desktop library with others with whom you are collaborating.

To share a library you, and all colleagues you share a library with will need:

  • EndNote X7.2 or later loaded onto to the desktop. .
  • an EndNote Online account
  • an email account

Your entire library, including file attachments can be shared with up to 14 colleagues (please see important note below).
You can only share one library with others, however multiple libraries can be shared with you.
Access to someone else's library is only available from your desktop.
Anyone you have shared your library with can add to, annotate and use the library at the same time.
Access to your library is controlled by you from your desktop. An individual's access can be removed at anytime.

The syncing process between a desktop library and Endnote Online is used to share a desktop library.

IMPORTANT NOTES:

  • When you share a desktop library any file attachments, including pdf copies of articles are also shared.  These may be shared within the University of Adelaide environment for research purposes, however for COPYRIGHT reasons they cannot be shared outside the University.
  • If you are already an EndNote Online user and have a library online that is different to the one you wish to share, this library will be overwritten by the shared library. Only one library can be synced with EndNote Online at any one time.

HOW TO SHARE YOUR LIBRARY

For further information about how to share your library view the EndNote youtube clip created by Thomson Reuters.

A number of factors may impact on the way you choose to share an EndNote library.

  • Do you have just one library? or do you have multiple libraries?
  • Do you already use EndNote Online to sync your EndNote library?  This may be to share groups of references with others, or for portability of your library between computers at home or on campus.

If you have more than one library and use EndNote online you may wish to consider the following scenario for collaborating with colleagues.

  • Have an administrative staff member or research assistant create a library on their desktop and use their email address to create an online account. This person becomes the 'owner' of the library.
  • The owner of the library can provide access to the library for up to 14 people ('sharees'). This is done by invitation via email address. If the person does not have EndNote Online access already the invitation will prompt them to create an account. 
  • Even though the owner can only share with up to 14 other EndNote users, an unlimited number of libraries can be shared with the owner by other users.
  • The entire library, including attachments, is synced to all recipients and takes up as much space as it does on the owner's computer. The library can be used offline, however it can only be accessed via the File / Open Shared Library command in EndNote.
  • As long as everyone has EndNote X7.2 or later loaded and has an EndNote Online account they will be able use the full functionality of EndNote Desktop. They can add, change, or delete references and attachments and use the CWYW feature on any collaborative Word documents that are created.
  • It is recommended that the owner of the library make frequent back-ups of the library using the File / Compressed library command

If you are working collaboratively with colleagues outside the University of Adelaide it is recommended that sharing occur via an EndNote Online library by using the group sharing function instead (see box on this page for more information). In this way there are no concerns about copyright infringements because pdf attachments cannot be shared.  Links to documents are able to be shared.