EndNote 20 for Windows

There are several ways of collaborating with others using Endnote:

• Endnote Sync (see the Endnote Sync page of this guide)
• Endnote Online
• Traveling Library

Use the table below to determine which method suits your needs.

To share an entire library with up to 100 other Endnote users

1. Open your designated Sync library (for instructions on syncing a library, see steps 1 through 5 on the Endnote Sync page of this guide)
2. Click File > Share
3. Enter email addresses of desired individuals in the designated field. Next to Permission, select Read & Write to give collaborators the ability to edit the library contents. Select Read Only to allow collaborators to view and download references, but not make edits to the library. 
4. Click Invite.

Related Tasks/Notes

• To remove a user or edit their access rights,  go to File > Share. Click the gear icon to the right of the user's name. Select Remove to remove the user from the shared library, or select the desired access permissions.
• To open a library someone has shared with you via Endnote Online: 
  • Click Accept Invitation in the invitation email
  • When prompted, sign into or create an Endnote account
  • Open the Endnote desktop app. Select File > Open Shared Library.  
  • Select the desired library, and click Open
  • Note that this will not save the library to your computer. Rather, you are simply accessing the data online via your desktop Endnote application.
• Only the owner of the library can share the library with additional users. 

To share a group or group set with up to 100 other Endnote users

Note: If you share a group or group set, those you have shared with will not have access to PDFs and other file attachments. To share PDFs, you need to share an entire library via the method above.

1. Open your designated Sync library (for instructions on syncing a library, see steps 1 through 5 under the Endnote Sync section of this guide
2. Right-click on a group in the left-hand column, and select Share Group
3. Enter email addresses of desired individuals in the designated field. Next to Permission, select Read & Write to give collaborators the ability to edit the library contents. Select Read Only to allow collaborators to view and download references, but not make edits to the library. 
4. Click Invite.

Related Tasks

• To access a group someone has shared with you via Endnote Online: 
  • Click Accept Invitation in the invitation email
  • If you have a synced library, the shared group will appear in the left hand column under Groups Shared by Others. Click on the group name to open the group in Endnote online.
  • If you do not have a synced library, log into Endnote online (or create an account). Click on the desired group under Groups Shared by Others in the gray box on the left side of the page.

A Traveling Library refers to the citations in your Word document that were entered using EndNote. As each formatted citation in your Word document is saved with field codes that embed reference data in the document, you can share your Word document without having to send the whole EndNote library, and you can also collaborate with other authors on a paper without each author having the same EndNote library.

When you receive an Microsoft Word document that has been created with EndNote citations you can export the “traveling library” from Word into a new or existing EndNote library on your own computer by following these steps:

To Export a Traveling Library

1. Open your document in Word. 
2. Go to the EndNote tab.
3. Select Export to EndNote, then Export Traveling Library.
4. This next step depends on whether you have worked with this Word document and the associated library before.

    

   You are the owner of the first library that was used to edit the document	If you are a collaborator and are exporting the traveling library from this document for the first time	If you are a collaborator and have previously exported a traveling library for the document in question
   Select An existing Endnote library, in the pop-up window.  Click Browse and select the original library you used for the Word document. Click Open. Any new citations will be added into the existing library.	Select A new Endnote library in the pop-up window Click Ok	Select An existing Endnote library, in the pop-up window.  Click Browse and select the same library to which you exported the traveling library last time. Click Open. Any new citations will be added into the existing library.

5. After exporting, select Update Citations and Bibliography. This will reconnect your EndNote Library to your Word document, and ensure that your newly downloaded citations are linked correctly. 
6. Before you add any new citations to the document, you will need to copy them or add them to the traveling library you exported.

Download a guide on Library sharing directly from EndNote.