This post is also available in: Deutsch

In the reference management program EndNote (from version X7.2), a literature collection (library) can be shared with other people using the Share function. This can be very useful for working teams who want to write common publications or build up common literature collections.

The Share function at a glance:

To share a library, you and all persons with whom you share a library require an EndNote license ( X7.2 or higher) on the desktop, which is linked to an EndNote Online account (also known as EndNoteWeb).

• Your entire library, including file attachments, can be shared (see copyright notice below).
• You can only share one library with others, but several libraries can be shared with you.
• You can only access another person’s library from your desktop.
• Any person with whom you share your Library can add to, comment on, and use the Library at the same time (read&write) or read only. All changes can be tracked.
• You control access to your library from your desktop. A person’s access can be changed or removed at any time.

When you share a desktop library, all file attachments, including PDF copies of articles, are also shared. These may be shared within the UZH/USZ environment (within the same licensee) for research purposes, but for COPYRIGHT reasons they are not allowed to be given to external persons.

Be aware of file damage: According to the user manual it is strongly warned against storing shared EndNote files in cloud services. Use the share feature instead.

How do you share a library?

• The owner has to sync the library to be shared with his EndNote online account. Note: If you are already an EndNote Online user and have references online other than the ones you want to share, the online account will be overwritten with the references of the shared library (see Tip 1 below). If you work with more than one library, synchronization conflicts may occur (see Tip 2 below).
• Up to 100 people can be invited via the Share Library feature.
• The recipients will receive an invitation mail. By clicking on Accept this invitation the recipient is directed to an EndNote login page where he/she logs in with his/her EndNote Online login data.
• Before the recipient can open the shared library in EndNote, he must link his (desktop) EndNote to his EndNoteWeb account by entering his EndNote Online account details via Edit > Preferences > Sync. Only one EndNote Online account can be linked to a license/installation.

Tip 1: If EndNote Online is used for private collection

Do you already use EndNote Online for your private reference collection in EndNote? This may be the case if you want to synchronize your references between computers at home and at work or with the iPad app (iOS only).

If so, the following procedure is recommended:

• Let a team member who does not use EndNote Online to synchronize his or her private references create the Team Library on the desktop and use his or her online account for the Share feature. This person becomes the “owner” of the library.
• The owner can now share the Team Library with everyone on the team (up to 100 people).
• It is recommended that the owner uses the File > compressed library option to regularly create backup copies of the Team Library.

Tip 2: If you work with more than one library

To prevent unintentional synchronization with a non-share library, it is recommended to disable automatic synchronization (default setting after program installation) by selecting Edit > Preferences > Sync. This window also shows the path and name of the sync library. If you only synchronize it manually if required, you will prevent synchronization conflicts.

Attention: if synchronization is deactivated, manual synchronization must be performed before opening a shared library. The same applies if you have modified it.

The main library regularly offers courses for literature management with EndNote. In addition, the comprehensive How-to Book provides answers to all questions about EndNote.