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UCL LIBRARY SERVICES

EndNote

Guide to using EndNote reference management software

Sharing a Library

EndNote X9 allows you to share your library with anyone using EndNote X7.2 or above. With EndNote X9 you can share your library with up to 100 others. The sharing function enables sharing of and simultaneous access to your entire library including references, PDFs and annotations to PDFs. You can choose whether people with whom you share your library have full Read & Write access or Read Only access.

Note: if sharing an EndNote library, it is advisable for the library owner to make regular back-ups of the library. See Backing up your library.

Sharing relies on EndNote’s ‘Sync’ function to work correctly. You and any others with whom you want to share your library must all have an EndNote online account. Before you can share a library you must ensure it is fully synced with your EndNote online library See Synchronising your Library.

To set up sharing of your library:

  • Click on the File menu then select Share, or click the Share Library icon on the toolbar. If necessary log in with your EndNote Online credentials.
  • Enter the email addresses of the people with whom you would like to share your library. Click Invite and select whether to give them Read & Write access or Read Only access.
  • Those you have invited to share your library will receive an email invitation and will need to log in to their own EndNote Online accounts to begin sharing. Once invites have been sent, you can monitor their acceptance by revisiting the share settings under the File menu and Share. You can remove invites or send email reminders for invites from this screen by clicking on the cog for the relevant person.

To access a library shared by someone else:

  • Once a user has accepted an invitation to share the library, they can open the shared library in EndNote desktop by going to the File menu and selecting Open shared library. That user can then select which shared EndNote library they want to open.

It is possible for one user to be given access to multiple shared libraries, but each user can be the owner of only one shared library as each shared library is uniquely connected to an individual email address.

Once a library has been successfully shared, an activity feed will become available through which all members of the group can monitor changes which any other group member makes to the library e.g. addition of new references to the library or annotations to PDFs stored in the library. The activity feed can be accessed by clicking on the Activity Feed icon in the toolbar. The last 500 activities are shown in this feed, with the most recent appearing first.

Configuring library sharing in EndNote Desktop