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EndNote: Sharing your EndNote library

This software package for managing references (citations) is available free to Monash University students and staff. This guide has information about working with EndNote in the Monash University environment.

Sharing your EndNote desktop library

From version X7.2 on, it is possible to share your desktop library with others with whom you are collaborating. This could be very useful for work teams within Monash who are working on specific projects.

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 (Note: while X7.2 will allow sharing with up to 14 colleagues, X8 boosts this limit to 100.)
  • an EndNote Online account (see the EndNote Online - The basics tab for instructions on setting up an account)
  • an email account

Your entire library, including file attachments can be shared (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 Monash environment for research purposes, however for COPYRIGHT reasons they cannot be shared outside Monash.
  • If you are already an EndNote Online user and have a libray 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

The process is described fully in Library sharing in EndNote X8 (Clarivate Analytics video).

Sharing and EndNote library with colleagues at Monash

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 who does not otherwise use EndNote 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 100 people ('sharees') if using X8. 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. 
  • The entire library, including attachments, is synced to all sharees and takes up as much space as it does on the owner's computer. The library 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. 
  • 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 non-Monash colleagues it is recommended that sharing occur via an EndNote Online library by using the group sharing function instead.  In this way there are no concerns about copyright infringements because pdf attachments cannot be shared.  Links to documents are able to be shared.