How to Share Your EndNote Library

December 5, 2014 – Yingting

Starting with EndNote X7, users can share a library with up to 14 people for research collaboration. Anyone who has EndNote X7 can share a library regardless of where s/he is.

To share a library, you need to

  • Register for an account in EndNote Online at: or
  • Sync your desktop library with your online library first.
  • Then in EndNote desktop, go to File and then Share …
  • Enter the email addresses of people you would like to invite to access your library.

You can include anyone who is using EndNote X7 up to 14 people, plus yourself. Your whole library can be shared including references, PDFs, and annotations. All the shared people can read, add references to, and edit the library at the same time. There’s no library size limit and no cloud storage limit.

Please keep in mind that you can share only ONE library from your Windows or Mac desktop. However, you can be shared with unlimited number of libraries by others. You can access the shared library only from your desktop though.

Because of the fact that sharing relies on the EndNote sync feature, all users accessing the library must have an EndNote online account connected with their desktop version of EndNote X7.

You may stop sharing your library at any time. To stop sharing, you can remove the name by going to File > Share in your desktop version and clicking on the gear icon.

If you have any question on how to share your library, please feel free to contact us.


EndNote for iPad Coming in January

The EndNote library is going mobile. An iPad App for EndNote is to be released soon and will be available for purchase at $1.00 for EndNote X6 users. The app will allow users to sync EndNote libraries with iPad and EndNote Web using EndNote Sync and to add references remotely as well as to manage research on the go.

How to import references from Cochrane Library into an EndNote Library?

March 28, 2012; Update May 22, 2015 – Yingting

Question: I would like to keep some of the references I found from Cochrane Library in my EndNote Library. Do you know how to do that?

Answer: Please follow the steps below to import the references from Cochrane into EndNote:

  • Perform a search in Cochrane Library.
  • Select the references that you would like to export.
  • Above the search results, click on “Export selected”.
  • In the “Choose your export options” box, choose either “PC”, “Unix or Linux”, or “Mac” for Export type depending on what computer you use; choose either “Citation Only” or “Citation And Abstract” for File type.
  • Click on the “Export Citation” button. A .txt file will be saved to your computer.
  • Open your EndNote library.
  • Under the File menu, choose Import –>File. The Import File window pops up.
  • In the box next to Import File, retrieve the .txt file you just saved.
  • In the box next to Import Option, choose Cochrane Library (Wiley). If it is not shown in the pull-down menu, then click on Other Filters and choose Cochrane Library (Wiley) in the “Choose An Import Filter” pop-up window. You may leave the other two boxes as is.
  • Click the Import button. Your desired references will be imported into your library.

How to import references from a traveling library in a Word document to an EndNote library?

December 12, 2011 — Yingting

Question: If someone sends me a Word document that they created using Endnote, can I import the references they used in the document without them sending me their library?

Answer: Yes, you can use EndNote’s “Export Traveling Library’ feature to import the references from the Word document under the condition that the field codes have not been removed from that document. To copy the references into your EndNote Library, you need to:

  • Have the Word document open and go to the EndNote tab (in Word 2007 +).
  • In the most right column, click on “Export to EndNote”.
  • Choose “Export Traveling Library”. Follow the directions, you will be guided to add those references into either an existing EndNote library (by selecting a library from the drop-down list or using Browse to locate the library) or a new EndNote library. 

Note: It is recommended that you send references to a new EndNote library, so you can review the records before adding them to an existing library. Also you need to be aware that the traveling library does not include Notes, Abstracts, or Figures.

Not Able to Import References from Another EndNote Library

September 24, 2010 – Yingting  

Question: I am using EndNote X4 and try to import references from one EndNote library to another. However, I am not able to. A pop-up message says ‘A file associated with “File Attachments” field of reference is missing from the source database’.

Answer: When this message shows up, it means one of the references has a bad link in the File Attachments field, i.e. the fulltext file (pdf or doc, etc) is missing from the .data folder. To resolve this issue, you may open both the source library and the target library. Then copy the references from the source library and paste them in the target library batch by batch. If you come across the problematic reference in a batch, then either correct the reference by attaching the file/deleting the attachment or simply delete that reference if it is not important.

How To Make a Backup Copy of Your Library

December 16, 2008 –Yingting  

It is a good practice to back up your library whenever you make changes. There are two ways of backing up your library:

1. To use the Save a Copy command to create an exact copy of your library. Here are the steps:

  • With a library open, choose Save a Copy from the File menu.
  • Name the new library and choose where to save it.
  • Click Save and EndNote creates a copy of the library.

The new library does not open, it is simply saved to disk, where you can then open it with EndNote. EndNote leaves your original library open as it was before the command was chosen. Note: The Save a Copy command creates a [library name].ENL file as well as a [library name].DATA folder for the new library, and copies all necessary files and figures to it.

2. To use the Compressed Library command to save a copy of your library and .data folder together in a compressed file (.enlx) which can be easily restored later by opening it in EndNote. Here are the steps:

  • From the File menu, select Compressed Library (.enlx) and then Create.
  • Use the file dialog to save to an EndNote Compressed Library (filename.enlx).
  • You may also use this command to send a copy of yoru library to a colleague.

Note: EndNote libraries larger than 4 gigabytes (GB) or 65,535 files (64 K) cannot be compressed with EndNote’s Compressed Library commands.

To Find Fulltext for a Reference

October 18, 2008 – Yingting


EndNote X2 can automatically locate and download full text files if the library provides access to them. When you retrieve the full text file of a referenced work, it is saved to the File Attachments field as a relative link (the file itself it stored in the current library’s .DATA folder). The file is saved in its native format, which in most cases is a PDF file. When a full text file is downloaded and attached to a reference, a file attachment icon appears in the File Attachment field for the reference. In the Library window, a paper clip icon appears in the File Attachments column for that reference.


To find and retrieve full text:


1.   Open your library and select the reference(s) to which you want to add full text by highlighting them. (Note: try to select a small batch of references to download the full text each time so that it does not slow down the performance of other activities on your computer)

2.   From the References menu, select Find Full Text. You can use the right-click contextual menu to select Find Full Text if you have a reference open.

3.      EndNote begins searching for and downloading full text for the selected references.


During the searching and downloading process, the selected references appear in a temporary Full Text group. When the operation is completed, the Full Text group includes only those references to which EndNote added either a full text file attachment or a URL. When you close the library, the temporary Full Text group is removed.

Full text downloading happens in the background, which may affect the performance of other operations.


If EndNote finds a full text file for a reference, but discovers that the reference already has a file attachment with the same name, the new copy will also be attached to the reference, but with a number appended to the file name.

You can cancel the Find Full Text operation at any time by clicking Stop full text download in the status line at the bottom of the window. Full text that has been retrieved until that point is already saved in the library.