How to Share References with More Than 15 People in EndNote Online?

Question: Our research involves many people. Is it possible to share our references with more than 15 people using EndNote?

Answer: Yes. it is possible. Although EndNote desktop allows for only 15 people to share a library, EndNote online enables users to share a group of references with many more people. To use that feature, you need to create a personal group on the Manage My Groups page in your EndNote online account assuming you’ve already had one. If not, it is very easy to create one free at http://my.endnote.com.  To create a group for sharing references in EndNote Online, please follow the steps below:

  • Under the Organize tab, click Manage My Groups.
  • On the Manage My Groups page, click the blue New Group button.
  • In the pop-up window, type a name for the group in the textbox provided. Then click OK.

Once the group was created, you may start sharing by following the steps below:

  • Click Managing Sharing on the right to the group just created.
  • Click “Start sharing this group.”
  • In the pop-up window, you may start adding email addresses (separated by commas) of the people with whom you want to share the references.
  • You may choose Read Only or Read & Write permission for any of the added users. It is possible to give some users Read only access but Read & Write access to other users within the same group.
  • Users with Read & Write permission can edit or remove references from the shared group. However, they cannot delete the reference from your library if you initiated the sharing.
  • When more than one user is editing the same reference at the same time, whoever saves last will have the final edits.
  • File attachments cannot be shared among users in a group regardless of access privileges.

How to Open a Shared Library?

December 19, 2014 – Yingting

When someone shares a library with you, you will receive an email stating that “XXX would like to share an EndNote Library with you. By accepting this invitation, you will be able to access all of the references, PDFs, file attachments, and notes in this shared library from your own EndNote X7 desktop application. To accept this invitation and access XXX’s library, you must have the latest version of EndNote X7 (EndNote X7.2) installed.” Clicking the Accept button will prompt you to either log in your EndNote online library or create an EndNote online account if you don’t have one. After that you should follow these steps to open and use the shared library:

  • Connect your EndNote Online account to your desktop version of EndNote X7.
  • In your EndNote Desktop, under the Preferences menu, select Sync on the left. Then enter the EndNote Account Credentials (email address and password) in the two boxes on the right
  • Once connected, go to the File menu and choose Open Shared Library…
  • You can now not only read but also edit the shared library by adding or removing references, annotating the PDFs, etc., even if the other shared people are using it at the same time.
  • Just to remember that as a shared person, you can only access this library from your desktop. However, the person who shared the library has access to this library on his or her desktop, online, or on iPad.