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EndNote X7.7: Sharing

Referencing software

Page contents

This page tells you how to:

                            Clipart

  • use a travelling library
  • share your library with others
  • merge libraries

EndNote X7.2:Library sharing

Sharing your library

In order to share your library you will need to:

Who can I share my library with?

Anyone who has EndNote X7.2, no matter where they are located. All users will have Read-Write access to the entire library, references, attachments, pdf annotations, group sets and groups. There is unlimited storage for file attachments in your EndNote Online library.

You are welcome to share your references from your Endnote Library with other Endnote users, however Library staff recommend you do not share attachments with other non-Curtin Endnote users. Sharing of attachments potentially violates copyright law and licence agreements between the Library and database providers.

How many libraries can I share?

You can share one library from your Mac or Windows desktop with 14 others (15 including yourself). The library that you share will also be the library that you can access online at my.endnote.com or on your iPad using the EndNote for iPad app. There is no limit to the number of libraries that can be shared with you by others.

Can I access a shared library from anywhere?

If you are the one who shared the library, you have access to this library on your desktop, online, or on your iPad. If you have been invited to access someone else’s library, you can only access this library from your desktop.

How do I share my library with someone?

Just go to File > Share or click on the Share icon  and enter the email addresses of people to share with. Invitations will be sent out and must be accepted. Since sharing relies on our sync services, all users accessing the library must have an EndNote online account connected with their desktop version of EndNote X7.2.

What if I no longer want to share my library?

You can easily control access to your library from your desktop version of EndNote X7.2. Add or remove individual access by going to File > Share.

How to access your shared library?

Go to File>Open Shared Library...

The Travelling Library

Your Word document contains a ‘travelling library’ of the references cited. This travelling library allows you to collaborate with other authors working on the same document without each author having the same EndNote library.

To export references from a Word document to an EndNote library:

  1. Send your word document as an email attachment to your collaborator
  2. Collaborator opens the Word document received and follows the instructions below to use the travelling library
  3. On the Endnote tab, go to Tools menu, select Export to EndNote and then Export Traveling Library. Select your EndNote library and click OK.

Note:

  • The reference data saved with each citation includes all fields except Notes, Abstract and Figure.
  • Do not unformat the document you received if you do not have the original references in your library.
  • The travelling library only operates if you are collaborating with someone using Word 2007 onwards.

Merging libraries

You can merge libraries by either importing one library into another or copy references from one library to another. The newly added references will be assigned new record numbers in the order that they are added to the library. This means that a reference that was #23 in a smaller library could become #600 in a larger library.

Open the Endnote library you want your references imported  into. From the File menu, select  Import and File…  At Import File: click on Choose… to select the EndNote library you want imported and click Open. Ensure that at Import Option: EndNote Library is highlighted. At Duplicates select Discard Duplicates and then click on Import.

Note: Before merging libraries, it is a good idea to make a backup copy of the library into which you are transferring references.

Can I use cloud services?

1. Never store an EndNote working library on any cloud service such as Dropbox for sharing, or even for your own use on multiple computers. This will lead to library corruption because of the way cloud services synchronise files over the internet. 

Also, never store a working library on a flash drive. These methods are inadvisable because when you are working in EndNote, it is saving data to multiple files, and the data must be saved in a set sequence. When cloud services transfer that data, they may change the sequence of file saves. This eventually leads to library corruption. The library may appear to be fine for days, weeks, or even months, but will eventually be corrupted.