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EndNote: EndNote Online & Sharing

Endnote Online

EndNote Online is the online counterpart to EndNote Desktop. It allows you to collect references when away from your desktop computer, to sync between multiple computers, and to share your library with colleagues. EndNote Online comes in two versions: the free EndNote Basic, and the full version of EndNote Online.

  • EndNote Basic is slightly simpler than the desktop version, but with limited features (e.g. fewer reference styles). This version is available to anybody via the website. You do not need to be an ECU student or staff member to use this version, so if you are close to graduation but would like to continue using EndNote, sync to EndNote Online to maintain access.
  • Full EndNote functionality is available when you link and sync your EndNote Online account with your ECU-licensed EndNote desktop library. You might still find that you prefer to use EndNote desktop, but EndNote online has some valuable added features, such as a link to a browser extension that will let you pull reference data from webpages.

You must create an EndNote Online account to share your library with others, even if you do not intend to use the online account. Shared libraries are available in EndNote desktop, but shared groups must be accessed using EndNote Online.

Library Syncing

The Sync process allows you to synchronise the references in your EndNote desktop library with the references in your EndNote online library. You must first set up an EndNote Online account to activate the Sync process.

You can set up an account directly through EndNote on your desktop. There are three methods for setting up an account:

  • In the toolbar for your EndNote library window, click either the Sync or the Share button.
  • In the EndNote Edit menu, select Preferences > Sync.
  • In the Groups pane of your library, select Configure Sync.

An EndNote Online login dialog box will open. From there, click the Sign Up button to begin the registration and activation process.

This link to Crandon Services (previously EndNote's official support in Australia) has more details.

Synchronising EndNote across devices

You can set up EndNote to automatically synchronise your EndNote library across multiple computers and different devices (including your iPad). All references, attachments and groups (but not Group Sets) can be accessed using EndNote Online. Individual researchers should use Sync Library, not Library Sharing to access their own library across devices.

Make sure you back up your library (File > Compressed Library) before performing your first sync.

EndNote Online Access

With your EndNote library open, select the Sync button. If you have EndNote 20 installed, click on Sync Configuration in the left-hand menu, then Sync now.

You will be prompted to either create an account or log in to your pre-existing EndNote online account. This process not only creates your online account, but also syncs your desktop and online libraries.

Collaborating with a Shared Library

If you are collaborating with a group, you can share your EndNote library with the group. Once you have synced your account to EndNote Online, each member can access and use the shared library through the desktop application as usual.

Sharing a library: setup

Each shared library must have an owner. Consider who in your group is the best person to own and maintain the library: although all users with appropriate access can make changes, the owner of the library is the only one who can grant permissions to other users or back up the shared library.

The library owner should create an EndNote Online account and sync their library. See above for instructions on syncing a library.

Once the library is synced, you can use and share the library using the desktop version of EndNote. To share, the owner must choose File > Share:

Add members to share your EndNote library

Add group members using their email addresses. When adding them, the library owner can choose what level of permissions they need. Read & Write will allow members to add, delete, and edit items in the shared library. Read will only allow them to view the references, and all changes will need to go through the owner. When the owner clicks Invite, members will receive an email invitation.

Accessing a shared library

Each group member must log in to or create an account with EndNote Online to accept their invitation to the shared library. Once they have accepted, group members can access the shared library through EndNote desktop by clicking on File > Open Shared Library... and selecting the email address of the library owner.

The first time group members open the shared library, the entire library will download onto their computer. This might take a while, especially if the shared library is large.

Depending on access levels, some group members can make changes. All group members will be able to monitor recent changes made to the shared library through the activity feed. To see the feed, go to Sync Status in the left-hand panel of the shared library, and then click on the bell icon at the right of the screen.

EndNote Online sync & share buttons

Sharing a single group of references

You can also share just part of your library with others.

Click on one of your reference groups to highlight it, and then choose the Share this group button. This looks like a stylised person with a plus sign next to it:

EndNote quick access buttons

Follow the same steps above to share this group. Note that there is no option to open a shared group in EndNote desktop. Groups must be viewed on EndNote Online.

EndNote for iPad

The EndNote iPad app can sync with EndNote Online to enable researchers to access their research materials from any location.

You can view, edit, organise, and share your library (including PDF documents) on your iPad.

EndNote for iPad features:

  • Organise and search within your library
  • Copy citations to email or to use in other apps
  • Import references downloaded from databases
  • Annotate PDFs, and edit annotations created within EndNote or in other applications
  • PDF annotations sync with your other accounts
  • Add files from Dropbox or other iPad applications