EndNote has a cloud service named EndNote Online that allows you to store and synchronize your desktop library in the cloud service. This can be used as a back up of the hard drive library, but also if you need to access your library from different computers. An EndNote Online-acount must be created to gain access to this service.
You can only synchronize one EndNote library from your desktop version. If you use this to synchronize your personal library, you cannot use this function later to create and share another library for library sharing (or opposite).
Choose "Edit" from EndNote's main menu and then "Preferences" (MAC users find this sub-menu under "EndNote 21").
1. Choose "Sync".
2. Log on if you already have an EndNote Online account.
3. Choose "Enable Sync ". If you do not have an EndNote Online account, click choose "Enable Sync" directly and then "OK". Then follow the next two steps.
4. Choose "Sign Up".
5. Submit the email address you want to use for the EndNote Online account.
6. Choose "Submit". In the next widow you need to provide the data that are required. To complete the registration, choose "Done" in the next window.
From the main menu in EndNote, choose "Edit" , "Preferences" and "Sync". MAC users will find the preference menu under "EndNote 21".
7. Tick "Sync Automatically".
8. Click "OK" to complete.
9. From the main menu in EndNote, choose "Library" and "Sync".
10. If you get a warning about synchronization, choose "Yes" . You will now be asked to create a back up before the synchronization. We recommend that you do this if you do not have an existing, updated back up.
11. Choose "Sync Status" (11) in the left pane to get information about the synchronization.
12. The sync status is shown in the middle of the window together with information about the local desktop library and the online version.
If you have ticked of for automatic synchronization (recommended), the library will usually be synced when you open and close it (if changes have been made) while the library was open).
13. If automatic synchronization has not been selected, you must remember to sync manually regularly using the sync button ("Sync Now").
To use your online library on a new computer, create an empty library and click on the Sync-button (11). You need to log on with your EndNote Online user and choose "OK". The content in the online library will now be downloaded to your new local library. In the future, changes done in the library on computer 2 will be synced with EndNote Online and then with the library on computer 1, and visa versa. We recommend that you select automatic sync also in computer 2..
You can access and use your library directly in EndNote Online (http://web.endnote.com).
Remember that all changes done in one library version (e.g. deleting a reference), will happen in the other libraries.
EndNote Online usually works safely and stable, but we recommend that you make back up from the desktop version as an addition security regularly.
It is possible to create a shared library and share this library with up to 1000 other EndNote users. It is only possible to synchronize one library from your EndNote. If you are using EndNote Online for synchronizing your personal library, you can not create a shared library for other users (but you can share your personal library if this is Ok for you). However, you can accept and use an unlimited number of shared libraries from others.
Users that you share a library with have access to all its content, including PDF-files and annotations you have added to these. You can control the access level: Full access (Read & Write) and limited access (Read Only).
The owner of a shared library should make back up copies of the shared library regularly as a security measure.
A cooperation manuscript with EndNote references can be sent/shared among the authors without any problems as long as all participants are using the shared library and inserts citations from it. Participants can use both Windows and Mac and work with the manuscript between the platforms.
You need to decide if your want to share your personal library or if you want to create a new library as the shared library. If you use your personal library you risk that other users may do unwanted changes or damages to the library. If possible, we recommend that you create a special shared library for cooperation.
1. Choose "Edit" from the main menu in EndNote "EndNote 21" for MAC users) and then "Preferences" ("Settings" in some MAC computers). In the next window you choose "Sync".
2. Log on to your EndNote Online account and choose "Enable Sync " (see 3 below) and OK".
3. If you do not have an EndNote Online account, choose "Enable Sync".
4. Choose "Sign Up" in the next window.
5. Add your email address that will be used for the new EndNote Online account.
6. Choose "Submit". In the next window you complete the registration form. Accept the terms and choose "Done" to complete the registration.
7. In the preference window, tick of the box for "Sync Automatically" (the shared library will automatically be synced when opened and closed).
8. Finish choosing "OK".
9. Choose "Library" in the main menu and choose "Sync" from the drop-down menu to activate the initial synchronization.
10. Choose "Yes" if you get the depicted message. You will usually be asked to create a back up copy of the library before sync is activated. You can do this if you feel this is necessary (do this if you are sharing your personal library).
11. Choose "Sync Status" in the left pane to get a status window for the shared library and the synchronization.
12. You can also manually start the synchronization by choosing "Sync Now" in the "Sync Status" window (this is important if you didn't choose the automatical synchronization in preferences). The status window also provides information about recent changes in the shared library and who has done what with the library.
1. Choose "File" from the main menu and "Share".
2. Add the email address for users of the shared library. If you add more than one email address, separate these with a comma between the addresses.
3. You can add the access level you intend for the invited participants (you can change this later).
4. Choose "Invite" to complete the invitation.
5. You can see the status for invited participants later and send out a reminder if necessary. If a participant accept the invitation, they will get the status "Member". You can delete membership (i.e. access to the shared library) or access level later.
1. Invited participants receive and email from EndNote. In the email, choose "Accept the invitation".
2. The link in the email will open EndNote Online. Log into EndNote Online or create a new user if you do not have an account.
After successful log on, a receipt window will inform you that the shared library is ready for use (the window will also provide some information about a shared library). You can now open EndNote desktop and open the shared library.
3. To open a shared library, choose "File" in the main menu and then "Open Shared Library".
4. Choose which shared library should be opened (you must choose the email address for the creator of the shared library to open it, as the name of the library is not shown here). Choose "Open" and the shared library will be opened in your EndNote.
5. You can get information about updates of the shared library. Right-click to choose the time period for this. You can also choose "Sync Status" in the left pane to get an activity log for the shared library (see screenshot below).
1. When you open a shared library it will automatically be synced with EndNote Online and any changes done by other users will be included. You can choose "Sync Status" for an activity log for the library. When you close a shared library, you will be asked to sync the library. Answer yes to get this done or any changes you have done will not be available for the other users.
EndNote is not optimal when it comes to cooperation and requires that authors writing a manuscript together have to insert citations from the same library (or identical libraries). This can be challenging. One solution is to use EndNote Library Sharing (se the another tab for more information), but using this requires some preparatory work that take time and resources.
The simplest form for manuscript cooperation and EndNote use is that only one of the authors inserts citations into the manuscript from EndNote. The other authors insert citations by just writing them in the text and highlighting them with bold or yellow labeling, and the author in charge of the EndNote library do the inserting of the citation later by using EndNote
The library used can later be shared with all authors so they have access to the sources used in the shared manuscript.