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EndNote: Backing up, syncing, and sharing your EndNote library

Backing up, syncing and sharing your EndNote library

EndNote desktop enables you to sync, share and back up your EndNote library:

  • Syncing enables you to retrieve your EndNote library if the local EndNote library on your PC or Mac becomes unusable.  Once you have set up a synced library, you can then also access this library via EndNote Online from any browser.
  • You can share your EndNote library, or a group within a library, with others - this is useful for collaborative work. You can assign either 'Read & Write', or 'Read Only' access to each person you wish to share your library with. 
  • Regularly backing up your EndNote library is also important, in case your library becomes unusable.  It is possible to save your EndNote library as a compressed file which you can use to restore your library.  EndNote 21 also provides a data restoration feature which can restore your library from EndNote Online.

For help on these features, please refer to the information below.

Backing up your EndNote library

Regularly backing up your EndNote library is strongly recommended,  in case your EndNote library becomes corrupted, or if you encounter technical problems with your PC/Mac.

To back up your EndNote library, there are two options:

1. Save a copy of your library regularly

  • Open your EndNote Library.
  • Go to 'File' and choose the 'Compressed Library (.ENLX)' option:


     
  • If you have PDFs stored in your library, please ensure that 'Including File Attachments' is selected, then click 'Next':


     
  • Browse to a location where you'd like to store your compressed library - this can be on removable storage (e.g. a USB drive).  Please note that this compressed file can also be stored in the cloud (e.g. OneDrive, DropBox, Google Cloud etc.), but should be downloaded to your local PC/Mac before opening the compressed library.  Next, click 'Save':


     
  • If you need to open and use your compressed library, double lick the file icon and EndNote should automatically open the compressed library - you can then use this library to store and organise references and with the Microsoft Word plugin.

 

2. Set up the EndNote 'Sync' feature

 

Syncing your EndNote library

Syncing your EndNote library is an easy way to backup your library, work with your library across multiple PC/Macs, or share your library with colleagues.

Please note that the sync feature only works with one EndNote library per EndNote Online account, at any one time.

EndNote 21 desktop provides three years access to an EndNote Online account from when you register.  To set up EndNote's syncing feature, please follow these steps.

1.  From the left hand pane in EndNote, click on 'Sync Configuration' and then 'Sync Now'.  This will open an EndNote online Login window.  Next, click 'Sign Up' to register an EndNote Online account.  Alternatively, click on 'Edit' > 'Sync' > 'Preferences' from the top EndNote menu bar:


 

2.  Once you have completed the registration process, it is possible to select 'Sync Automatically' as an option - your library will automatically sync every 15 minutes, and you will be alerted if you try to close your library before the process has completed.  To enable the 'Sync Automatically' feature, go to 'Edit' > 'Preferences' > 'Sync' and tick the “Sync Automatically” box.



For further help with syncing your EndNote library, please visit our EndNote Help and Support page.

Sharing your EndNote library

Once you have synced your EndNote library via EndNote Online, you are able to share your library with up to 1,000 colleagues. 

Please note that you can only share your library with colleagues who use EndNote desktop and who also have an EndNote Online account.  

To share your EndNote library, please follow these steps:

1. Open the EndNote library you wish to share and ensure that it is synced to an EndNote Online account, click on 'File' > 'Share':

 

2. Next, enter the email addresses of colleagues who you wish to share the library with, and set permission for each person to either 'Read & Write' or 'Read Only'.  You can also include a message.  Finally, click on 'Invite':

 

3. The person with whom you are sharing the EndNote library will receive an email notifying them of the shared library access.  They will need to open their own EndNote library and choose File > Open Shared Library:


 

4. The shared library can then be opened by clicking on the email address of the person sharing the library:
 

5.  The shared library will then open up in a new EndNote window.

For further information on sharing an EndNote library, please click here.

EndNote syncing problems?

Having problems with EndNote syncing or sharing?

  • Ensure you are connected to the internet.
  • Verify that you are using the correct EndNote Online credentials.
  • Check if there are any updates available for EndNote and install them.
  • Try resetting the sync by going to Edit > Preferences > Sync and selecting Reset Sync.
  • Review any error messages and consult our EndNote Help and Support page for guidance.

 

EndNote Online FAQs:

Sharing a single EndNote group

It is also possible to just share a single group from within your EndNote library with others. The video below will show you how: