Skip to main content

EndNote: Backup & Sync

  • You can share with anyone using EndNote X7 version onwards (up to 100 people).
  • Share your entire EndNote library, including references, PDFs, and annotations
  • Everyone can add to, annotate and use the library – at the same time
  • You must have an active EndNote Online account
  • You can only share one library at a time. This is the library you will be syncing to your online account
  • You are basically sharing your Online account with the other users.
  • All the other users can sync to their own Online accounts, this will not affect the shared library
  • You will be giving full access to your library and all attachments
  • There’s no cost, no library size limit and no charge for unlimited cloud storage!
  • You can share group of references without attachments using EndNote online.

  • Your Endnote Library must be saved to the local drive. Don't save your active EndNote library to a network drive, Dropbox, Google Drive, Onedrive, etc.
  • When you share a desktop library any file attachments, including pdf copies of articles are also shared. These may be shared within the Sydney University environment for research purposes, however for copyright reasons they cannot be shared outside University of Sydney.
  • If you are already an EndNote Online user and have a library online that is different to the one you wish to share, this library will be merged with the shared library. Only one library can be synced with EndNote Online at any one time.

  • Go USYD library home page> Click on Databases> Select Web of Science from the list
  • Click on EndNote from top menu pane
  • and click on register then follow the prompts.
  • You will receive an email from WOS to activate your EndNote online account.
  • Open your EndNote library
  • Select Edit > Preferences
  • Select Sync from the right hand pane
  • Add your Account Details (Email address and Password)
  • Select the Sync option and click apply, OK
  • Select Tools>Sync to transfer references from Desktop Endnote to EndNote Web

  • Once library Sync with Online then click on file > Share
  • Add invitees email address and message then click on Invite

  • Go to EndNote online account. Signed in using your username and password.  
  • Click on Organize and then select Manage My Groups.
  • Check the square box to the right of the group you wish to share and choose the Manage Sharing button
  • Click on Start sharing this group
  • Add email addresses for those with whom you wish to share your group
  • Select the button to allow the person to Read Only or Read & Write
  • Read Only will give access to references within the group. Read & Write will give access to references within the group and the ability to add, edit and subtract references
  • Click Apply
  • Close the window
  • Notify your collaborator/s that the shared group will be found under Groups Shared by Others in their online EndNote library

  • The invitee will receive an email. They must click the Accept button in the email to accept the invitation.
  • The invitee will be directed to the page, where they must sign-in to the EndNote online account they sync through. If they do not have an EndNote online account, they can set up a new account.
  • Once signed in, the invitee will receive a notification that they are ready to access the shared library.
  • To open the shared library, go to EndNote (Later than EndNote X7) desktop version, select File > Open Shared library
  • You will see a list of all the libraries that have been shared with you. Select the shared library you wish to open and click the Open button.
  • The library will open, looking much like any other EndNote library. Note, however, that the name of the library will show the EndNote online account name of the owner and the Share Library button will be unavailable. You cannot share a library that you do not own with others, only the owner of a library can share it.

  • When sharing a Word document between users with a shared library, send a formatted copy of the document.
  • Open the shared document and click on update citation and bibliography before making any changes
  • After formatting with the shared / synced library open, the citations will change to match the local library. Remember, you MUST have the synced or shared library open. This document can now be unformatted and reformatted without any issues.

EndNote Web

EndNote Online

The web browser version of EndNote can be used to create bibliographies, manage references, share libraries collaboratively, and insert citations into Word via Cite While You Write. It can be used as a standalone library (though it's not a real substitute) or as a way of transferring references from desktop EndNote if you are using more than one computer.

Sign up for a free account via 'Preferences' menu in Endnote desktop to get unlimited storage

Inserting references into Word

No software has to be installed to use EndNote Web however you will need to install a Cite While You Write toolbar if you want to insert references into a Word document or use the capture toolbar in your browser. After creating an account, signing in and viewing the 'Getting started' guide, select the "Download installers link at the bottom of the page". Please read the Endnote Web Plug-In installation instructions.‚Äč

  • If you are using EndNote and EndNote web it is advisable to use the EndNote toolbar in Word and switch between EndNote & EndNote Web using Preferences option.

Using EndNote Web tips

  • The tabs along the top of the screen represent different functions. Select the appropriate tab to find options.
  • Note: Navigation through pages should be done through links. The Back button in your browser will not work.

Syncing Libraries