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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.

Sometimes you'll find that sync isn't working - Endnote might appear to Sync, but it doesn't update your online library (which you can check at If your sync seems to be broken, this is the procedure you should follow.

  1. Make sure you have a backup of your Endnote Library. You can either create a compressed library, or copy and paste your .enl library and associated .Data folder into a safe location.
  2. Open EndNote >click on Edit>Preferences>Sync. Disable automatic syncing and then restart EndNote.
  3. Make sure the Trash is empty both in EndNote online as well as in EndNote desktop. For EndNote online, Log into your EndNote online account, delete all references and all groups from EndNote online.
  4. In EndNote desktop, open the copy of the library you intend to work with going forward (this doesn’t have to be the backup). Open EndNote>Edit>Preferences>Sync. Add the following text to the end of your email address in the login field: 
    This is Case Sensitive.
  5. Click OK to close the preferences, and then click the Sync button.
  6. EndNote will then appear to authenticate and return the prompt: “A Sync library can be linked to only one account. Do not proceed unless you intend to break the link to the original account.” This happens because we tricked EndNote into thinking it authenticated against another user. Click OK, and EndNote will purge any knowledge of a previous sync.
  7. EndNote will then display a message, “Your local sync state has been reset. Please re-enter your E-Mail Address, restart EndNote, and sync again.” Click Ok.
  8. Close EndNote and open it again. Close all libraries then open the library which you would like to sync with EndNote online.
  9. Again go to sync preferences; enter the correct username/password and then sync. 
  10. When you next sync, you will get “A Sync library can be linked to only one account. Do not proceed unless you intend to break the link to the original account.” Click OK.
  11. You will be prompted to make a backup, you don't have to do this as you already have one.
  12. A complete sync will then begin. 
    The first full sync can take a significant amount of time, especially if you have a large library. Time taken to sync depends upon the size of the PDF attachments and number of references in the library.
    Once the sync is complete, login to EndNote online account and check whether you have the same set of references.

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.​

  • 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

Sharing EndNote Library attachments with others

Due to the variety of copyright and licensing restrictions that can apply to the redistribution of published material, it can be difficult to determine whether or not each individual attachment in an EndNote library can be shared with others. For this reason the library advices that the safest course of action for you is not to share or distribute EndNote Libraries containing attachments with someone from another institution which does not subscribe to the same databases.

You are still able to share your EndNote Libraries without attachments with collaborators outside the University (see below instructions). 


How to save an EndNote Library without attachments:

  • Open your EndNote library
  • Click on File then choose Compressed Library
  • When the compressed library window opens choose the Without File Attachments option along with any other settings you wish
  • Save the compressed version of the library to your chosen drive
  • If you need to send the compressed EndNote Library via e-mail, attach it as you would any other file

If you are upgrading from a previous version of EndNote, it is advisable to back up your libraries, any modified output styles, and uninstall the old version of EndNote prior to installing the new version.

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