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Endnote from QUT

EndNote is a software program, free to QUT staff & students, which enables you to create your own database of records - records of books, journal articles or websites. This makes it easier to search through materials and automate citing. 

EndNote can be useful for: 

  •  downloading, storing and organising references and PDFs
  •  creating citations and bibliographies in Word in various styles.
  •  reading and annotating PDFs
  •  collaborating and sharing with colleagues.

For more information on EndNote, review the QUT Endnote webpage.

Syncing and sharing in EndNote

Sync your libraries

Syncing is the method recommended by EndNote for working across devices or locations.

  • Syncing works with one EndNote desktop library per device at a time, via EndNote online. Any other desktop libraries can remain unsynced.
  • Syncing merges together the contents of all synced libraries. Any change made in any synced library will be reflected in any other synced library.
  • Consider what you have or are aiming for before syncing.

For full instructions and explanation of why and when you can sync your libraries, review the Working across devices (in EndNote) webpage. Note: you may need to opt in to the 'Research Student' community in My Communities to view.

To share your desktop EndNote library, you must first syncronise (sync) it with your EndNote online library. Start by clicking the Sync icon on the toolbar. You will be prompted to enter your account credentials or create a new account, if you haven’t done so already. Sync times can vary depending on the size of your library. Be sure to check the Sync Status, located in the My Library panel, to make sure your library is fully synced before sharing.

Once your account is created and your library is fully synced, you can begin sharing.

Sharing EndNote libraries

  • Share your entire EndNote library, including references, PDFs, and annotations
  • Everyone can add to, annotate and use the library – at the same time
  • Review the activity of the changes your collaborators are making
  • There’s no charge for sharing, no library size limit and no charge for unlimited cloud storage

To share a library,

  1. In your synced library, from the command menu, select: File > Share.
  2. In the appearing Sharing window,
    1. Use the Invite More People box to add email addresses of people to share with.
    2. Use the Permission drop-down to give Read & Write or Read Only access.
    3. Add an optional message.
    4. Click: Invite.

The email id is added to the Sharing with section. The status remains Pending until the invite is accepted. A settings wheel allows removal or changing of permission level.

Sharing EndNote groups

You can share groups with colleagues easily in EndNote Online. Colleagues that have access to your shared groups will see them in their Groups Shared by Others section of the left navigation pane.  Below are instructions to share groups, unshare groups, and hide groups shared to you.

EndNote  allows you to share individual groups within your library without sharing the whole library from the Desktop version. People you are sharing with also need to have the software. 

To share a Group,

  1. In your synced library, from the Groups pane, select a Group, right-click, and select: Share Group.
  2. In the appearing Sharing Group window:
    1. Use the Invite More People box to add email addresses of people to share with.
    2. Use the Permission drop-down to give Read & Write or Read Only access.
    3. Add an optional message.
    4. Click: Invite.

The recipient can then accept the invitation and view the shared group.

Sharing a group may be a better option that sharing your entire library.

Subjects: Business / General business, Business / Management and human resources
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