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EndNote - Citation Management Software

Managing your citations using groups

From the Organize tab, you can work with your groups and see which groups colleagues have shared with you. Manage My Groups allows you to Create, rename, delete and share groups:

Manage my groups

To manage sharing, click in the check box to select the group you want to share with colleagues who also have EndNote Online accounts. Then, click on the Manage Sharing button:

Manage sharing

At the next screen, click on the Start sharing this group link:

Manage sharing part 2

Enter up to 1,000 e-mail addresses of people with whom you want to share the group. Then, decide if you want to allow them to just look at your group (Read only), or if you want them to be able to look and make changes (Read & Write) to references in your group. Then, click on Apply:

Manage sharing part 3

The resulting screen gives you the option to add more names. If you are done, click on the Close Window link:

Manage sharing part 4

Your new, shared group will be displayed:

Manage sharing part 5

Creating a group:

EndNote allows you to create “groups,” or subsets, of references from your library. This means that you can create a group of the relevant citations for each of your research projects, or for sections of your research project. Here’s how:

  • From the Groups menu, click on Create Group

‚ÄčCreate group menu

  • A box will appear in the My Library pane with the words New Group highlighted in blue; type in the name you would like to give this group of citations

New group



  • That group name will now appear as one of your custom groups

Custom group

  • To place a reference into a group, first click on the reference in your main library window. Then click and drag it over to the group name. This will place a copy of the reference into the group. The original reference will still be retained in your main library 


Sharing Libraries using EndNote Desktop:

  • Click on File/Share or the Sharing icon in the toolbar to begin sharing your library with up to 14 other EndNote users (they must also have EndNote Online accounts).  This is what the sharing icon looks like: Sharing icon
  • Enter the e-mail addresses of up to 14 people that you want to share with, and then click on the Invite button. An e-mail message will be sent to them inviting them to share with you.



Joining a library someone else has shared with you:

  • Accept the e-mail invitation you receive
  • In the Preferences menu (Edit/Preferences), select Sync. Click on the Enable Sync button. Enter your EndNote Online credentials, or set up a new account if you don’t already have one. Click OK.
  • Once connected, select File/Open Shared Library:



Other notes about sharing:

  • You can share one library from your Mac or Windows desktop. There is no limit to the number of libraries that can be shared with you by others. Mac and Windows users can share with each other.
  • If you are the one who shared the library, you have access to this library on your desktop, online, or on your iPad. If you have been invited to access someone else’s library, you can only access this library from your desktop.
  • There’s no charge for sharing, no library size limit and no charge for unlimited cloud storage. You can now add to, annotate and use the library, even if others are using it at the same time.
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