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Guides & Tutorial, Pao-yue Kong Library, The Polytechnic University of Hong Kong

Reference Management Tools

A Comprehensive Guide for EndNote, Mendeley and Zotero

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Sharing references allow you to work effectively with your collaborators in a group project. You can share your EndNote library with your collaborators so that all parties can add, edit or remove references at the same time. With EndNote X9, you can also share references from a particular Group in your EndNote library. 

To share your library, make sure both you and your collaborators have an EndNote Web account

Share the Whole Reference Library

You can share your entire EndNote library (including references, PDFs, and annotations) with up to 100 EndNote users with unlimited cloud storage. Members can add to, annotate and use the library at the same time.

If you only want to share with your collaborator the references inserted in a Word document, you can refer to the steps mentioned in Add References by Extracting References from Word Document.

Steps to share your reference library:

  1. Click on File.
  2. Select Share... and login your EndNote account.
  3. Invite member(s) via email.
  4. Set permission to either Read & Write or Read Only. You can change the permission later from the setting icon if you wish.
  5. Click on Invite.


The member you have invited will receive an email. He/she needs to accept the invitation to access the shared library. To open the shared library, the steps are as below:

  1. Click on File.
  2. Select Open Shared Library...
  3. Select the email of the inviter. 
  4. Click on Open.


You can trace who altered the shared library from the Activity Feed button below:

Share a Group of References with EndNote Web Users

You can share a specific group of references with other EndNote Web users. Steps are as below:

  1. Right-click on the group you would like to share.
  2. Select Share Group... and login your EndNote account.
  3. Invite member(s) via email.
  4. Set permission to either Read & Write or Read Only. You can change the permission later if you wish.
  5. Click on Invite.


The member you invited will receive an email and he/she needs to accept the invitation. Then, he/she will see the shared group(s) under Groups Shared by Others after synchronization. This is actually a quick link to access the shared group via his/her EndNote Web account. He/she can then add those shared references to his/her own desktop library with steps below:

  1. Click on the shared group(s) which will link him/her to the EndNote Web.
  2. Select those shared references.
  3. Add those references to an existing or new group.
  4. The references will be shown in desktop library after synchronization (see Synchronize with EndNote Web).