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EndNote and EndNote Web: Sending a Compressed Library or a Travelling Library

Endnote:A Bibliographic Software Program; EndNote Web :Your Web-Based Research and Writing Tool

Compressed Library

SEND A COMPRESSED LIBRARY

You also send a compressed library through email, burn it to disk, or put it on a flash drive or on a shared cloud service. This method allows you to control exactly which groups of references are included, and whether or not attachments are included.
The disadvantage of this method is that users are not working with the same copy of the library. Each person would have their own copy of the library and changes to references could be made in each copy differently.

With the EndNote library you want to compress open in EndNote, select Compressed Library from the File menu. You should then see the screen below, which you saw earlier in this chapter, but because you are not making a complete backup copy this time you can limit the references to only those you want to send.

Select the Create option to create a compressed library you can save on your computer and then attach to an email. The Create & E-mail option will work with most MAPI-compliant email programs, but may not work with all email programs. It will not work with web email programs such as Gmail.

  • Select the With File Attachments option to include all attachments for the references you are sending, not just the PDFs. Select Without File Attachments to make the file smaller and to remove PDFs and other attachments.
  • The bottom part of the window gives you options on which references will be included in the compressed file.
    • All References in Library would include all of the references in your library. This option is also an excellent way to create backup copies of your libraries. Please note that you maybe unable to attach very large libraries with attachments to emails or even put them on disks because of operating system limitations on the size of zipped/compressed files.
    • Selected Reference(s) will include only the references you have highlighted (selected) in the library.
    • All References in Group/Group Set will allow you to include only the references in a specific group or group set.
  • Click the Next button to see the screen below, where you can choose where the compressed library
    will be saved and rename it, if desired.

  • Click the Save button to save your compressed library. Please note that a large library with many attachments may take a long time to compress. The compressed library will have a .enlx extension.
  • The compressed library can now be attached to an email, burned to disk, or put on a network or cloud drive for distribution.
  • When the recipient wants to use the library, they will need to place it on their computer in its working location, then select Open--Open Library from the File menu in EndNote and select the compressed library file as the file they wish to open. When the file uncompresses it will become a .enl file and .data folder just as it was on the original user’s computer.

Travelling Library

Using the Traveling Library to Create Bibliographies in Shared Documents

  • If you need only to create a Word document with references from multiple libraries, and do not need to share the actual data in the library or attachments, you can use the traveling library. This feature is only available in Microsoft Word.
  • Whenever you insert an EndNote citation in a Word document, you are inserting a copy of the bibliographic data for that citation in the field code for the citation. That data becomes part of the paper, and when an EndNote-using colleague works on that paper, they don’t need a copy of your library because all of your citation data is embedded in the paper’s traveling library.

  • However, that citation came from EndNote, so it has the data “traveling” in the citation and able to be used by any EndNote user editing the paper. This data is usually invisible to the reader, but accessible to EndNote.
  • This means you can send a copy of your paper to a colleague using EndNote, and they do not need a copy of your library. They can add citations from their own EndNote library, and EndNote will merge your citations and theirs together to create a single bibliography.

Exporting the Traveling Library
Data in a traveling library can be extracted and put in your own EndNote library.
On the Cite While You Write tab in Word for Windows, click Export to EndNote in the Tools group, then select Export Traveling Library from the drop-down list. On Macintosh with Word 2008 or 2011, select Export Traveling Library from the Tools drop-down list on the floating EndNote toolbar. On Macintosh with Word 2016, select Export Traveling Library from the Tools dropdown.

Select the EndNote library to import the references to, or create a new library. EndNote will filter out duplicate references that came from the library you select.

  Windows

  Macintosh 2016

For large documents with many references, it may take some time for all the references to be exported, so be patient. EndNote will show a confirmation message when the export is complete.

In the Word document, use the Update Citations and Bibliography command to update the citations in the paper from the new records in the open EndNote library.