EndNote desktop: FAQs and tips

Create a compressed library

EndNote includes a feature which allows you to put the library (or nominated references) and associated folders into one single file, optionally with file attachments.

This is useful for backing up a library, sending it via email, or transferring it between computers (including between Windows PCs and Macs). Although EndNote also provides a Save a copy option, the compressed library option is recommended for backing up your work.

It is very similar to a .zip file, but specialised for EndNote.

Process for saving a compressed snapshot:

1. Click File menu ► Compress Library (.enlx). 
2. Choose if you want to include file attachments (e.g. attached PDFs), and whether you want to compress the entire file or a group of references. (If you wish to send this via email, including the attached PDFs might make the size too large for a significant library.)
3. Click Next and choose a location to save. The Library recommends you add a date to the filename to indicate when the compressed library was created e.g. MyLibrary-2019-10-28.enlx

Re-opening a compressed snapshot:

When you open a compressed library (File ► Open, or double-click on the compressed file), EndNote will automatically extract all the files to recreate the original library structure. EndNote will use the extracted files, the compressed file will not be used.

If you want to keep track of your snapshots by date, the Library recommends adding a date to your compressed snapshot file name using the format YYYY-MM-DD. This will automatically sort by date when you sort by filename, e.g.
my-thesis-references-2023-08-23.enlx
my-thesis-references-2023-09-14.enlx

A word about data management

EndNote works most reliably if your store all your records in a single primary library. For security and peace of mind, your primary library (and indeed all your data and documents) should be regularly backed up.

Local backup systems can fail, and you can lose all your work. This includes external hard drives, USB sticks, discs, and other purely local methods. Commercial or free “Cloud” type storage can also have security and ethical storage issues for researchers.

For performance and reliability, your working library should remain on your local hard drive (on Federation-maintained computers, we recommend the Videos or Music folder), but the Library strongly recommends you keep your backups (e.g. compressed snapshot files) on a University network (your Federation individual OneDrive or departmental Sharepoint, not your computer’s local or C: drive). 

Talk to your EndNote specialist in the Library for further information about other important data management issues, or sign up to a Library EndNote or Research Data Management class.