Guide to Zotero
Zotero is a free reference management program that is easy to get started with. It works for Mac, Windows and Linux with Chrome, Edge, Firefox and Safari browsers. You can use it with various word processors, such as Word, LibreOffice and Google Docs.
Zotero consists of different parts, a program that is downloaded to your computer (Zotero software) and a plugin (Zotero connector) for the browser you use. You save references to the program directly in the browser via a button. Below is a guide on how to get started and use Zotero.
Zotero is structured in three different fields, on the left you see folders with sorted references and shared libraries, in the middle you see references with author name and title and on the right you see a field with information about the selected reference. This information can be edited if necessary.
In order to insert Zotero references in Word, a new tab needs to appear in Word after installation.
If the tab is missing, you can add it manually via Zotero:
Edit - Preferences - Cite - Word processors - Install Microsoft Word Add-in.
Close both Zotero and Word. When you open again, Zotero should be visible. Sometimes you also need to check that macros should be allowed when you open Word for the tab to be visible.
References can be added to Zotero either directly from your browser or through the program itself.
To save references via the web: click on the icon of the browser extension. The icon changes depending on the type of reference you are looking for, e.g. an image of a document or a folder. When you hover your mouse pointer over the icon in your browser panel, it will say Save to Zotero.
Tip: You can easily save all references for entire hit lists with Zotero. For example, if you search in primo. Then a folder icon appears and if you click on it, you can choose which references you want to save.
Add references with identifiers: You can easily add a reference using its ISBN, DOI or PMID. In Zotero click on the “magic wand”. Type the identifier and press enter.
Import references from PDF: by adding a PDF file of a scientific article or book, references can be created automatically. This works less well for reports or other material without DOI or ISBN.
Go to File - add attachment - add file and select your file or files.
Create references manually: This can be useful if you have a report, paper, interview or other material for which there is no metadata available to create a reference.
Go to File - new item, select the correct publication type and fill in the details (title, author, year, etc.).
You can then right-click on the reference and select add attachment to add an associated full text/PDF.
Tip: you should always check the data downloaded to your Zotero library. The correctness of the transfer depends on the source. For example, reports do not always get the correct data but scientific books and articles are usually entered correctly. Sometimes you may need to edit and add/remove the data that is automatically transferred. To do this, go to the reference in your Zotero library and click on the data you want to change.
Open a Word document and go to the Zotero tab.
Add a reference: Select add citation to insert the reference into the text. You will now be asked to search for the reference from your library. Select one or more and then press enter to insert.
You will be asked to select the reference style and language. This affects the layout of your references. This can be changed later via document preferences.
To add reference list: select add bibliography
To add page details: select the reference you want to add page details to. Press “add/edit citation” and press the reference in the box that pops up and you will get additional options. Enter “pages”.
Creating an account in Zotero gives you the ability to back up your files, sync across devices and platforms, and share references with other people. Perfect for collaborations and group tasks!
In Zotero go to Edit - Preferences - Sync - Fill in username and password - Set up syncing.
If you do not have an account already, follow the link create account.
Share references: To share a folder with references you need to create a group. Edit - New Library - New Group. You will then have to choose a name and assign rights to the group members via zotero.org.
Synchronize your library by clicking on the sync button in the upper right corner. The group library will then appear among your other folders. Then you just need to add references.
Members to the group are invited under groups via your account on zotero.org
Additional guides
More information and a full picture of the program's features can be found on Zotero's help pages.