Zotero
Zotero is a free open source reference management program maintained by the Corporation for Digital Scholarship in the USA. It is used as a desktop application that is available for Windows, Mac, Linux and iOS.
Zotero allows you to:
- Gather references from different databases and elsewhere in the Web.
- Maintain and organize references.
- Share references with other Zotero users.
- Format citations in your manuscripts and produce bibliographies in a variety of citation styles.
- Transfer references to and from other reference management tools.
Read the basics about Zotero at UEF (opens in new tab).
Watch the video by Steven Bradburn (12:40):
How to use Zotero: a beginner’s guide (opens in new tab).
The new Zotero 7 was released in August 2024. The function and performance have been improved. Outward appearance of the program has been slightly modernized too. Nevertheless, it is fairly easy for existing Zotero 6 users to switch over to the new version. Learn more about the new version:
Zotero 7 blog (opens in new tab).
What’s New in Zotero 7 (video, Chinmaya S. Rathore, 14:48, opens in new tab).
This learning material was originally created for Zotero 6. The text has been updated to reflect the new version, but videos are for Zotero 6 at the moment. These videos are useful in learning the basic use of Zotero 7 as well. The videos will be updated as soon as new versions are released.
The following sections will guide you step by step about how to use Zotero for managing your references.
The Zotero desktop application is available for Windows, Mac, Linux and iOS. You do not need administrator privileges for installation. If administrator username and password are asked for, bypass (cancel) them. It is not necessary to create an user account if you use the application on single computer only. Remember to backup your Zotero database regularly.
Install the desktop application on an UEF computer from UEF Sofware Center. Install on a KYS (KUH) computer from KYS (KUH) Software Center. Software Center can be found in Windows with the taskbar search at the bottom left corner of screen, next to the Windows icon. Install on other computers from Zotero website (opens in new tab). Close your word processor before you start Zotero for the first time. This ensures the installation of citation add-in. You may reinstall the add-in later via Zotero desktop. The database to be backed up is usually found in C:\Users\username\Zotero. See the backup instructions, please (opens in new tab).
Set up your Zotero desktop application by following the instructions presented below.
Watch the video by Georgia State University Library (1:21):
How to install Zotero (opens in new tab).
If you want to use Zotero on several computers, install the desktop application on all those computers and create your user account (opens in new tab). The Zotero databases on individual computers are synchronized via the account. Please do not use a networked drive or a cloud storage space as a substitute for the user account. This may cause problems. There is unlimited storage space for references in the account. You may see the references in your account by logging in to Zotero website. The account also serves as a backup of your Zotero database. However we recommend a separate backup to be taken periodically, if at all possible.
Watch the video by Georgia State University Library (3:14):
Setting up your account and synchronizing your library (opens in new tab).
Reference attachments such as publication pdf’s are not synchronized. You may synchronize the attachments via Zotero Storage functionality. It is free until 300 megabytes are used. You may buy additional storage space on the Zotero website.
Attachment file synchronization is enabled by default. It is a good idea to disable it, because free Zotero Storage space is quite small. In that case the files are saved only on one computer. You may also consider not to save any full texts at all. Zotero references can be easily linked to online publications. Please see instructions below.
Basic settings
How to change language in the desktop application
- Click Edit in the Zotero menu bar and select Settings.
- Click General in the Zotero Settings window.
- Select the language from the Language: menu.
- Restart the desktop application.
How to increase font size in the desktop application
- Click View in the Zotero menu bar and select Font Size.
- Click Bigger.
- You may repeat the procedure until the font is large enough.
How to install Zotero Connector
- Click Tools in the Zotero menu bar and select Install Browser Connector.
- Select the browser you use and click Install.
How to disable attachment file synchronization
- Click Edit in the Zotero menu bar and select Settings.
- Click Sync in the Zotero Settings window.
- Uncheck both items in File Syncing.
- Close Zotero Settings window.
How to disable automatic saving of attachment files
- Click Edit in the Zotero menu bar and select Settings.
- Click General in the Zotero Settings window.
- Uncheck Automatically attach associated PDFs and other files when saving items.
- Close Zotero Settings window.
How to link UEF Primo e-journal articles to your Zotero references
- Click Edit in the Zotero menu bar and select Settings.
- Click General in the Zotero Settings window.
- Find Locate area and type https://libkey.io/libraries/1029/openurl to Base URL: field.
- Close Zotero Settings window.
How to open e-journal articles
- Click the title of the article you want to open in the Zotero desktop.
- Click the straight grey arrow inside a circle at the right edge of the Zotero window and select Library Lookup.
- Enter your UEF username and password, if asked for.
- Article opens in a little while, if e-version is available.
How to simplify the use of word processor citation add-in
- Click Edit in the Zotero menu bar and select Settings.
- Click Cite in the Zotero Settings window and find Word Processors area.
- Check the box Use classic Add Citation dialog.
- Close Zotero Settings window.
How to install Word citation add-in
- Exit Word completely (all open files).
- Click Edit in the Zotero menu bar and select Settings.
- Click Cite in the Zotero Settings window and find Word Processors area.
- Click Reinstall Microsoft Word Add-in.
- Check the box Use classic Add Citation dialog.
- Close Zotero Settings window.
Use Zotero Connector extension in your browser to add new references to Zotero. The extension is usually installed along with the desktop application and is compatible with Firefox, Chrome, Edge and Safari. You may reinstall the extension via Zotero desktop if necessary. The extension finds citation information (metadata) automatically from search results and websites and saves the metadata to Zotero. Publication pdf’s are also saved, if they are available and if attachment file saving is enabled in Zotero.
It is also possible to import references as RIS files and as PubMed files. The file importing will be dealt with in detail during the teaching session.
Watch the video by Georgia State University Library (3:39):
Saving references to your library (opens in new tab).
Learn to add references to your Zotero account by completing the tasks below.
- Save a few references from the UEF Primo search service.
- Save a few (3-5) references from some relevant database, such as Scopus, PubMed or Web of Science. If you have difficulties in searching databases, please study information retrieval in modules 1 and 2.
References can also be added and edited manually (by using keyboard). If you cannot find the e-version of a reference anywhere, you have to add it manually. Manual editing is required when you want to make corrections, such as adding missing author names.
Watch the video by National University of Singapore Libraries (3:17):
Adding references into Zotero via manual entry (opens in new tab).
Learn manual entry by adding the reference of the following article to your Zotero: https://doaj.org/article/405d460b4a1a4df2b4ce6b75a6b1310f (opens in new tab).
In the course of time you probably have saved so many useful references that it becomes difficult to keep track of them all. Therefore it is advisable to create different collections under My Library in your Zotero and move your references to them. The references are also retained in My Library regardless of collections. You can organize your collections freely, for example by the chapters of your future dissertation/thesis or by main concepts of your research problem. You can store the same reference in several different collections at the same time and can delete the collection without deleting the references. Thus you don’t have to stress over your collection structure too much. After all, you are creating your own personal database and you can change it anytime.
- Watch the video by University of New Brunswick Libraries (2:56):
Organize your Zotero library (opens in new tab). - Create a collection and name it as Xxx_Yyy_assignment, where Xxx is your last name (family name) and Yyy your first name (given name) (e.g. Smith_John_assignment). Add to this collection some references you saved in Zotero.
When you save references from different databases to your Zotero, you will most probably end up having the same items two or more times. It is advisable to merge these multiple references before you begin citing them.
- Watch the video by MGH Institute of Health Professions, Janis P. Bellack Library (2:41):
Identifying and merging duplicates (opens in new tab).
Even though you are creating your own personal reference database, you might sometimes want to share useful references with others. You might find something interesting for your research colleagues with their own topics, you might want to share something with the other members of your research group, or your supervisor might want to see what references you have found out thus far. In those cases it is easiest to save the references you want to show to others in a specific library and share it with them. You have to create your personal Zotero account in order to share the libraries.
- Watch the video by Georgia State University Library (5:04):
Setting up shared group libraries (opens in new tab).
The library sharing will be dealt with in detail during the teaching session.
Learn to create a bibliography quickly.
- Watch the video by Georgia State University Library (1:32):
Creating quick bibliographies using Zotero (opens in new tab). - Open the Xxx_Yyy_assignment collection and create a bibliography of references in this collection. Use a style of your choice.
In order to add citations to your text and create a bibliography you need a Zotero add-in in your word processor. The add-in is available for Word (stand-alone version), LibreOffice and Google Docs. The add-in is usually installed automatically when you start Zotero desktop for the first time. To ensure installation close your word processor before starting Zotero. You may reinstall the add-in later via Zotero desktop. Please see the end of the page Setting up Zotero desktop (opens in new tab). The add-in does not require Java.
There are about 10 000 ready-made citation styles available. You may modify the styles by yourself if necessary. The styles are made with CSL language. It is an open standard describing the internal structure of the style.
We have created a few UEF specific citation styles that may be used in dissertations. Please see the end of our Zotero help page (opens in new tab) for installation instructions. To install the UEF styles in Finnish please see the end of the Zotero help page in Finnish (opens in new tab).
Watch the video by Georgia State University Library (3:44):
Adding citations and creating bibliographies with the Word toolbar (opens in new tab).
Watch the video by Idaho State University Libraries (7:20):
Creating citations & references (opens in new tab).
Watch the video by University of Akron Libraries (3:26):
Editing a citation style sheet for Zotero (opens in new tab).
Citing and bibliography creating will be dealt with in detail during the teaching session.
(9/2024 HL)