Guide
How to use Zotero
Learning how to use Zotero involves installing the desktop client, setting up the browser connector, importing research sources, organising libraries, and inserting citations into documents.
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Installation and Connector Setup
The first step in setting up Zotero is downloading the standalone desktop application from the official Zotero website, which supports Windows, macOS, and Linux platforms. After installation, you must install the Zotero Connector for your web browser, such as Google Chrome, Mozilla Firefox, Apple Safari, or Microsoft Edge. Registering for a free Zotero online account is highly recommended; entering these credentials into the desktop application preferences enables automatic cloud synchronisation. This synchronisation secures your bibliographic database by backing up citation text and notes to Zotero's servers, allowing you to access and manage your reference library across multiple devices.
Importing and Organising Sources
To import sources into your database, navigate to an academic index like Google Scholar, Scopus, or PubMed, and click the Zotero icon in your browser toolbar. Zotero automatically parses the page, imports the metadata, and downloads the PDF if it is accessible. Within the desktop client, you can organise these references by dragging them into collections. In Zotero, collections act like playlists rather than rigid folders, meaning a single reference can exist in multiple collections simultaneously. You can also assign custom tags and notes to references, enabling you to filter and categorise your research materials for different chapters or projects.
Citing in Word Processors
Zotero automatically installs citation plugins for popular word processors, including Microsoft Word, Google Docs, and LibreOffice. To cite sources while writing, click the Zotero tab in your word processor and select the Add/Edit Citation option. A red search bar will appear, allowing you to search for the desired reference by author name, title, or publication year. Pressing enter inserts the formatted in-text citation into your text. Finally, click the Add/Edit Bibliography button at the end of your document, and Zotero will instantly generate a bibliography containing all cited works, formatted according to your chosen style.
Key facts
At a glance
- Zotero requires installing two components: the desktop program and the browser connector.
- Creating a free online account enables cross-device reference syncing and backups.
- Collections in Zotero allow the same reference to exist in multiple lists simultaneously.
- The 'Magic Wand' button allows adding references instantly by entering a DOI or ISBN.
- The PDF reader allows highlighting text and extracting annotations directly as notes.
Common misconceptions
What people often get wrong
Often heard: Removing a reference from a Zotero collection deletes it from your library.
Actually: Removing an item from a collection only removes the link; to delete it entirely, you must drag it to the main 'Trash' folder.
Often heard: You must manually format and type the in-text citations before Zotero can build the bibliography.
Actually: Zotero handles both in-text citations and bibliographies dynamically; typing them manually prevents Zotero from updating them if style requirements change.
Often heard: Zotero cannot import metadata from PDFs you already have saved on your computer.
Actually: You can drag existing PDFs into Zotero, right-click them, and select 'Retrieve Metadata for PDF' to automatically find and generate the citation fields.
Common questions
FAQ
How do I change the citation style in my Word document?+
In Microsoft Word, click the Zotero tab, select 'Document Preferences', choose your desired citation style (such as APA 7th or Harvard) from the list, and click OK. Zotero will re-format the entire document automatically.
Can Zotero automatically download PDFs?+
Yes, Zotero will search for and download open-access PDFs when you import citations. If your university library has subscription access, you can configure Zotero's proxies to find text PDFs.
How do I back up my Zotero library?+
Enabling Zotero cloud sync backs up your citation data. To back up your actual PDF attachments, ensure you copy the local 'Zotero' data directory on your computer to an external drive or cloud storage.
Going deeper
