Zotero & Mendeley Guide

The links on the left-hand side of this page will help you navigate to specific sections of the guide. There are also Zotero tutorials for Windows and Mac  linked from this guide if you prefer to learn in an alternative way.

* Note that the screenshots in this guide were taken on a Windows computer. Zotero on a Mac will look somewhat differently.

Zotero is a free reference management tool that allows you to create your own library of sources, format citations, create bibliographies, annotate documents, take notes, and collaborate with others. The program provides both a desktop version and a web version.

You will need to install Zotero to your computer. Please note that if you are using a University-owned PC computer, you should download the Zotero software from KACE, the St. Kate's self-service for Windows computers.

1. Download Zotero 7.

Zotero is available for Windows, Mac, Linux or iOS. Go to http://www.zotero.org/ and click the Download button. Zotero will detect the operating system you are using and install the appropriate version.

Here's what the software looks like on a Windows (PC) computer using the Chrome browser.

2. Then install the Zotero Connector, the browser extension. Select the browser that you use most frequently. 

Zotero Connector is available for Chrome, Firefox, Safari, and Edge (Firefox works best with Macs). This will also add in Zotero to Microsoft Word or Google Docs. Make sure that Word is closed during the Zotero installation. If not, the Zotero Word plugin may not install correctly. Then restart your computer. 

Once it's downloaded, make sure you pin the Zotero connector to your browser toolbar. 

Don't see the Zotero button in your browser? 

Make sure Zotero is open. Check your extensions [puzzle piece icon in Chrome/Firefox] and pin Zotero to your toolbar. For troubleshooting tips, go to https://www.zotero.org/support/kb/no_toolbar_button

3. Create a Zotero account

• The last step in the set-up process is to create an account. Go to Zotero > Log in > Register for a free account.

• An account gives you access to the web version of your Zotero Library, allows you to set up group libraries for sharing citations, and for working on multiple devices.

• If you want to access your Zotero library after you leave St. Kate's, register your account with a personal email.

Zotero Library Quick Tour

The Zotero Desktop has a Toolbar at the top and three panes. 

On the left is the Collections pane. In the center is the Items pane. On the right is the Items Details pane. 

Once you have downloaded Zotero, you'll want to customize your library.

Syncing your Zotero desktop with your Zotero web library will allow you to access your library on multiple devices or in campus computer labs.

Next, select your preferred citation style.

Collections and Subcollections / Adding Tags / Remove Duplicates

Collections and Subcollections

You'll want to make sure that your Zotero Library is organized so that you can easily find your citations. You can do this by creating a new collection (or folder) to contain your citations. You can create collections for courses, projects, papers, etc. You can create subcollections as well.

You can drag and drop items from one collection to another.

Tags

Use tags to organize items in your library by topic or theme. Tags are searchable in Zotero. Tags appear in the lower left-hand side of the Collections pane. You can add tags manually by using the Tags icon on the right-hand side of the Items Details pane.

Remove Duplicates 

1. Open Zotero and select Duplicate Items.
2. Select the items and then choose which item you want to keep.
3. Select Merge the items. 

Add with Zotero Browser Button / Add with Drag and Drop PDF / Manually Add 

  Use the Zotero Connector browser button to add citations 

With Zotero open, click the Connector button to put the citation and PDF (if available) into your Zotero library. The Zotero button may look like a Z, a page, book, folder or other type icon, depending on what is displayed in your browser window. (If you hover over the icon, it will say "Save to Zotero.")

If you have created collections, use the drop-down arrow to select a specific one (we recommend saving to a collection rather than to My Library).

Add multiple items to Zotero at one time

In any database where you have a list of search results, you can import more than one item at a time from a list. 

Select the Zotero Connector button [icon looks like a folder] and chose the items you wish to save from Zotero Item Selector.

Drag and drop a PDF into your Zotero library

With Zotero open, drag a saved PDF into the Items Pane of your library. The metadata (title, author, journal name, etc.) and your PDF document will be saved. You may need to review and edit this data in the Items Details pane to make sure it is accurate. Be aware that PDFs do take up storage space (you get 300 MB of free storage).

Manually Add Items to Zotero

Click the New Item icon. Select the item type and fill in all the content required by your preferred citation style.

Always check the accuracy of your Zotero citations!

Zotero can make mistakes in the formatting of citations, typically with capitalization, italics, and punctuation. Proofread before you submit your work! We recommend that you fix any errors in your Zotero Library rather than in your documents.

There are two ways to generate citations and bibliographies in Zotero:

• Within your Zotero Library with the drag and drop method - fastest way, best for a short list of citations

• Using the Zotero add-in for Word or Google Docs - best for large bibliographies, major research projects

Drag and drop a citation

This method works anywhere you can paste text, like in a Word or Google doc, a discussion board, or an email. 

• Select an item in a Zotero collection.
• To drop a complete reference list citation, drag and drop it into a document.
• To drop an in-text citation, hold the SHIFT key and drag it to a document. 

Create a bibliography from a collection of citations 

The Zotero word processor plug-ins for Microsoft Word and Google Docs let you cite as you write. When you downloaded the Zotero Connector, this plug-in should have automatically installed in your word processor program. If you do not see Zotero on your Word ribbon or in Google Docs (and you've re-booted your computer after installing), go to the Zotero word processor plugin troubleshooting link.

Word

Make sure that Zotero is open. The Zotero tab should appear on your ribbon. 

Adding in-text citations

1. Type your document. Place the cursor where you'd like to add a citation.
2. Select the Zotero tab.
3. In the Zotero tab menu, click on Add/Edit Citation.
4. The first time you do this in a document, you will be asked to choose a citation style. Select a style from the list and click OK.

The Zotero search bar will appear. Use it to search your Zotero library by author, keyword, etc. and locate the citation you want to cite. Once the citation is in the dialog box, click the arrow to the right or press enter on your keyboard.

Alternatively, click the Z arrow, and select the Classic View. This will open your Zotero library, and you can locate the citation you want to insert.

Adding page numbers and multiple sources using Classic View

You can also check the box next to Omit Author to create a narrative in-text citation, as for APA.

Google Docs

Make sure that Zotero is open. The Zotero tab should appear. Creating citations and bibliographies in Google Docs is similar to the process for Word.

In addition to organizing your sources and creating citations and bibliographies, you can also use Zotero to annotate and take notes on your research materials. 

To begin, double-click on the PDF within your Zotero library. A new tab will open with your attachment in it.

Use the tools above the article to highlight, underline or draw, add a sticky note or text, or take a snapshot. Annotations will automatically save to the annotations panel on the left.

You can pull all your PDF annotations from highlights, sticky notes, and snapshots into a single note within your Zotero library for easier viewing. To do this, right-click on the article title. From the menu, select Add Note from Annotations.

In addition to annotating, you can make notes, either a standalone or item note. This is especially useful if you are working with a source that doesn't have a PDF, like print books, videos, or artwork. 

The note editor will open in the right pane. If you prefer to write your note in a pop-out window, click on the ellipsis (...) in the top right corner of the note and select "Edit in a Separate Window." Notes can be searched in the main Zotero library search box. 

You must have a Zotero account to create a group library and share references with others. If the group library is for multiple people to use, one person should initiate the process, and then invite collaborators.

Open the Zotero desktop, go to File > New Library > New Group. You'll be routed to Zotero.org, and prompted to login. (You can also log directly into your Zotero account, and go to Groups).

1. Name the group, select the group type, and click Create Group. 
2. Select the reading and editing settings for group members. 
3. Invite members by clicking Member Settings and Send More Invitations. 
4. New members will receive an invitation and must accept it for the Group Library to appear in their Zotero account.
5. There will be two sections in your Zotero collections pane: My Library and Group Libraries.
6. Personal and group libraries are separate, and changes made to items in one library do not affect the other. You can drag items back and forth to copy items to either library.