Zotero User Guide

Getting things into Zotero

Zotero offers users a variety of ways to capture, import and archive item information and fles. On this page you will learn how to collect information on books, journal articles, and websites with a single click and then easily store related P !s, images, links, whole web pages and any other fles alongside that information inside your Zotero library.

"utomatically #apture $ibliographic %nformation !rom the &eb

Perhaps the most important feature of Zotero is its ability to sense when you are looking at an item 'or items( on a web page. !or instance, if you are looking at the record for a book on an online library catalog, Zotero)s book icon will appear in !irefo*)s location bar 'at the top of the browser window, where the current web address, or +,-, appears(, like so.

/imply click on the book icon and Zotero will save all of the citation information about that book into your library. '0he Zotero pane does not have to be open for this to work.( %f you are looking at a group of items 'e.g., a list of search results from Google /cholar or -e*is1e*is(, a folder will appear. #licking on the folder will produce a list of items with check bo*es ne*t to them2 choose the ones you want to save and Zotero will do the rest.

%f you are currently working in a specifc collection 'that is, a collection is highlighted in the left column rather than 34y -ibrary5(, the references will be copied to that location as well as your overall library.

Zotero senses information through site translators. Zotero6s translators should work with most library catalogs, some popular websites such as "ma7on and the 1ew 8ork 0imes, and many gated databases. 9ust look for icons in the location bar. 0he Zotero team will be adding support for additional sites over time. 8ou need not check back here for these e*tra translators2 they will be automatically added to your Zotero installation every so often.

"rchiving &eb Pages

0o archive a page click the 3#reate 1ew %tem !rom #urrent Page5 icon ' (. 0his will archive a copy of the page in your library. 0o see the page as it was on the day you captured it double click the snapshot icon associated with the fle, as shown below.

4anually "dding %tems

Zotero6s automatic captures make it easy to work with web resources, but not everything you need to use in your research is online. Zotero makes it easy to manually add items as well. #lick on the green plus icon in the center column. /elect the type of item you want to create from the drop down menu. 8ou can view more item types at the bottom of the menu. %f the options do not ft your item e*actly, try to fnd the kind of item that would contain the same felds. Once you select an item type a blank item of that type will appear in your center column. 8ou can then manually enter the bibliographic information into the right column. #lick on any of the felds in the right column to begin entering your

information. %f you have additional authors you can click on the : ne*t to the frst author to add additional felds. &hen you have fnished entering the metadata you can drag in attachments.

Organi7ing and "nnotating %tems

+sing #ollections
Zotero allows you to organi7e your records into collections. ;ach collection might correspond to a research project or a specifc area of interest. 8our organi7ed collection folders will be in the left column of your Zotero pane, and the center column will show the contents of those collections. +nlike traditional fling systems Zotero allows a single item to be in multiple collections at the same time. %n this sense your collections are more like playlists in i0unes than folders in a flling cabinet. 0his allows you to organi7e the same item in different ways to suit your needs. 34y -ibrary5 will always contain a master list of all of your records. %f you delete a record from 34y -ibrary5 it will disappear completely from your collection. Creating a New Collection #lick on the 1ew #ollection icon above the left column. 8ou will be prompted to title the collection. 8ou can also add sub<collections within collections by creating a new collection, then dragging it into a collection. 8ou can then add items to this collection, either by dragging them from the center column over to the new collection, or by importing the item to Zotero while the collection is open 'highlighted(. Adding Items to Other Collections %tems can be added to other collections by dragging the item from the center column to the desired collection folder in the left column. 0his does not duplicate the item in 34y -ibrary5. Renaming a Collection ,ight<click on the collection 'control<click on 4ac( and select ,ename #ollection from the drop<down menu. " dialog will prompt you to give the collection a new name.

+sing 0ags
0agging is an easy way to categori7e items by attaching descriptive words to them. 8ou can tag your information with whatever relevant keyword or term you would like associated with that given item. 0hese tags allow you to sift through your information in a personal way, by the categories that you deem relevant.

Adding Tags 0o add a tag to an item simply select the tab in the right column and hit the button. 0hen type your tag. Once you have added the tag you will see it has also been added to the tag selector bo* in the left column. Using the Tag Selector -ocated in the bottom<left<hand corner of the Zotero pane, the tag selector adds an additional layer of information management to complement the collection and search systems. 8ou can toggle the tag selector in and out of view by clicking the the show=hide tag selector button. 0he tag selector updates its inventory from tags you place on individual items in your -ibrary. $y clicking on any of the tags, you can flter the items within your -ibrary, collections and saved searches by as many or as few tags as you like. 0he tag selector defaults to showing all the tags on items in the current folder. &hen you click on a given tag, the center column updates to display only the items with that tag. 8ou can select multiple tags to further refne the results in the center column or click on a tag again to deselect it. 0o >uickly fnd a tag in the list, type part of its name in the !ilter bo*2 selected tags not matching what you type remain selected, allowing you to >uickly fnd and select multiple items. %t is also possible to click the 3 eselect all5 button to return the center column to displaying all the items in the selected folder. !rom this bo* you can also control the tags globally. $y right<clicking on a tag 'or #ontrol<clicking on the 4ac( you can choose to rename a tag across all items or delete it from all of the records it is attached to. 8ou can also assign a tag to multiple items at once by dragging items from the items pane onto tags in the tag selector. 0his is where the 3 isplay all tags5 checkbo* comes in handy. while the tag selector normally only shows you tags on items in the current view, clicking 3 isplay all tags5 causes tags not assigned to currently visible items to appear in gray. 8ou can then drag items onto one of the gray tags to assign it to those items. Automatic Tags 1ote that some items that you save will come with tags already attached. %f Zotero detects classifcation information or other metadata as part of a catalog record, it will, in some cases, import that information as a tag. !or e*ample, OP"# 'Online Public "ccess #atalog( record subject headings become Zotero tags. 8ou can manage these automatic tags in the same way that you manage the

tags you add manually. %t is possible, though, to e*clude automatically added tags from the tag selector or to prevent them from being imported in the frst place.

!inding and /earching %n Zotero

Zotero provides a variety of options to ensure that you are never more than a few seconds away from the e*act information you need. %n this document you will learn about Zotero6s sorting and searching functionality. &ith just a few clicks you can sort any of your collections by what ever criteria you need. 8ou can also >uickly e*ecute basic searches through your entire collection. $eyond these two >uick options you can also set up advanced searches to make much more refned searches through your entire collection. 8ou can also view screencasts detailing these functions. Sorting Zotero6s sorting functions make it easy to >uickly fnd items in your library and collections. %f you prefer you can also watch the sorting screencast.

0o sort items in a collection, click on any of the information categories at the top of the middle column. !or e*ample, if you click on 30itle,5 all your items will be sorted alphabetically by title. %f you click on 30itle5 again, the order will be reversed. /imilarly, if you click on 3#reator,5 your items will be sorted alphabetically by creator, and if you click 3#reator,5 again the order will be reversed. 0o sort by other categories, you can click on the icon in the top right corner of your center column. 8ou will then see the dropdown menu illustrated below. #heck off any additional categories you would like to use for sorting. 0hey will now appear in the center column and you can click on them to sort in just the same way you did with 30itle5 and 3#reator5. Basic Search $asic searches provide the >uickest way to fnd items in your collection. !ollow the directions below or watch the basic search screencast to see how to make best use of the Zotero6s basic searches.

0o start a search, click inside the search bo* at the top of the middle column and start typing your search term. "s you type, Zotero will reduce the total number of items in the center column to only those that contain your search term. What Exactly Am I Searching Through &ith basic searches, Zotero combs through all of your data for results. !or e*ample, a basic search for ?@A@ will return a wide variety of items. 0he search would return books with ?@A@ in their title, items published in ?@A@, items tagged ?@A@, and websites that have ?@A@ somewhere in their full te*t. %n short, basic searches search through all your data.

0aking 1otes
4ost users don)t like to just read and gather sources2 they like to take notes on them. &e)ve all got little scribbles in the margins of books, on post<its, and on notepads 'real and virtual(. Zotero makes it easy to keep all those annotations, jots, and notes in one place, and all searchable. 0he ability to record notes about library items is essential to conducting useful research. 1otes allow you to relate items to your own studies, write down brainstorms and highlight important passages. 8ou may agree, then, that the most obvious way to organi7e notes in Zotero is as attachments to library items. -et6s say you have 4ichelangelo6s 30he -ast 9udgment5 in your Zotero library and wish to make a note about the location of the artist6s self<portrait hidden in the fresco. Obviously, this isn6t the sort of thing where you can just scribble in the margins2 the /istine #hapel would probably object and it wouldn6t be very portable, anyway. 0o create an attached note, frst select 30he -ast 9udgment5 in Zotero6s center column. %n the right column, you would then click on the 1otes tab, then the "dd button.

0his will open the note editor in a separate window. /imply enter in your note and it will be saved as you type, so you may close the window whenever you wish. 8ou may have noticed that, back in the Zotero pane, your note has been added to the 1otes tab for 30he -ast 9udgement5 and, in the center column, as an associated child item. %f you wish to view the note again, you need only click on the note in either of these places. $y default, they will open within the right column in Zotero, though they can be opened in a separate window by pressing the appropriate button at the bottom of said column. Zotero uses the rich<te*t 0iny4#; editor, so your formatting options are nearly limitless. " variety of features are available through the editor6s toolbars and a still greater number can be used by editing the note6s B04- code directly. Standalone Notes %f, however, your annotation does not relate directly to any item in your library, it is possible to create a standalone note by clicking the 1ew /tandalone 1ote button in the Zotero toolbar. 0hese will behave just like a regular note, only they will appear by themselves in your collections, not associated with another library item. !ra""ing Text #rom We"$ages $ecause new research often incorporates pre<e*isting work, Zotero makes it easy for you to migrate >uotable material from a web<based source into your notes. Bighlight the relevant te*t, right<click 'ctrl<click on the 4ac( to open a pop<up menu, and select 3#reate Zotero %tem and 1ote from /election5. 0his

will create a new library item with the selected te*t as an attached note. %n this way, Zotero facilitates transcription as well as annotation. Tags and Related Items "s with any other item in Zotero, notes, both regular and standalone, make full use of the tagging and related item features. 0hese appear at the bottom of the notes editor and behave just as they do with other items.

#reating $ibliographies
rag and rop Cuick #opy
%f you want to >uickly add references to a paper, email, or blog post, then Zotero6s rag and rop Cuick #opy is probably the best way to go. /imply select references in the center column and drag them into any te*t feld. Zotero will automatically create a numbered and alphabeti7ed bibliography for you. 0o confgure your >uick copy preferences, click the "ctions menu 'the gear icon( and select Preferences. &ithin the Preferences pop<up window, select ;*port. !rom this tab you can set your default e*port format, set up site specifc e*port settings, and choose whether you want Zotero to include B04- tags in your >uick copy.

,ight #lick to #reate $ibliography

0o create a bibliography in Zotero, highlight one or more references and then right<click 'or control<click on 4acs( to select 3#reate $ibliography from /elected %tem's(.5 0hen select a citation style for your bibliography format and choose one of the following four ways to create your bibliography.

/ave as ,0! will allow you to save the bibliography as a rich te*t fle. /ave as B04- will allow you to save the bibliography as an B04- fle for viewing in a web browser. 0his format will also embed metadata, allowing other Zotero users viewing the document to capture bibliographic information. /ave to #lipboard will allow you to save the bibliography to your clipboard to paste into any te*t feld. Print will send your bibliography straight to a printer.

&ord Processor %ntegration

Zotero6s 4icrosoft &ord and OpenOffce plugins offer you the most control for creating bibliographies. 0hese plugins allow you to add in<te*t citations and footnotes in addition to bibliographies. Once the plugin is installed, you should see a row of icons in your 4icrosoft &ord toolbar. 0hese four buttons allow you to manage references in your 4icrosoft &ord documents. %f you do not see

them, try checking the 30emplates and "dd<ins5 window. /elect 30ools5 from the dropdown menu at the top of your screen, pull down to 30emplates and "dd<ins,5 and make sure that the bo* for Zotero.dot is checked. &hen you would like to cite something from your collection click the frst button, 3Zotero %nsert #itation5 ' (. %f this is the frst citation you have added to the document the ocument Preferences window will open. #hose the bibliographic format you would like to use from the list and click OD. Once you have chosen a format, the 3"dd #itation5 window will pop up. /ort through your collection in this window and select the item or items you would like to cite. 8ou can add the specifc page number in the te*t bo* at the bottom of the window.

%f you would like to preview the citation click on show editor the button. 8ou will then see the edit citation bo* at the bottom of the add citation window. &hen you click 3OD,5 you should now see a properly formatted citation in your document. 0o generate a bibliography from all the items you have referenced, click the 3Zotero %nsert $ibliography5 button ' (. 0he edit citation' ( and edit bibliography' ( buttons allow you to edit citations and bibliographies you have already inserted into your documents. #lick inside a citation or bibliography and click either button to edit.

0he ffth button, 3Zotero ,efresh5 '

( updates your references with any

changes in your Zotero collection. ' ( will open the ocument Preferences window again, allowing you to change the bibliographic style for the entire document on the Ey.

Zotero !re>uently "sked Cuestions

Bow do % back up my Zotero libraryF
0he best way to back up your Zotero library is to close !irefo* and then copy the 67otero6 folder within your !irefo* profle directory to an e*ternal drive. 0he Zotero folder holds your database and all the related fles 'images, P !s, webpages, etc.(. 8ou can locate your Zotero data by going to the Zotero preferences under the "ctions 'gear icon( menu and clicking 3/how data directory5 in the "dvanced pane. $y backing up this directory, you will back up your entire Zotero library. %f something drastic happens 'hard drive melts, computer is stolen, etc.(, you can simply place your archived backup 67otero6 folder into your new !irefo* profle with !irefo* closed. &hen you open !irefo*, your Zotero library will be there waiting for you 'after you reinstall Zotero, if necessary(. "s with all important data, it is a good idea to back up your Zotero data fre>uently.

Bow can % access my library from multiple computersF #an % store my Zotero library and associated fles on an e*ternal driveF
8ou can conveniently transport your Zotero library from one machine to another, accessing your data from any computer. 0he easiest way to use Zotero on multiple computers is by running a copy of !irefo* directly from a portable drive, which gives you access to your !irefo* settings, such as bookmarks and history, in addition to your Zotero data. !or more information see http.==www.7otero.org=support=usingGportableGfrefo*GonGaGusbGdrive %f you use Zotero only on your own computers and don6t need to keep your !irefo* profle in sync, there6s no need to use Portable !irefo*. /imply copy your Zotero data directory to the portable drive and set Zotero on each computer to use the same custom data directory on the drive. 8ou can set a custom data directory in the "dvanced tab of the Zotero preferences. Zotero ?.H will offer the ability to sync multiple Zotero libraries automatically via the Zotero server.

% have bibliographies in 4icrosoft &ord documents, P !s, and other te*t fles. #an % import them into my Zotero collectionF
1o. Zotero cannot currently import items from bibliographies in te*t documents. &hile this may sound like a simple re>uest, it is actually rather diffcult to accomplish given the range of potential formats. %f you have these references in a bibliographic database, e*port them to an intermediate format, such as ,%/ or $ib0eI, and then import the references into Zotero.

&ill % be able to use Zotero with %nternet ;*plorer or some other browserF
1o. &e cannot reproduce the functionality of Zotero in most other browsers due to their lack of e>uivalent support for e*tensions. 4any of Zotero6s advanced features, such as the ability to sense and grab citations from web pages, are only possible because !irefo* e*poses all of its underlying functionality to e*tension developers. 4icrosoft and many other browser creators don)t allow e*tension developers to call on more than a tiny fraction of their code. 0his e*planation may be no solace for inveterate %; users, but we hope that %; users who like the functionality of Zotero will give !irefo* a try.

&hy don6t % see a Zotero icon in the address bar while viewing a web pageF
Zotero senses information on web pages through site translators, and a Zotero icon will only appear if a site translator recogni7es the page being viewed. Zotero6s translators should work with most library catalogs, popular websites such as "ma7on and the 1ew 8ork 0imes, and many gated databases. !or more information or for some sites to try out, see the compatible site list. %f a site isn6t currently supported or a translator isn6t working, you can still save any web document, though you may need to fll in some details that Zotero couldn6t automatically detect. %f you don6t see a Zotero icon on "ma7on product pages or 18 0imes articles, see 0roubleshooting 0ranslator %ssues. http.==www.7otero.org=support=troubleshootingGtranslatorGissues

Bow do % add an edited volume or a book chapterF

" book chapter from an edited volume is entered as a 3$ook /ection5. #lick the green new item button and select 3$ook /ection5. 8ou will now see both a 30itle5 feld for the chapter title and a separate 3$ook 0itle5 feld. 0o add a editor click the : sign on the author line in the right column. 0his will create an additional "uthor line. %f you click the triangle to the left of the new author feld you will be able to change it to an editor.

&here does Zotero store my references and notesF

8our entire Zotero library is stored, by default, in the 67otero6 directory of your !irefo* profle. %nside that directory are two crucial elements. the 7otero.s>lite fle and the 6storage6 folder. 0he 7otero.s>lite fle contains the majority of your data. item information, notes, tags, etc. 0he 6storage6 folder contains all of your attachments. P !s, web snapshots, audio fles, and any other fles you have imported. 1ote that these data fles are different from a Zotero , ! fle 'e.g., 3;*ported %tems.rdf5( created via Zotero6s e*port functions. &hile you can import data from an , ! fle, restoring your data fles directly is currently a much more accurate and reliable method. 0he >uickest and most reliable way to fnd your Zotero data directory is through the 3/how ata irectory5 button in the "dvanced tab of your Zotero Preferences window. $y default, Zotero data is stored within your !irefo* profle in these O/< dependent directories. On a 4ac. =+sers=JusernameK=-ibrary="pplication /upport=!irefo*=Profles=JrandomstringK=7otero On &indows LMMM=IP. #.N ocuments and /ettingsNJusernameKN"pplication ataN4o7illaN!irefo*NProflesNJrandomstringKN7otero On &indows Oista. #.N+sersNJ+ser 1ameKN"pp ataN,oamingN4o7illaN!irefo*NProflesNJrandomstringKN7otero %f you have selected a custom data directory in the "dvanced pane of the Zotero prefs, your data will be stored elsewhere. 0he 3/how ata irectory5 button will always reveal the data directory currently in use. Warning: $efore you copy, delete or move any of these fles, be sure that !irefo* is closed. !ailure to close !irefo* before moving these fles could result in damage to your data.

&hat are the differences between -inks and /napshotsF

&hen you save a link, Zotero stores only the page title, +,-, and access date, and you need to return to the site to view the page content. &hen you save a snapshot, Zotero saves a copy of the page as it currently e*ists and archives it on your computer.

#an % save a page that does not have a Zotero icon in the location bar at the top of my !irefo* windowF
8es. 0o archive a web page select the 3#reate 1ew %tem !rom #urrent Page5 icon. 0his will archive a copy of the page in your library. 0o see the page as it was on the day you captured it double click the snapshot icon associated with the fle, as shown below.

Zotero Anatomy
atabase
Zotero is one of the frst !irefo* e*tensions to take advantage of the new mo7/torage functionality introduced in !irefo* L.M. mo7/torage is a database "P% backed by the /C-ite database engine, offering the power of a relational database system within the 4o7illa development environment. "ll system data and item metadata is stored in an /C-ite database, 7otero.s>lite, within the 7otero directory. %f the $ doesn)t e*ist at browser startup, a new one is created from the fles system.s>l, scrapers.s>l and userdata.s>l in the e*tension root, which are then used only during schema updates.

/torage
"lso inside the 7otero directory is a storage directory for snapshots and copied fles, which are stored within separate subdirectories named after the % of the attachment item they belong to. Zotero also creates a copy of the Zotero database at every shutdown and stores it as 7otero.s>lite.bak in the same directory.

0ranslators
/ite translators are discrete pieces of code that e*tract web<based metadata and then insert it into a Zotero item. !or this session we will take a >uick look at Zotero)s ,%/ translator.

/tyles
Zotero uses the #itation /tyle -anguage to confgure citation formatting. #/- is a new I4- language for citation formatting and is designed to provide a nice balance of power and ease<of<use. %t is also designed to be independent of any particular application, document format, or programming language. 8ou can view and edit #/- fles by pasting chrome.==7otero=content=tools=csledit.*ul into your location bar in !irefo*.

Working With Bibliographic Styles

8our users will ask you about creating styles. 0he goal of this session is not to make you all style wi7ards, but to give you a basic sense of what is involved, how Zotero styles references, some simple steps for editing styles, and familiari7e you with approaches for re>uesting additional bibliographic styles.

4anipulating /tyles !iles

?. L. P. Q. -oad up chrome.==7otero=content=tools=csledit.*ul /elect items and chose "P" style from the drop down menu Bit refresh, to see a live preview of citations 0ry and do some light editing

!inding "dditional /tyle !iles

?. Oisit http.==www.7otero.org=styles L. 4ouse over some styles to preview them P. %nstall a few new styles

,e>uesting 1ew $ibliographic /tyles

http.==www.7otero.org=support=re>uestingGstyles

#atch up on the conversation

/earch the style repository and the Zotero forums to see if there is already a style or an e*isting conversation about the style you need. %f there is already a conversation about your style, you may be able to contribute crucial information that allows one of the community members to fnish it. %n some cases there may be technical reasons why the style cannot currently be supported. %f you cannot fnd your style in the repository or an e*isting conversation about your style, start a new thread in the #itation /tyles section of the Zotero forums. 1ame the thread 3/tyle ,e>uest. Rname of styleS5. $e sure to include the following information.

Get your style6s details

/imilar style. &hat e*isting style is closest to the style you needF 0ake a look at the list of styles in the style repository and uncheck the 3/how dependent styles5 check bo*. 8ou can hover your mouse over the style links to preview citations in each of those styles. 8ou can also paste chrome.==7otero=content=tools=cslpreview.*ul into your !irefo* location bar to launch a preview of selected items from your Zotero library in all the styles you currently have installed. !ind the one that is closest to your style. ifferences from similar style. 0he ne*t step is to itemi7e the precise differences that need to be implemented to make that e*isting style into the style you need. oing this will give the creation of the style a big jump<start. 0he most time< consuming part of style creation is not the technical part, but understanding how a style works and how it differs from e*isting styles. 0he less a volunteer has to do to fgure that out, the more likely it is they can help. -ink to style guide. !ind a reputable web page that describes your style and post a link to it in your re>uest. %f there is no good link, contact the organi7ation that supplies the style guide and re>uest better documentation. !ailing that, post a link to a freely available copy of a work that follows the specifc style.

!ollow your thread

/ubscribe to notifcation for the thread you started. %f one of the community members has the time to help you with your re>uest, you may be asked for additional information.

Platforms Supporting The Zotero

Procedures for Getting Belp

ommunity

%n an effort to help you resolve your issue as >uickly as possible, the Zotero community has developed this set of steps for resolving issues. Please follow the fve steps below.

/tep One. #heck your Zotero version

0he latest Zotero version is always listed on the Zotero home page. 8ou can check your current Zotero version by selecting "bout Zotero from the "ctions menu 'gear icon( in the Zotero toolbar or by selecting "dd<ons from !irefo*6s 0ools menu and looking for Zotero in the ;*tensions tab. %f you aren6t running the latest version, you should upgrade by clicking the ownload button on the front page, as your issue may have already been resolved.

/tep 0wo. ,ead up on common >uestions and issues

%f something in Zotero appears not to be working correctly, frst check the Dnown %ssues page. 0he dedicated pages on troubleshooting Zotero data issues, resolving issues with site translators, and troubleshooting the word processor plugins may also address your issue. %f you have a >uestion that isn6t addressed on the troubleshooting pages, review the !re>uently "sked Cuestions for answers to common >ueries.

/tep 0hree. /earch through the documentation

%f your >uestion is still unresolved, search through all of Zotero6s documentation. 8ou can use the search bo* at the top of every documentation page or the search bo* right here.

/tep !our. /earch through the forums

%f searching through Zotero6s documentation fails to resolve your issue, search through Zotero6s forums. 0ry several searches with related keywords.

/tep !ive. Post a message to the forums

%f you have searched through the documentation and forums but simply cannot fnd an answer to your >uestion, the ne*t step is to post a message to the Zotero !orums. Zotero6s developers as well as many advanced Zotero community members read and respond to forum posts. $y asking >uestions in the forums you access the broader e*perience of the Zotero community and also make solutions publicly available for other users who may have the same >uestions. %f you are reporting a bug, please follow the bug reporting procedures. %f you are reporting an issue with a site translator, please make sure you have gone through the steps involved in troubleshooting translator issues.

Deep +p &ith

evelopment

8ou can follow Zotero)s development and browse the tools source code through the projects open code repository. &e will take a look at a ticket in the tracking system. https.==www.7otero.org=trac=ticket=?PHP