How to Use Zotero for Reference Management

Zotero is a free, open-source reference manager that collects citations from web pages and databases, stores PDFs, organises them in collections, and inserts citations and bibliographies in word processors. Consult the Zotero documentation for current features and storage options.

Set-up

1. Install the desktop app and the browser connector from the official Zotero website.
2. Create a free account if you want to sync your library across devices.
3. Install the word-processor plug-in if it is not added automatically.

Collecting references

• Use the connector button on a PubMed, journal or database page to save the reference (and, where available, the PDF).
• Import from RIS or other export files.
• Add by identifier (DOI, PMID).
• Check each imported record for errors, particularly missing fields.

Organising

• Create collections per project, with sub-collections (for example Screening, Included, Excluded).
• Use tags for themes or study types.
• Add notes for key points.
• Use duplicate item detection to merge duplicates.

Citing

In Word or LibreOffice, use "Add/Edit Citation" and choose the journal's citation style (Zotero has many styles); then "Add/Edit Bibliography". Switch style later without retyping.

Sync, groups and backup

Zotero can sync your library, and group libraries let teams share references. Back up your library and PDFs regularly, and check storage limits and terms on the Zotero site.

Illustrative example

Invented for teaching. A student creates a library for her review, saves 40 papers with the connector, tags them by design, and uses Zotero to insert 35 citations into her manuscript in the style required by the journal. When the journal changes style, she switches it in seconds.

Common pitfalls

• Trusting imported metadata without checking.
• Not backing up.

Key takeaways

• Collect, organise and cite from one library.
• Check metadata and keep backups.

This page is general educational information about research methods. It is not medical, legal or regulatory advice; follow your institution's ethics board and your target journal's instructions.