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Module_5_2_Zotero_Reference_Management_Software_2011_08 Powered By Docstoc
					        Managing References

Using the free reference management tool Zotero

Collaboration for Evidence Based
Health Care in Africa (CEBHA)
•   Why use a reference management tool?
•   Zotero functionality
•   Creating your Zotero library
•   Adding references to your Zotero library
•   Managing your documents and references
•   Creating bibliographies
•   Using Zotero with MS Word
Typical researcher writing a paper…

  Source: flickr/toennessen
               Problem statement…
Your topic:

  article               Your paper
                                         • Lots of typing
   book                                  • Lost references
                                         • Mistakes
conference             reference list/bibliography
Use a reference management tool!

     article                Your article

   book        Zotero

conference              reference list/bibliography
    Reference management tools
• Tools that help scholars to create and manage
  their lists of references for research projects.

• Most tools are designed to organize citations
  into specific formats for the preparation of
  manuscripts and bibliographies.

• Many search tools provide ways to download
  references into reference management tools.
       Software options


• Zotero is a free reference management
  tool, that is available as an add-on for the
  Firefox web browser.
• The Firefox web browser can be
  downloaded for free at:
• To download and install Zotero go to:
          Zotero functionality
• Zotero recognizes bibliographic information on
  books, journal articles, and other resources from
  websites and databases and extracts metadata
  from these sources.
• Store related PDFs, files, images, and links in
  your library
• Create a bibliography in Word or OpenOffice.
• Publish shared libraries for your organization,
  class, or research group
Before you can install Zotero, you first
need to install the Firefox web browser.

Firefox can be downloaded from:
Next, go to the Zotero website at and click on the
red Download button.

A box will appear, click on Install Now
                Exercise 1

• Open the Firefox web browser

• Go to the website:

• To install Zotero, click on

• After installation, restart Firefox
To open Zotero, click on the
Zotero logo in the bottom right of
the browser.
              This will open the Zotero window within the browser. The
              window has three columns that represent different levels of
              specificity for your references:

              • The left column shows your Zotero libraries and collections
              as well as 'tags' (keywords)
              • The middle column displays items contained within the
              selected library
              • The right column displays information about a selected item.

Left column              Middle column                 Right column
Many of Zotero's features
can be customized via the
Zotero preferences. To
access the Zotero preference
window, open Zotero, click
the actions menu button (the
'gear' icon) at the top of the
left column and select the
―Preferences…‖ option
Within Zotero you can create collections to
organize your references.

To create a new collection, click on the New
Collection icon in the left column.

A box will appear prompting you to name your
new collection. Choose a name and click OK.
Your collection will appear in the left column.
                Exercise 2

• In the Firefox web browser, click on the
  Zotero logo in the bottom right corner to
  open Zotero.

• In the left column, click on ―New
  Collection‖ icon (      ) and name this
  collection Trachoma
      Adding citations to Zotero
• You can add citations to your library
  in several ways:

  –   Manually enter citation information
  –   Import citation information for a single item
  –   Import citation information for multiple items
  –   Automatically cite web pages
  –   Add an item by identifier (ISBN, DOI or PMID)
To create a citation manually in Zotero, click on the
New Item icon in the middle column.

A pull-down menu will appear. Select the type of item
you want to cite, here we select Journal Article.

In the right column, you will find fields that are
specific to the type of item you selected. Fill in those
fields for your item.
                 Exercise 3

• In Zotero, click on the New item icon (   )
  in the middle column.

• Select to add a Book and enter the following
  title, author, publisher and publication date:

  Trachoma Control
  A.W. Solomon
  World Health Organization, 2006
Zotero is compatible with many databases,
including PubMed.

If you are looking at an individual record in
PubMed, an Article icon will appear in the address
bar of your browser.

If you click on this icon, the citation information will
be immediately added to your Zotero library.

                A full overview of databases
                supported by Zotero is available on:
If you are on a page with a list of PubMed
results, you will see a Folder icon in the address
bar of the browser.

If you click on the icon, a box will appear with a
list of all records to import. Select the records
you would like to import and click on OK.
                 Exercise 4

• Go to PubMed and do a search for articles
  about: “face washing” AND trachoma

• When you are on the results page, click on the
  Folder icon in the address bar:

• Select some articles to import into Zotero and
  click on OK
To import citations for webpages into your
library, click on the Create New Item from
Current Page icon in the middle column.

Information about the current webpage will
automatically be saved. You can edit the
information by clicking on the fields in the
right column.
Another way to add a new item is by
using the Add Item by Identifier option of
Zotero. You find this icon in the middle
column. You can enter an ISBN, DOI or
PMID. Zotero will look up the information
and import it into your library.
         Attaching files to items
• In Zotero, any type of file can be attached to an item.
• Items such as the PDF of an article or images can be
  opened in the Firefox window, while other file-types open
  in external programs.
• You can add attachments to items by clicking on the
  button in the middle column that looks like a paperclip:

• All files stored in the Zotero library are kept in a folder
  within the Firefox profile directory (unless another
  location is specified in the Advanced preference tab).
Creating bibliographies
     from Zotero
Creating bibliographies from Zotero
• To create a bibliography from Zotero, highlight one or
  more references and then right-click to select ―Create
  Bibliography from Selected Item(s).‖ Then select a
  citation style for your bibliography format and choose
  one of the following four ways to create your
   – Save as RTF will allow you to save the bibliography as a rich text
     file, which can be opened for example in Word.
   – Save as HTML will allow you to save the bibliography as a HTML
     file for viewing in a web browser.
   – Save to Clipboard will allow you to save the bibliography to your
     clipboard to paste into any text field.
   – Print will send your bibliography straight to a printer.
To create a Zotero

• Select the items you want
to include in the middle
• Next, right-click the
selected items.
• Choose the option Create
Bibliography from Selected
Items, a new dialog box
will appear.
• Choose the Citation Style
you would like to use
• Choose the Format (RTF
or HTML) to save your
• Click on OK
This is an example of a Zotero
bibliography that was created
using the Harvard citation style
and RTF as format.
                Exercise 5

• In Zotero, Select the items you have imported
  from PubMed in the middle column.
• Next, right-click the selected items.
• Choose the option Create Bibliography from
  Selected Items, a new dialog box will appear.
• Choose the Citation Style you would like to use
• Choose the Format RTF
• Click on OK
• Open the saved document with MS Word
    Word Processor Integration
• Zotero's Word and OpenOffice plugins allow users to
  insert citations directly from their word processing
• You can find a link to install the plugin on the Zotero
  homepage (
• After installation of the plugin you should see this row of
  icons in your Microsoft Word toolbar:

• These six buttons allow you to manage references and
  bibliographies in your Microsoft Word documents.
Citing in Word - example
     Using The Zotero Word Plugin

        Click on the “Zotero Insert Citation” icon

• If this is the first citation you
  have added to the document
  the Document Preferences
  window will open. Chose the
  bibliographic format you
  would like to use from the
  list and click OK.
        Adding a Citation in Word
• Once you have chosen a format, the ―Add Citation‖
  window will pop up. Sort through your collection in this
  window, select the item you would like to cite and click
  on ―OK‖.

                                             You can add the
                                             specific page
                                             number in the text
                                             box at the bottom
                                             of the window.
      Generating a bibliography

• To generate a bibliography from all the items you have
  referenced, click the ―Zotero Insert Bibliography‖ button
  (    ) on the Zotero toolbar in Word.
• The edit citation (    ) and edit bibliography (    )
  buttons allow you to edit citations and bibliographies you
  have already inserted into your documents. Click inside
  a citation or bibliography and click either button to edit.
• Never use your word processor to edit citations!
  Anything you type into (or delete from) a citation using
  Word will be automatically reverted the next time Zotero
  updates your document.
     Generating a bibliography

• The fifth button on the toolbar, ―Zotero Refresh‖ ( )
  updates your references to any changes in your Zotero

• The sixth button on the toolbar (   ) will open the
  Document Preferences window again, allowing you to
  change your bibliographic style instantly.
                 Citation Styles
• A core feature of Zotero is its ability to automatically
  format citations and bibliographies.
• By default Zotero comes with a selection of popular
  styles (such as APA, Harvard and Vancouver), but many
  more are available through the online Zotero Style
  Repository at:
• Visit the Style Repository and click the ―[Install]‖ link next
  to the style you wish to install.
Zotero Citation Style Repository

                   Click on the ―[Install]‖ link next to
                   the style you wish to install.
     Which citation style to use?
• Most journals provide information on which reference
  style to use in their ―Instructions to authors‖. Look for the
  heading ―References‖.

• The Mulford Library Instructions to Authors in the Health
  Sciences Guide provides links to web sites which
  provide instructions to authors for over 6,000 journals in
  health and life sciences:
           Zotero web account
• On you can create a Zotero account.
• You need a Zotero account to synchronize your library,
  participate in groups, or post to the support forums.
• Data synchronization transfers library items, notes, links,
  tags, etc.—everything except attachment files—between
  your local computer and the Zotero servers, allowing you
  to work with your data from any computer with the Zotero
  extension. It also allows you to view your library online
• To synchronize your data with the Zotero web server,
  open Zotero's Sync preferences tab and enter your login
  information in the Zotero Sync Server section.
Zotero Online Library
                Zotero Groups
• Zotero Groups provide a way to share collections with a
  class, work with colleagues on a project or keep track of
  conversations in a specific field of research.
• Groups can be private or public.
• To create a group in Zotero:
  Click the New Group icon located in the top left corner of
  the left column in Zotero and follow the instructions.
    Using Zotero with Portable Firefox
•    If you are unable to install Firefox on a
     computer, you may still be able to use
     Zotero by using Portable Firefox from an
     external drive (for example a USB drive).

•    In order to use Zotero through Portable Firefox on your
     external drive, you will need to
       1. Install Portable Firefox and Zotero onto your external drive
       2. Move your Zotero library onto the external drive
       3. Specify the location of your library in Zotero

•    See for detailed instructions:
               Zotero Support
• On the Support page on the Zotero website
  (, which is available in
  several languages, you can find documentation on
  additional features of Zotero as well as Frequently Asked
  Questions and a number of screencast tutorials.

            Zotero Screencasts demonstrate
            many of the basic functions of
            Zotero, such as adding references,
            managing your library, and how to
            use Zotero in Word.
• A Beginner’s Guide to Using Zotero - UBC
  Biomedical Branch Library. Available at:
• Zotero Quick Start Guide. Available at:
This module was developed by:
Ingeborg Nagel, MSc
Information Specialist
Royal Tropical Institute (KIT) The Netherlands

Updated 2011 08

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