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SW-700: Writing for Publication

Getting Started

1. Download Zotero Standalone

First download Zotero 5.0 for Windows or Mac. This will download the standalone desktop version of the software that can be accessed from your personal computer. 

2. Create a free Zotero online account

Creating an online account will allow you to sync and access your Zotero library from any deviceLog in to your account to access your synced library. 

3. Download the Zotero web-browser extension

Zotero Connectors automatically sense content as you browse the web and allow you to save it to Zotero with a single click. Zotero is compatible with Chrome, Firefox, Safari, and Opera. Chrome is the preferred browser, but you can select "Zotero Connectors for other browsers" to view more. 

Syncing Your Online Account and Standalone Software

Automatically sync your desktop version and online account to access all citations from both locations. In the Zotero Standalone, select "Tools" > "Preferences" > "Sync." Enter your existing Zotero username and password, or "Create Account." If Zotero does not sync automatically, you can also use the sync button in the right hand corner.

 Sync button: Zotero sync button.

Zotero Standalone system preferences for syncing an online account with the standalone library.

Organizing Your Library

In Zotero, you can organize your citations by creating "collections," or folders. Right click on "My Library" in the left hand corner, and select "New Collection..." to create a collection. To add citations to your collection, click and drag the record into the collection.


Add a Citation Manually 

To add a citation manually, select "File" > "New Item" and select for type of source. A new record will appear in your library and a blank details window will appear on the right panel. The fields will correlate with the type of source selected. Select the field to input information. Or select the "New Collection..." icon in the top left corner.

Icon of folder and plus sign to add a new collection in Zotero

Example of adding a new Zotero item manually by selecting "File" > "New Item" > and the item type.

Exporting Citations

Using Connectors

Once you have added a Zotero Connector to you browser, you should see the "Z" plug in at the top right of your window. 

Example of Zotero "Z" Chrome extension.

When you are searching on the web or in a library database, the icon will change according to the source type detected. Here is an example of the extension icon for an academic journal article in EBSCO. 

Example of Zotero article icon in Chrome browser.

The record will automatically save to your Zotero library. 

Exporting Citations from a library Database

If you do not have a Zotero Connector for your browser, you can often export citations from a library database. Here is an example of the export feature in EBSCO. Select the Direct Export in RIS Format, which is the file type used for Zotero bibliographic citations. 

The downloaded RIS file may automatically open with Zotero and save to your library. Otherwise, you can manually go to "File" > "Import" and select the RIS file from your downloads folder. 

Generating and Viewing Citations

1. Zotero Online

To generate a citation from your Zotero Online account, select the item you want to cite. In the right hand corner, there is a cite button: 

Zotero cite button

Select the citation style and the citation will generate in the box below. Copy and paste to add to your bibliography or text document. 

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2. Zotero Standalone

In Zotero Standalone, you cannot view a generated citation, but you can copy and paste the citation into a Word or text document in several ways.

a. Select and drag an item record into a Word or text document. 

b. Right click an item record, select "Create Bibliography from Item..." Select the citation style > "Output Mode: Bibliography" > "Output Method: Copy to Clipboard," and paste into your Word or text document. 

c. You can also copy and paste an in-text citation by selecting "Create Bibliography from Item..." and choosing "Output Mode: Citations." 

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Connecting with Word and Generating Citations

If the Zotero Word Add-in does not appear automatically, select "Edit" > "Preferences" > "Cite" > "Word Processors" and select "Install Microsoft Word Add-in."

Add the Zotero plug in for Word by selecting "Edit," "Preferences," "Cite," "Word Processors," and select "Install Microsoft Word Add-in"

Open Microsoft Word to access the Zotero Add-in. A Zotero tab will appear on the top tool bar. 

Example of Zotero Add-in in tool bar of Microsoft Word.

Use "Add/Edit Citation" to input an in-text citation from your Zotero library as you write your paper. First, select your citation style. A Zotero search bar will appear. Then, search for a citation by author or title to add the in-text citation. 

Use "Add/Edit Bibliography" to automatically generate a bibliography from your in-text citations. Use the same feature to edit your bibliography. A Zotero window will appear with one column of your library and another column with current citations in your document. Use the migration arrows to add or remove citations to your bibliography. 

Edit Zotero bibliography using arrow icons in the Zotero window to add or remove citations from your document bibliography.

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