Zotero User Guide
Zotero User Guide
Simply click on the book icon and Zotero will save all of the citation information about that book into your library. (The Zotero pane does not have to be open for this to work.) If you are looking at a group of items (e.g., a list of search results from Google Scholar or LexisNexis), a folder will appear. Clicking on the folder will produce a list of items with check boxes next to them; choose the ones you want to save and Zotero will do the rest.
If you are currently working in a specifc collection (that is, a collection is highlighted in the left column rather than My Library), the references will be copied to that location as well as your overall library.
Zotero senses information through site translators. Zotero's translators should work with most library catalogs, some popular websites such as Amazon and the New York Times, and many gated databases. Just look for icons in the location bar. The Zotero team will be adding support for additional sites over time. You need not check back here for these extra translators; they will be automatically added to your Zotero installation every so often.
information. If you have additional authors you can click on the + next to the frst author to add additional felds. When you have fnished entering the metadata you can drag in attachments.
Using Tags
Tagging is an easy way to categorize items by attaching descriptive words to them. You can tag your information with whatever relevant keyword or term you would like associated with that given item. These tags allow you to sift through your information in a personal way, by the categories that you deem relevant.
Adding Tags To add a tag to an item simply select the tab in the right column and hit the button. Then type your tag. Once you have added the tag you will see it has also been added to the tag selector box in the left column. Using the Tag Selector Located 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. You can toggle the tag selector in and out of view by clicking the the show/hide tag selector button. The tag selector updates its inventory from tags you place on individual items in your Library. By clicking on any of the tags, you can flter the items within your Library, collections and saved searches by as many or as few tags as you like. The tag selector defaults to showing all the tags on items in the current folder. When you click on a given tag, the center column updates to display only the items with that tag. You can select multiple tags to further refne the results in the center column or click on a tag again to deselect it. To quickly fnd a tag in the list, type part of its name in the Filter box; selected tags not matching what you type remain selected, allowing you to quickly fnd and select multiple items. It is also possible to click the Deselect all button to return the center column to displaying all the items in the selected folder. From this box you can also control the tags globally. By right-clicking on a tag (or Control-clicking on the Mac) you can choose to rename a tag across all items or delete it from all of the records it is attached to. You can also assign a tag to multiple items at once by dragging items from the items pane onto tags in the tag selector. This is where the Display all tags checkbox comes in handy: while the tag selector normally only shows you tags on items in the current view, clicking Display all tags causes tags not assigned to currently visible items to appear in gray. You can then drag items onto one of the gray tags to assign it to those items. Automatic Tags Note that some items that you save will come with tags already attached. If Zotero detects classifcation information or other metadata as part of a catalog record, it will, in some cases, import that information as a tag. For example, OPAC (Online Public Access Catalog) record subject headings become Zotero tags. You can manage these automatic tags in the same way that you manage the
tags you add manually. It is possible, though, to exclude automatically added tags from the tag selector or to prevent them from being imported in the frst place.
To sort items in a collection, click on any of the information categories at the top of the middle column. For example, if you click on Title, all your items will be sorted alphabetically by title. If you click on Title again, the order will be reversed. Similarly, if you click on Creator, your items will be sorted alphabetically by creator, and if you click Creator, again the order will be reversed. To sort by other categories, you can click on the icon in the top right corner of your center column. You will then see the dropdown menu illustrated below. Check off any additional categories you would like to use for sorting. They will now appear in the center column and you can click on them to sort in just the same way you did with Title and Creator. Basic Search Basic searches provide the quickest way to fnd items in your collection. Follow the directions below or watch the basic search screencast to see how to make best use of the Zotero's basic searches.
To start a search, click inside the search box at the top of the middle column and start typing your search term. As 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? With basic searches, Zotero combs through all of your data for results. For example, a basic search for 1979 will return a wide variety of items. The search would return books with 1979 in their title, items published in 1979, items tagged 1979, and websites that have 1979 somewhere in their full text. In short, basic searches search through all your data.
Taking Notes
Most users dont like to just read and gather sources; they like to take notes on them. Weve 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. The ability to record notes about library items is essential to conducting useful research. Notes allow you to relate items to your own studies, write down brainstorms and highlight important passages. You may agree, then, that the most obvious way to organize notes in Zotero is as attachments to library items. Let's say you have Michelangelo's The Last Judgment in your Zotero library and wish to make a note about the location of the artist's self-portrait hidden in the fresco. Obviously, this isn't the sort of thing where you can just scribble in the margins; the Sistine Chapel would probably object and it wouldn't be very portable, anyway. To create an attached note, frst select The Last Judgment in Zotero's center column. In the right column, you would then click on the Notes tab, then the Add button.
This will open the note editor in a separate window. Simply enter in your note and it will be saved as you type, so you may close the window whenever you wish. You may have noticed that, back in the Zotero pane, your note has been added to the Notes tab for The Last Judgement and, in the center column, as an associated child item. If you wish to view the note again, you need only click on the note in either of these places. By 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-text TinyMCE editor, so your formatting options are nearly limitless. A variety of features are available through the editor's toolbars and a still greater number can be used by editing the note's HTML code directly. Standalone Notes If, however, your annotation does not relate directly to any item in your library, it is possible to create a standalone note by clicking the New Standalone Note button in the Zotero toolbar. These will behave just like a regular note, only they will appear by themselves in your collections, not associated with another library item. Grabbing Text From Webpages Because new research often incorporates pre-existing work, Zotero makes it easy for you to migrate quotable material from a web-based source into your notes. Highlight the relevant text, right-click (ctrl-click on the Mac) to open a pop-up menu, and select Create Zotero Item and Note from Selection. This
will create a new library item with the selected text as an attached note. In this way, Zotero facilitates transcription as well as annotation. Tags and Related Items As with any other item in Zotero, notes, both regular and standalone, make full use of the tagging and related item features. These appear at the bottom of the notes editor and behave just as they do with other items.
Creating Bibliographies
Drag and Drop Quick Copy
If you want to quickly add references to a paper, email, or blog post, then Zotero's Drag and Drop Quick Copy is probably the best way to go. Simply select references in the center column and drag them into any text feld. Zotero will automatically create a numbered and alphabetized bibliography for you. To confgure your quick copy preferences, click the Actions menu (the gear icon) and select Preferences. Within the Preferences pop-up window, select Export. From this tab you can set your default export format, set up site specifc export settings, and choose whether you want Zotero to include HTML tags in your quick copy.
Save as RTF will allow you to save the bibliography as a rich text fle. Save as HTML will allow you to save the bibliography as an HTML fle for viewing in a web browser. This format will also embed metadata, allowing other Zotero users viewing the document to capture bibliographic information. Save to Clipboard will allow you to save the bibliography to your clipboard to paste into any text feld. Print will send your bibliography straight to a printer.
them, try checking the Templates and Add-ins window. Select Tools from the dropdown menu at the top of your screen, pull down to Templates and Add-ins, and make sure that the box for Zotero.dot is checked. When you would like to cite something from your collection click the frst button, Zotero Insert Citation ( ). If this is the frst 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. Once you have chosen a format, the Add Citation window will pop up. Sort through your collection in this window and select the item or items you would like to cite. You can add the specifc page number in the text box at the bottom of the window.
If you would like to preview the citation click on show editor the button. You will then see the edit citation box at the bottom of the add citation window. When you click OK, you should now see a properly formatted citation in your document. To generate a bibliography from all the items you have referenced, click the Zotero Insert Bibliography button ( ). 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.
changes in your Zotero collection. ( ) will open the Document Preferences window again, allowing you to change the bibliographic style for the entire document on the fy.
How can I access my library from multiple computers? Can I store my Zotero library and associated fles on an external drive?
You can conveniently transport your Zotero library from one machine to another, accessing your data from any computer. The easiest way to use Zotero on multiple computers is by running a copy of Firefox directly from a portable drive, which gives you access to your Firefox settings, such as bookmarks and history, in addition to your Zotero data. For more information see http://www.zotero.org/support/using_portable_frefox_on_a_usb_drive If you use Zotero only on your own computers and don't need to keep your Firefox profle in sync, there's no need to use Portable Firefox. Simply 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. You can set a custom data directory in the Advanced tab of the Zotero preferences. Zotero 1.5 will offer the ability to sync multiple Zotero libraries automatically via the Zotero server.
I have bibliographies in Microsoft Word documents, PDFs, and other text fles. Can I import them into my Zotero collection?
No. Zotero cannot currently import items from bibliographies in text documents. While this may sound like a simple request, it is actually rather diffcult to accomplish given the range of potential formats. If you have these references in a bibliographic database, export them to an intermediate format, such as RIS or BibTeX, and then import the references into Zotero.
Will I be able to use Zotero with Internet Explorer or some other browser?
No. We cannot reproduce the functionality of Zotero in most other browsers due to their lack of equivalent support for extensions. Many of Zotero's advanced features, such as the ability to sense and grab citations from web pages, are only possible because Firefox exposes all of its underlying functionality to extension developers. Microsoft and many other browser creators dont allow extension developers to call on more than a tiny fraction of their code. This explanation may be no solace for inveterate IE users, but we hope that IE users who like the functionality of Zotero will give Firefox a try.
Why don't I see a Zotero icon in the address bar while viewing a web page?
Zotero senses information on web pages through site translators, and a Zotero icon will only appear if a site translator recognizes the page being viewed. Zotero's translators should work with most library catalogs, popular websites such as Amazon and the New York Times, and many gated databases. For more information or for some sites to try out, see the compatible site list. If a site isn't currently supported or a translator isn't working, you can still save any web document, though you may need to fll in some details that Zotero couldn't automatically detect. If you don't see a Zotero icon on Amazon product pages or NY Times articles, see Troubleshooting Translator Issues. http://www.zotero.org/support/troubleshooting_translator_issues
Can I save a page that does not have a Zotero icon in the location bar at the top of my Firefox window?
Yes. To archive a web page select the Create New Item From Current Page icon. This will archive a copy of the page in your library. To 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
Database
Zotero is one of the frst Firefox extensions to take advantage of the new mozStorage functionality introduced in Firefox 2.0. mozStorage is a database API backed by the SQLite database engine, offering the power of a relational database system within the Mozilla development environment. All system data and item metadata is stored in an SQLite database, zotero.sqlite, within the zotero directory. If the DB doesnt exist at browser startup, a new one is created from the fles system.sql, scrapers.sql and userdata.sql in the extension root, which are then used only during schema updates.
Storage
Also inside the zotero directory is a storage directory for snapshots and copied fles, which are stored within separate subdirectories named after the ID of the attachment item they belong to. Zotero also creates a copy of the Zotero database at every shutdown and stores it as zotero.sqlite.bak in the same directory.
Translators
Site translators are discrete pieces of code that extract web-based metadata and then insert it into a Zotero item. For this session we will take a quick look at Zoteros RIS translator.
Styles
Zotero uses the Citation Style Language to confgure citation formatting. CSL is a new XML language for citation formatting and is designed to provide a nice balance of power and ease-of-use. It is also designed to be independent of any particular application, document format, or programming language. You can view and edit CSL fles by pasting chrome://zotero/content/tools/csledit.xul into your location bar in Firefox.