Bibliographic Management Tool Zotero Bibliographic Management Tool

Zotero: Learning Objectives An introduction to Zotero What is it? Why should you use it? Installation Setting up Zotero Getting Familiar with its features Additional Zotero Resources

Introduction to Zotero What is Zotero? Developed at the Roy Rosenzweig Center for History and New Media at George Mason University (GMU) Powerful, Free, Open Source Reference Management Software: Dynamic & Responsive tool Searchable Interface Adds PDFs, images, audio, and video files

Introduction to Zotero cont’d Why use Zotero? Benefits Free! (vs. Refworks, Endnote) Firefox extension & Stand-Alone Store Everything in one place Instant Import and Export - click of a button Add Notes, highlight & Annotate sources Tag sources Create Works Cited list & Export it into Word with a Word Plugin Limitations Extension works only in Firefox Requires Free Account Registration first Does not contribute to altmetrics

Zotero Features 300 MB of free space (pay more for larger storage) File Synchronizations Always have access to your account Zotero Firefox Extension & Zotero Standalone Sharing your research & Collaborate

Zotero Firefox Extension As a Firefox Browser Extension It runs within Firefox in a separate pane upon clicking on the “Z” button in the toolbar. The pane appears at the bottom of the browser window or in a separate tab (according to preference) This extension runs on your computer. It is not the same as the zotero.org website It can run on any computer Operating System as long as it's used in a firefox browser.

Signing up: Zotero Accounts Go to https://www.zotero.org/user/register/ > Select a username Enter a valid email address Enter a password Type the text that appears in the picture (CAPTCHA) Click register Zotero will send a confirmation email > Validate email address > then return to log into Zotero

Installing Zotero Firefox Extension Two ways of Installing Zotero: Zotero Firefox Extension Using the Firefox browser: Go to www.zotero.org > Click the red Download Now button> Click Zotero 4.0 for Firefox ***Note: Zotero is already installed on your work stations***

Viewing the Zotero Extension in Firefox If Zotero does not automatically appear in the Firefox toolbar: Click Open Menu in firefox > Select Customize > Then drag the Zotero icon from the left pane window into the Firefox toolbar

Zotero Plugin (Firefox Extension) Word processor add-ins are available for: Microsoft Word (on Windows and Mac) LibreOffice OpenOffice Go to https://www.zotero.org/support/word_processor_integration > Click the plugin for your word processor To troubleshoot plugin, visit: https://www.zotero.org/support/word_processor_plugin_troubleshooting

Zotero Standalone As a Standalone Application Has it’s own program: installed on the computer. Compatible with MAC, Windows and Linux OS Safari, Chrome, and Firefox Connectors available It also works with the Zotero extension for Firefox.

Installing Zotero Standalone Start by Registering for a Zotero account, then there are: Zotero Standalone Using the Firefox browser: Go to www.zotero.org > Click the red Download Now button> Click Zotero 4.0 for Mac/Window Add the Chrome, Safari or Firefox plugin (as required)

Zotero Plugins (Standalone) Word processor Plugins are available for: Microsoft Word (on Windows and Mac) LibreOffice OpenOffice In the downloaded Zotero > Click on the Settings menu (Gear icon) > go Preferences > Select the Cite tab > then click install the add-in for your word processor of choice button To troubleshoot Plugins, visit: https://www.zotero.org/support/word_processor_plugin_troubleshooting

Syncing Zotero Accounts (Firefox Extension) Click the Zotero icon in your Firefox web browser> At the bottom of the Firefox screen the Zotero Panes will appear > Click Settings (Gear icon) > Click Preferences > Select the Sync tab > Then enter your Username and password Check both boxes under file syncing if you choose to sync your PDFs and attachments > Choose Zotero as your Library under “Sync attachment Files in My Library Using” Click the Curly Green arrow (top-right corner of the Zotero pane window) to start syncing. ***Note: Syncing your attachments uses up your 300MB Storage Space***

Syncing Zotero Accounts (Zotero Standalone) Zotero Standalone: (Steps are similar to Firefox Extension) Locate & open Zotero on your computer Click Settings (Gear icon) > Click Preferences > Select the Sync tab > Then enter your Username and password Check both boxes under file syncing if you choose to sync your PDFs and attachments > Choose Zotero as your Library under “Sync attachment Files in My Library Using” Click the Curly Green arrow (top-right corner of the Zotero pane window) to start syncing. ***Note: Syncing your attachments uses up your 300MB Storage Space***

Using Zotero Let’s started: Adding Items (importing) Deleting Items Organizing the Zotero Library Collections and Tags Notes Duplicate Detection Searching Sorting Exporting citation

Automatically Adding Items to Zotero Zotero offers a number of functional icons (translators) that appear in your browser window. The icons placement differs from browser to browser but they offer the same functionality. Example of Translators are: Book Icon (Individual Records) Folder Icon (Search Result Pages) In Firefox The icons are hidden in a menu on the browser toolbar (does not appear automatically, but with customization) In Chrome The icons appear directly in the address bar

Automatically Adding Items to Zotero Cont’d Firefox - Zotero menu Chrome - Book Icon Chrome - Folder Icon Chrome - Folder > Zotero Item Selector Saving to Library Confirmation Window

Zotero Translators Zotero translators are efficient BUT… they are only as good as the website’s metadata Be aware of accuracy Always double check items added to your Library Avoid a citation like: “Joyc, n.d.”

Manually Adding Items to Zotero Manually adding an item to Zotero: Click the “New Item” button Select the type of resource from the dropdown menu This will create a new record on the right Click on the empty fields and key in the Title, Author, etc For items with multiple creators (authors, editors, translators, etc) click the icons to add a field, and use the drop down arrow key to select the creator type.

Another way to Adding Items Add Items by Identifier (ISBN, DOI, PMID) You can add same type identifiers one at a time, or all at once separated by a comma & space. You can expand the space by pressing the Shift + Enter. Then enter each identifier on a separate line. Import citation files from a variety of Bibliographic Formats (MODS, BibTeX, RIS - Research Information System, RefWorks etc.) Click on the Setting > Select Import / Import from Clipboard (Depends on whether you saved or copied the citation to the Clipboard)

Deleting Zotero Items Delete Zotero items: Deleting One at a Time: Select the item > Right Click > Move to Trash Deleting Multiple Items at Once: Pressing Shift + Select Multiple items > Right Click > Move to Trash Clearing the Trash: Right click on Trash > Select Empty Trash

Organizing Zotero Library: Collections Organize items into meaningful collections To create a new collection: Click on the folder icon Enter a name for the collection > Click Ok Then Drag & drop items into the folder (Items can go into multiple folders) Create Subcollections too: Right click on Collection Folder > Select Subcollection Enter a name for the Subcollection > Click Ok When importing citations, Zotero adds the item into the active (open) folder If no folder is active, the item will go into “My Library”

Managing Zotero Collections: Tags Easy way to categorize items by attaching descriptive words Sift through information by categories that are relevant to you To add a tag: Select the Tags tab > Click Add > Give it a tag > Click Add again Zotero autocompletes your tag based on tags created in the past When an item is selected its tags appear in the bottom left corner. Click that tag will list all items with that tag. You can add that tags to other items by dragging the items onto the tag in the bottom left corner.

Annotating Zotero items: Notes Compose personalized notes using rich text for items, files and snapshots To add a note: Select the item > Select Notes tab > Click Add Type your note Open Notes in a separate window: Click “Edit in a Separate Window” button at the bottom right Notes appear below the item selected, indicated by this icon

Duplication Detection in Zotero Zotero can help identify and merge duplicate items your Library. To find Duplicates: Click Duplicate Items under My library (or right click My Library) > Select Show Duplicates. Zotero will display items it thinks are duplicates based on item Title, DOI and ISBN fields. Merge duplicates: Zotero automatically co-selects Items it considers as duplicates Click Merge n Items button in the right column You can also select two or more items anywhere in your Zotero library > Right click > Select Merge Items

Finding Your Zotero Items! Searching: Two ways to search your Zotero Library: Quick Search (Fast) Three modes of search: Title, year, creator All fields & Tags Everything Advanced search (Refined) Specify field, tags, collections, … etc to search

Zotero: Quick Search To run a Quick search: Click the search box (located at the top-right of the center column) > Click the down facing arrow key to change the search mode Type your search words/phrase. When Zotero finds a match, the center column will populate

Zotero: Advanced Search To run an Advanced search: Click the magnifying glass icon (located at the top-right of the center column) > Another Window appears to specify and refine your search Search your whole library, collections, subcollections Search by field: Title, Author, Item type…etc. (extensive list) You can use % as a wildcard The Search results can be saved as a collection in your library (Click Saved Searches)

Zotero: Sorting your Items Click on the Column Heading Toggles between Ascending & Descending Order Change the properties by which the items are sorted: Click the sort icon (located at the far right of the column headings) Select the other properties/column headings To rearrange the columns simply drag and drop the columns To reset the order > select Restore Column Order from the dropdown menu

Zotero: Exporting Citations To create citations and Bibliographies: Download the word processor plugins (we addressed this in an earlier slide) Choose to export directly from Zotero Select an item OR multiple items > Go to the Edit menu Select Copy Citation OR Copy Bibliography Or Right Click on the selection and choose Export Items OR Create Bibliography ***Note: Set the output format to your preferred Citation Style Setting (Gear icon) > Preferences > Export Tab > Then choose citation style

Zotero: Word Processing Citation Toolbar Zotero Insert Citation - Inserts citation at cursor location Zotero Edit Citation - Edit existing citation inside your document Zotero Insert Bibliography - Insert a Bibliography of everything cited Zotero Edit Bibliography - Edit an existing Bibliography Zotero Refresh - Refresh all citations & Bibliography to reflect changes made in the Zotero Library Zotero Set Doc Pref - Open Document Preference window to select the citation style Zotero Remove Codes - Removes all links to Zotero library. IRREVERSIBLE

Zotero: Sharing a Collection With a Zotero account you can create: Private: Only invited group members can view and edit. Public, with closed Membership: Anyone can view but only invited members can edit. Public, with Open Membership: Anyone can join, discuss and collaborate without file sharing capabilities. To create a group: Click the New group button > Choose a name Determine your privacy settings > Click Save settings You can manage an existing group through the group landing page: https://www.zotero.org/groups This includes: Manage Profile, Managing Members, and Managing Library

https://forums.zotero.org/ Additional Resources Zotero Tutorials & Getting Started Guide: https://www.zotero.org/support/start Zotero forums and community discussion: https://forums.zotero.org/ Zotero Libguide at UTL http://guides.library.utoronto.ca/zotero

In Participation with: This research was supported by the Social Sciences and Humanities Research Council of Canada:

Zotero DPI Workshop Module by Mona Elayyan for the Digital Pedagogy Institute: Improving the Student Experience is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License.