Zotero is a free tool that helps you collect, organise and reference research for your academic and professional work.

It is particularly useful for managing many references. You can download it to your computer or laptop.

If you only need to generate a small number of references, ZoteroBib might be easier to use.

Visit the ZoteroBib website to create quick references without installing software, watch our video tutorials on how to use it, or book your place on an Easy Referencing training session for RCN members

To install Zotero:

1. Go to the Zotero website.
2. Download and install the Zotero desktop app (Windows or Mac).
3. Install the Zotero connector (browser extension for Chrome, Edge, or Firefox). This allows you to save references directly from webpages.

You can view your Zotero library on a phone or tablet via the Zotero app (iOS or Android), but some features are limited on mobile devices.

Syncing ensures your items in Zotero are accessible across multiple devices and may provide a way to retore your library if something happens to your computer.

1. Create a free Zotero account
2. Open the Zotero desktop app on your computer or laptop
3. Click Edit
4. Select Settings (Windows), or Preferences (Mac)
5. Select the Sync tab
6. Sign in with your Zotero account details

Your items will now automatically sync online whenever you’re connected to the internet. 

Zotero strongly recommends also backing up your Zotero library to an external device regularly. This could be done as part of a backup of your entire hard drive; see this advice. 

If you require syncing of PDFs or documents, check that this setting is enabled in Zotero. You may to purchase additional storage from Zotero; free online file storage (for PDFs and documents) is limited to 300MB.

When you open Zotero, you will see three panes: 

• Left pane: Your library and any collections you create
• Middle pane: A list of your saved items
• Right pane: Details of the selected item

You can quickly build your library in different ways:

Using the Zotero Connector

1. When viewing an article or webpage, click the Zotero Connector save button in your browser. If you don’t see the save button, check your browser extension settings. You may need to pin it.
2. Zotero will import the item (and sometimes the PDF) to your library.

Tip: Always double-check imported items for accuracy, as small errors can cause incorrect citations later.

Importing from a database

1. Many databases (like CINAHL and Medline) allow you to export your search results to Zotero. 
2. Choose the Zotero or RIS format when exporting from a database.
3. Your items will appear in your Zotero library.

Adding manually

1. Click the New Item icon (paper with a + symbol).
2. Select the item type (e.g. journal article, book) and enter the details in the right-hand panel. 
3. Alternatively, if you have an item identifier (e.g. DOI, ISBN, or PMID), click the Add Item by Identifier icon (magic wand), enter the code, and press Enter. 

Tip: Always double-check items created using the identifier for accuracy, as small errors can cause incorrect citations later.

Keeping your library organised will save you time. Zotero has several features to help you:

My Library

• This is your complete database of items. Everything you save automatically appears here

Collections

• Collections let you group together items by project, assignment, or topic
• To create a collection: Click the New Collection icon (folder with a + symbol) and give it a name. Alternatively, right-click on ‘My Library’ and select New Collection
• Subcollections can be created by right-clicking on an existing collection and selecting New Subcollection
• All items appear once in ‘My Library’. They can be added to multiple collections. For example, you might add the same item on infection prevention to both a ‘Literature Review’ collection and a ‘Community Nursing’ collection

Tags

• Tags are labels you can attach to items for quick filtering (e.g. “systematic review”, “UK study”, “read later”)
• To add a tag, select a item, click the Tags tab on the right-hand side, click the + (Add) button, which is at the top of the Tags
• Many imported items will already have tags attached
• You can colour code tags to make them easier to see

Notes

• Use notes to add comments, reminders, or summaries about an item (e.g. “Useful for background on infection prevention in community nursing.”) 
• To add a note, right-click on an item and select Add Note

Use Zotero to quickly generate a reference list:

1. Right-click the collection you want to create a reference list for. 
2. Select Create Bibliography from Collection.
3. Choose your referencing style (e.g. Harvard, APA, Vancouver). If the style you want is not listed, click Manage Styles and Get Additional Styles.
4. Select Copy to Clipboard.
5. Paste the reference list into a Word document.

Zotero lets you insert citations as you write in Microsoft Word and automatically builds your reference list.

If Microsoft Word is on your computer or laptop, the Zotero Word plugin will be installed automatically with Zotero. Zotero will then appear on the ribbon in Word.  You may need to restart Word before this happens.

If you have any problems, or would like information about other supported word processors, see this advice.

Insert citations while writing:

1. Keep Zotero open in the background whilst you write
2. In Word, place your cursor where you want the citation. 
3. Go to Zotero on the ribbon. Click Add/Edit Citation in the Zotero tab.
4. Start typing the title, author or keyword to find the item you need. Click to select it (you can select more than one item if required), then press Enter.
5. Continue writing. You can add more citations anytime.

Generate your full reference list

• When you’re done writing, click Add/Edit Bibliography on the Zotero tab.
• Zotero will insert a complete, formatted reference list.

Tip: Your reference list is only as accurate as the information stored in Zotero. Always check that each item in your Zotero library is correct and complete before generating citations in Word.

Different universities, publishers, or assignments require different referencing styles (e.g. Harvard, APA). To switch styles:

In Word:

1. Click Document Preferences on the Zotero tab.
2. Select your required style and Zotero will reformat your in-text citations and reference list.

Need a style not listed?

1. In Zotero, go to Edit
2. Select Settings
3. Choose the Cite tab
4. Select Styles and click Get Additional Styles
5. Search for the style you need and install it. It will then be available in Word.

For more tips and troubleshooting, visit the Zotero support page.

If you have any queries about using Zotero, please contact us. 

RCN members can also book a 1-1 training session on using Zotero. 

If you need support using ZoteroBib instead, book your space on an Easy Referencing training session.