Zotero Reference Management Program

Managing references is a chore without a reference management program. Such a program is a handy tool and allows you to, for example, save your own references directly from databases, add references to your own writings and create a bibliography automatically.

With a reference management program, you can save references and search results directly from different databases and organize them into folders. You can also add these references into your manuscript as in-text references and build a bibliography in the style you want.

Zotero is a free, open-source reference management program, for which the UEF Library offers training. The trainings are open to everyone and are organized a few times per semester. The trainings introduce the basic functions of the Zotero reference management program and how to use Zotero in the Word text processing program. Upcoming Zotero trainings can be found in the library’s event calendar:

Library – Events

Zotero installation and user account

On a UEF computer, Zotero is installed from the UEF Software Center and on a KYS computer from the KYS Software Center (in new computers this is called Company Portal). For personal computers, the Zotero installation file is downloaded from the Zotero website:

Zotero

On the first launch, Zotero installs the Zotero add-in in your word processing program (e.g. Word). It is recommended to close the word processing program before launching Zotero for the first time so that the add-in is installed correctly. You can install the add-in later via the Zotero menus if necessary. The add-in does not work in the cloud version of Word.

If you plan to use Zotero on more than one computer, the program must be installed on all of them. If you want your reference library to be synchronized between computers, you must create a user account.

Importing references from websites is convenient with the Zotero Connector browser extension. The extension can be downloaded from the Zotero website or from the program settings menu. The add-in sniffs the metadata of websites, automatically searches for reference information, and exports the information to Zotero. At the same time, the PDF files of the publications are also saved, if you have allowed it in the settings.

Importing references to Zotero

There are several ways to import references into Zotero, such as using the Zotero Connector or by typing them in. However, for large numbers of references, it is most convenient to import them using a transfer file (file format RIS or PubMed). The transfer file contains the reference information in a format that Zotero can read.

Once you have performed your search and are satisfied with the results, download the transfer file from the database’s website to your computer. Below are examples of a few common databases:

  • PubMed: Select the references you want > Save > Selection: All results > Format: PubMed > Create File
  • Scopus: Select the references you want > Export > Zotero (RIS) > Select all information > Export
  • EBSCOhost (requires a MyEBSCO account): Sign in > Selection box drop-down menu > Export results (Up to 25,000) > Add your email address > Select a format: RIS > Send

Then upload the transfer file to Zotero > File > Import > Next > find the file > Open.

Finally, make sure that all necessary reference information has been saved and correct any errors if necessary.

Exporting references from Zotero to Covidence

If you are conducting a systematic review using Covidence, you can export your Zotero references to Covidence using these instructions:

Basic information on choosing research methods – Covidence (UEF Library)

Importing citation styles to Zotero

Thousands of ready-made citation styles are available in Zotero. You can modify the styles yourself if necessary, although this requires a little more expertise.

You can search for the right citation style in Zotero, for example, based on the name of the journal. You can also search for and install more styles online.

The UEF library has prepared some styles for free use according to the guidelines of the institutions. If your institution does not have its own style, you can use one of the existing styles in Zotero. UEF style files can be downloaded to your computer from here (do not change the file name):

Once you have downloaded the style file: Zotero > Edit > Settings > Cite > Style Manager > Add Style > find the file > Open.

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