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Zotero

Use Zotero to add, manage, share and sync your references, and insert and manage citations in Word.

Syncing

Overview

Zotero syncing allows you to access your Zotero library from any device that has internet access.

Syncing ensures that you will have exactly the same libraries in both Zotero desktop and your Zotero.org account. This enables you to access your Zotero library from anywhere. You will not be limited to the computer you normally use to access your Zotero library.

Syncing should be done regularly to ensure that both libraries are always identical and current.

There are two ways Zotero can sync across devices: data syncing and file syncing.

Data syncing

Data syncing covers all bibliographic information in your Zotero library except attached files like PDFs. This lets you work with all your references on any device on which you have Zotero installed. It also lets you work with your Zotero.org library at any time. There are no limits on data syncing.

To enable syncing:

  1. If you have not already done so, first create a free Zotero account from the Zotero login page and select Register for a free account.
  2. Open your Zotero library on your device and go to Edit > Settings > Sync.
  3. Enter the username and password that you used to register for your Zotero account, then select Set Up Syncing.

File syncing

File syncing allows all attached files like PDFs to be synced between your Zotero library and your Zotero.org account and uses Zotero storage. There is limited file storage allowed for free.

Sharing

Overview

Zotero enables sharing of libraries via Zotero Groups. A Group will have a Group Library which is separate from your own My Library. Changes to one do not affect the other.

Creating a group

You can create groups to share with others via your Zotero account.

  1. Open your Zotero library on your device, then go to File > New Library > New Group. This will take you to the Create a New Group page in your browser.
  2. Alternatively, log into your Zotero.org account. Select the Groups tab at the top, then select Create a New Group. This will take you to the Create a New Group page in your browser.
  3. Type a name of choice for your group.
  4. Select the type of membership for your group: Public, Open Membership; Public, Closed Membership; and Private Membership.
  5. Press the Create Group button.
  6. Once your group is named and a membership type chosen, you will then be able to adjust and save its settings.
  7. To get your new group to appear in your Zotero library, go to Edit > Settings > Sync and enter your Zotero.org account credentials. Then sync.

​​​Joining a group

You can browse and join groups via your Zotero.org account.

  1. Log into your Zotero.org account.
  2. Select the Groups tab at the top.
  3. Select Search for Groups and do a keyword search on a group, e.g. polymers.
  4. If a group has a group type of Open Membership, you can simply join by selecting the group name, then selecting the Join button.
  5. If the group has a group type of Closed Membership, you can request to join by selecting the group name, then selecting the Join button.

Backing up

You can back up your Zotero library by syncing it to your Zotero.org account.

You can also create a separate backup to store on another device like a USB memory stick.

To make a separate backup:

  1. You will need to locate your Zotero data on your computer.
  2. Zotero has instructions on how to do this on the Locating Your Zotero Data section of their Zotero Data Directory.
  3. You can then copy the entire folder to another device.
  4. You can find full instructions on the Backing Up Your Zotero Data section of their Zotero Data Directory.