Citation Made Easier with Zotero. Part I: What is Zotero? What can Zotero do?

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1 Citation Made Easier with Zotero Part I Part II Part III Part IV Part V What is Zotero? Getting Started: How to install and Zotero basics Managing your references with the Zotero pane Zotero and Word Processor Integration Other Zotero features Part I: What is Zotero? What can Zotero do? What is Zotero? a reference management tool developed by the Center for History and New Media at George Mason University - first release 2006, first stable release 2009 similar features and functions as RefWorks, EndNote Web a free and open source Firefox browser extension Key Features capture references as you browse the Internet: ex. electronic library catalogs, journals databases, newspaper websites, blogs, YouTube videos, anything online. sophisticated organization and search options for your saved sources. attach notes, images, documents, and.pdf files to your references. import and export bibliographic records in a wide range of styles and formats. manage your library offline, including full text articles and website snapshots. embed your references and bibliographies into word processing documents. synchronize and share your references through the Zotero website and on mobile devices. Note: The detection and capture of bibliographic data and full text files from catalogs and databases does not always work - sometimes you must import references and files manually.

2 Part II: Getting Started: How to install and Zotero basics Installing Zotero: Note: the following instructions are intended for installation on your personal computer, both PC or Mac. The workstations at the ischool have Zotero installed already. 1. Ensure the Firefox browser is installed ( 2. Use Firefox to Visit and click the 'Download' button (latest version is 3.0.8). 3. If Firefox presents a warning, select 'Allow' to let Zotero install itself on your computer. 4. After restarting Firefox, you should see the Zotero button at the bottom right of the browser in the status bar. Confirm Zotero database storage: Zotero stores your references and any related files (.pdfs etc.) on the hard-drive of the computer you're using. While using Zotero at the ischool please ensure you've set the proper file storage directory: 1. Click the Zotero icon in the bottom right of the browser 2. Click the gear icon, then choose the Preferences menu item 3. Under the Advanced tab, switch to Custom under Data Directory Location, then select My Computer > N: Basics: Capturing a reference While browsing databases and websites with Firefox, look for the Zotero icons in right corner of the browser address bar: Zotero displays different icons for a wide variety of publication and resource types, including books journal articles newspaper articles videos conference papers...and many others

3 Guided exercises: Capture references from a catalog or database Books: 1. Create a reference for the book Academic Librarianship in the 21st Century from the University of Toronto library catalog. Note: As of Sept. 2012, the current U of T library catalog has partial but not full support for capturing bibliographic data into Zotero: call numbers are not captured. The easiest solution is to manually enter the call number immediately after capturing an individual item. You may also use the older OPAC to capture more data: Journal articles: 1. From the library homepage, click the Articles tab under the Search area, and type copyright libraries creative commons 2. Use yellow folder icon beside the browser URL area to capture multiple references at once from the search results. Manually added references 1. Manually create a reference for a blog post on Note: By default, all items created this way are assigned the type "Web page" - click the "Item Type" field in the right column to select a different option, and note the changes in fields (you may choose to amend the resulting record). Practice Exercises: 1. Capture Empire of Illusion: The End of Literacy and The Triumph of Spectacle from the Oakville Public Library OPAC: 2. Search for "e-waste" in the Web of Knowledge database (click 'Popular Databases' on the UTL homepage) and capture multiple citations from your search results.

4 Part III: Managing your references with the Zotero pane With Firefox open, you should see the Zotero pane appear after clicking the Zotero icon in the browser status bar at the bottom right of your browser window. Left Column 1. Create a new Collection (folder). 2. Create a new Group. 3. Collections, Saved Searches and Groups, Trash 1. My Library: all citations 2. Collections, Saved Searches: see below 3. Trash: recover accidentally deleted citations. 4. Tag manager (see below) 5. Tag search Middle Column 1. Preferences menu 2. Add a new reference manually 3. Add a new reference from the current web page 4. Add item by indentifier eg. ISBN number, digital object identifier (DOI) etc. 5. Create a new note 6. Create a new attachment 7. Advanced search 8. Basic search 9. Visible fields/columns from citations (click header to sort, blue indicates current sort). 10. Add/remove fields/columns

5 Right Column 1. Item Tabs: Info, Notes, Tags, Related 2. Sync with Zotero server (requires free zotero.org account). 3. Switch to full screen. 4. Locate: find this record in a database or library catalog (see last page of handout for further details). Hands on: create a collection Notes and reminders: you can create an infinite number of collections and sub-collections, based on courses, topics, anything you wish. add items to a collection by dragging one or more from the middle column or have the desired collection highlighted in the left column when you capture new references one reference can exist in multiple collections important: newly captured sources will be saved to the currently selected collection imported sources will be placed in an automatically created folder deleting a citation while a folder is selected removes from folder, while deleting a citation while 'My Library' is selected moves the citation to the trash.

6 Saved Searches: Records must be added to Collections manually, but a Saved Search will update dynamically as new records matching the search criteria are added to My Library Hands on: create a saved search 1. Click the magnifying glass icon beside the Zotero search box 2. Configure the Advanced search options: 1. Choose a field, a function, and a string of text to search. Add more queries if desired 2. Click the 'Search' button 3. To keep the current search and dynamically add all newly created references to the search results, click 'Save Search' and give it a name Practice Exercise: 1. Create a Saved Search for items in My Library of the type Journal, published after 2001 Note: Your saved search will now appear in the left column along with My Library and the collections folders, but will be identified by a small magnifying glass icon.

7 Managing tags Notes about Zotero tags: similar to bibliographic subject headings 'Preferences > Automatically tag items with keywords and subject headings' : attempts to create tags automatically from captured and imported records 1. Tag manager: (click grey bar to show or hide) 1. Lists all tags in your library or in a particular folder. 2. Gray text tags: either tags not assigned to any citation in current folder or tags not assigned to any citation in your library 3. Click a tag or tags to filter middle column by citations with that tag(s). 4. Right-click a tag to rename or delete from current folder or entire library. 2. Tag tab: 1. Lists all tags assigned to the currently selected citation from middle column. 2. Click a tag to rename, or click the "-" icon to remove tag from current item. 3. Orange tag icon indicates automatic tag, blue indicates manually-created tag. Practice Exercises: 1. Create a new collection. Name it after a course in which you are currently enrolled 2. Locate your Zotero record for Academic Librarianship in the 21st Century, click the Tags tab, then note and correct any formatting errors and add some new tags.

8 Hands on: Managing notes, snapshots and attachments Tab Description Notes searchable rich-text notes associated with any record in your library could use for thoughts and reactions to an item Snapsho ts Attachm ents Attachments create a saved version of any page you are viewing in Firefox creates a folder with images and text on your hard-drive helpful for archival purposes or for viewing web content while offline use preferences to create a snapshot from every new captured item use preferences to automatically attach article.pdf files to new references manually attach any type of file to any record in your library optional full-text.pdf indexing (Note: this requires installation of the separate program 'pdftotext') Attach Snapshot of Current Page: see above Attachment menu Attach Link to Current Page: add a link to any URL to any item in your library (eg. for an online book review) Attach Stored Copy of File: Zotero will create its own folder and copy of the file Attach Link to File: Zotero will link to a file anywhere on your hard-drive Guided exercise: 1. Open the LISA: Library and Information Science Abstracts database: UTL home > Subjects A-Z > Library and Information Science 2. Search for "cultural heritage and digital preservation", capture a citation, then attach a.pdf file of the article. Practice Exercise: 1. Use the main UTL Article finder search to find results for "digital piracy", create a reference from one of the search results, then locate a.pdf of the article and attach it to the record in Zotero

9 Importing and exporting records with Zotero Importing into Zotero is useful when: a database or web site isn't compatible you have a list of sources stored elsewhere (ex. EndNote, RefWorks etc.) that you'd like to use in Zotero you are setting up Zotero on a new computer Guided Exercise 1. Open the LISA: Library and Information Science Abstracts database: UTL home > Subjects A-Z > Library and Information Science 2. Search "library community relations" 3. Mark several results, then click 'Export' and choose RIS format 4. After downloading the file, make sure you know where it was saved 5. In Zotero, click the gear icon, then Import, and select the file - a new collection will be created based on the file name of your exported RIS data Using RefWorks to import citations into Zotero: 1. Log into your RefWorks account from the 'Quicklinks' menu on the UTL homepage. 2. Search the Article finder for 'library advocacy' 3. Mark several results with the checkboxes, then view the marked records. 4. Export the results to RefWorks. 5. From inside RefWorks 1. References > Export 2. Select 'References from folder: Last Imported' 3. Select BibTeX format, then click 'Export to text file' 4. Use your cursor or press ctrl-a to select everything in the text file, then ctrl-c to copy. 6. Import to Zotero ('Import from clipboard'). Note: The most Zotero-compatible formats that you are likely to encounter include RIS and BibTex. Use these formats wherever possible when you plan to import into Zotero Exporting vs. creating a bibliography: Exporting your references allows you to transport your Zotero library for use with Zotero on another computer, or for importing into a different reference management tool. There are three ways to export your citations from Zotero: 1. Entire My Library: click the gear icon, then "Export Library..." 2. All items within a collection or saved search: Right click one from the left column and choose "Export collection..." or "Export saved search..." 3. Individual or multiple items from any collection: in the middle column, select and right-click on one or more items and choose "Export selected item[s]..." Creating a bibliography: generates a list of selected references in the citation style of your choice, for adding at the end of a document or for use on its own (right-click

10 a collection or saved search in the left column, or 1 more selected items in the middle column). Part IV: Zotero and Word Processing Integration With the Zotero Word Processor plug-ins, you are able to: insert an in-text citation or footnote to any reference in your library. easily update page numbers, source details, or citation styles as you write. instantly generate a full bibliography from all references you insert into a document. These plug-ins must be installed separately from the Zotero Firefox extension. They are available for both PC and Mac and work with Microsoft Word, OpenOffice and NeoOffice. Visit to download. After following the installation instructions in the link above, you should now see the following buttons in the toolbar when you open Word or OpenOffice: 1. Insert a citation from your Zotero library 2. Edit a citation that you have inserted 3. Insert bibliography - generates a bibliography from all the items you have inserted 4. Edit bibliography 5. Refresh references to reflect changes you've made to your Zotero library in Firefox 6. Document preferences - lets you change your citation style for all inserted references Guided exercise: inserting citations and bibliographies 1. Open a new MS Word document, fill with some sample text (eg. take some dummy text from 2. Click the preferences icon (see #6) and choose a citation style (Chicago, APA). 3. Place the cursor where you want to insert and click the insert icon (see #1). 4. In the pop-up window, select a source and click OK 1. If using the Multiple Sources... button, then click the green arrow to add the sources to the right column. 5. Insert a page break in your document, then click to insert the bibliography / works cited list (the button #3 above). Practice exercise 1. Use Zotero along with the Zotero plugin for Word to 1. insert several single references into your document 2. insert multiple references into one citation 3. create a bibliography from your references in APA style 4. change an author's name in Zotero and update your Word file to reflect the changes

11 Part V: Other Zotero features Resolvers: By default, the "Locate" button on the full record view attempts to search for the reference using WorldCat. To search the University of Toronto instead: click the gear icon and open Preferences. under the 'Advanced' tab, replace the WorldCat URL at the bottom with sfx.scholarsportal.info.myaccess.library.utoronto.ca/toronto. If using a campus computer, try the "Search for resolvers" button close Preferences, select a reference from your library, then click the "Locate" button. Sync your Library 1. Visit and register for a free account 2. Open the Zotero preferences menu in Firefox (gear icon), click the 'Sync' tab 3. Enter your username and password, select your desired options (file attachments, notes). 4. Click the green sync icon on the top right side of the Zotero pain and wait as your library of citations is uploaded to the Zotero servers (or downloaded from the servers if you've previously synchronized your library). Standalone Zotero If you prefer not to use Zotero from inside the Firefox browser, you can now download and use Zotero as a standalone software program (i.e. as you would use Microsoft Word as an independent piece of software). Differences: Zotero the Firefox extension is better at capturing references, from websites, library catalogues, article databases, etc. while Zotero standalone maybe be faster for things like importing large lists of references, indexing pdf files etc. Other features to try Sharing & groups: share your library with others on the Zotero website. After creating your zotero.org account, create or join a group and manage group references from within the Zotero pane. Automatically detect metadata (Author, Title etc.) from.pdf files using plugins 'pdftotext' and 'pdfinfo' - automatically download and install from the Preferences > Search menu. Full-text searching of.pdf files: See previous instructions for detecting metadata. Helpful resources: there are many helpful tutorials and screencasts on Chart comparing Zotero, RefWorks, and EndNote: