Zotero Reference Manager

1. Please watch this PowerPoint as as a full screen presentation(Press F5 on keyboard) There are animations on each slide. Zotero Reference Manager Zotero [zoh-TAIR-oh] is a free, easy to use reference manager to help you collect, manage, and cite your research sources.

2. Pre-Installation (Choices, Choices) • Use Standalone if... • You want to use Chrome or Safari. • You want Zotero in its own window rather than be inside a browser. • Remember to install (1) the program, and the (2) browser extension. • Use Firefox version if... • If you don’t want to maintain a separate program on your computer. For the purposes of expedience, the Firefox version will be used for instruction.

3. Installation - Firefox Assuming you do not have Firefox: Go to http://www.mozilla.org 2. Save the file: firefox setup ****.exe 3. Install the exe file (double click and follow the installation prompts) 4. You should see the Firefox logo on your desktop. Open it. 5. Type www.zotero.org into the address bar.

4. Installation – Firefox Zotero 2 1 There are 2 downloads: Zotero for Firefox MS Word Zotero Plugin To prevent you from downloading malicious software, Firefox will prompt you to ALLOW and INSTALL NOW. Make sure you are downloading from www.zotero.org. You don’t have to restart after install (1). Go ahead to install (2) and then RESTART NOW.

5. Installation - Check the Zotero Interface in Firefox If you installed correctly, click on the ‘Z’ to see the 3 column interface. Click on it again to minimize.

6. Installation - Check the Zotero MS Word Plugin INSTALLATION COMPLETE! You will never have to do this again!* *Unless you have a new computer, crashed your computer, dropped your computer down the stairs...which is why you should always make backups. See later slides.

7. URL Icons: Zotero will try to recognize the item in your current page. Adding Bibliographic Data – URL Icons (1) Zotero’s Newspaper Icon

8. Adding Bibliographic Data – URL Icons (2)

9. Click once on these icons to download the bibliographic info. • Book Icon • For book information. • Newspaper Icon • For newspaper articles such as the New York Times. • Article Icon • This is for journal articles—you can see this in PROQUEST, ABI Inform, ATLA, JSTOR. • Folder Icon • This will show up when you have performed a search and have multiple items on your screen. Click and check off the items you want to save. Adding Bibliographic Data – URL Icons (3) Not the star icon, that is for something else.

10. Zotero accepts the exports for ENDNOTEand RIS format. Adding Bibliographic Data – Export Citation

11. You should see a pop-up message at the right hand corner of your screen as you are saving the information: Adding Bibliographic Data – But is it working? Picture: Wofford College (libguides.wofford.edu/content.php?pid=59160&sid=434444)

12. Did the website finish loading? Wait until it finishes. Adding Bibliographic Data – Not Working?! • Are you using the browser that is working with your Zotero installation? • Is Zotero/Firefox waiting for your response? Press ESC (upper left) on your keyboard to start over. Or look for smaller window behind the main Firefox window.

13. Find a journal article at http://jstor.organd download its bibliographic info. Find a book at http://lib.uwest.eduand download its bibliographic info. Find a newspaper article at http://nytimes.comand download its bibliographic info. Adding Bibliographic Data - Try It Out!

14. Magic Wand • Will add data via ISBN, PubMed ID and DOI: Adding Bibliographic Data - Standard Identifiers You will need to be online for the data to be pulled.

15. I want to gather info on the webpage I am looking at right now! Adding Bibliographic Data – Of Current Webpage

16. I want to gather info on the webpage I am looking at right now! • and add a NOTE to it at the same time. Adding Bibliographic Data – Of Current Webpage With Notes (1) 2. Right click on your highlighted words. 3. Select Zotero Create Zotero Item and Note from Selection. 1. Highlight the words you want to note.

17. Adding Bibliographic Data – Of Current Webpage With Notes (2) You end up with : (1) The bibliographic information for the website. (2) A note attached to it, containing the words you highlighted. These become searchable words inside Zotero. You can also write your own notes inside. (3) A snapshot of the webpage to archive and read offline. The text is also indexed and become searchable words inside Zotero.

18. Adding Bibliographic Data – PDF Files You Already Have... Drag and drop your PDF into My Library. Right click on the file in the center column. You may be asked to turn on PDF indexing, you should say yes. Then Zotero will attempt to retrieve the metadata for your PDF file and create an bibliographic item with the PDF file attached as a child item. This will also allow Zotero to search for words inside PDF files.

19. Adding Bibliographic Data – For All Types of Items 3. Fill in the fields with the information you have. 2. What type of resource is it? 1. Manual add

20. Adding Bibliographic Data – Cleaning Up Data When bibliographic data is added from a webpage, it may contain inaccurate data or incorrect mapping. If it is incorrect in Zotero, it will appear incorrect in your papers/bibliographies. So, how to clean up? Select an item to view in the center column. Click once inside any field to edit the text. Example: Is ‘Web Page’ the best description? Right-click on the Title text to get TRANSFORM to change the text to Sentence caseif it is not already. Zotero recommends that you keep Titles in Sentence caseand any proper nouns capitalized—this is way you can use it with any style you want. You may add additional Author fields by clicking the (+) or remove by (-). If there is no Author, but Editor or Translator instead, you can change the field’s label to the left. For persons with no Last Name, you can set the field to one field only.

21. Chicago Manual of Style • 16.17 Capitalization (Title Case) In notes and bibliographies, titles of books, articles, and journal names are usually capitalized headline style (see 8.167).... • 10.3 Capitalization of foreign titles (Sentence case) ...capitalize only the words that would be capitalized in normal prose—first word of title and subtitle and all proper nouns. In other words, use sentence style (see 8.166). This rule applies equally to transliterated titles. Adding Bibliographic Data – On Title Case! Anything other than blank, ‘English’, or ‘en’will result in the item being set as a foreign title.

22. Add the bibliographical information by ISBN: • 0470822295 • Go to: www.pbs.org/wnet/religionandethics/ • Select any one article and highlight a sentence that you like. • Add the item to Zotero and create a note from the sentence you highlighted. (Hint: Slide #17) • Is ‘Web Page’ the best way to describe this item? (Hint: The items on this website are videos and transcripts of what was broadcasted on TV) • Does the Title field look okay? (Hint: The title should reflect just that one item on the site, what other field can you use to fill in the main title of the website you’re looking at? Also, is the Title in the right case?) • What should you do if you want to add information about a chapter inside an anthology? (Hint: Slide #20, not book, but a section of a book) Adding Bibliographic Data – Try It Out!

23. Inserting in-text citation as you are writing. • Open Microsoft Word • Firefox needs to be on! (If you are using Standalone, it needs to be on) Cite While You Write –MS Word Setup Select your Citation Style here (cogwheel icon) – you may switch at any time: APA = American Psychological Association. MLA = Modern Language Association

24. Cite While You Write – Briefly About Chicago More about citations (what is Turabian?): http://lib.uwest.edu/subject-guides/citation

25. Cite While You Write – In Text Citation Start typing the title or author of the item you want to cite. Zotero will detect and allow you to select from a list. Once you have done so, click on the selection and add page #, etc. Hit return to okay the page # and hit return again to complete the selection. Allows a more detailed interface. To start citing a sentence, click on the first icon. Screenshots from OSU Libraries (http://ica.library.oregonstate.edu/tutorials/lesson/626--Introduction-to-Zotero?mid=24706&type=MiscellaneousResource&uid=1251)

26. You mad a mistake, wrong citation. Cite While You Write – In Text Citation, OOPS! 2. Click on the 1st icon. And there will be a pop-up confirming you want to replace the existing citation. 1. To change the citation to another item, place your mouse and click inside the gray area that Zotero produced.

27. When you are done writing, you need a bibliography/reference list/works cited. Cite While You Write – Bibliography Place your mouse cursor at the end of your document and click there. Then click on the 3rd icon. Your bibliography should be set. It will only show items you have directly cited in your text.

28. Making Manual Corrections: Do not do this unless you really must. Cite While You Write – Human Intervention While you can directly edit anything Zotero provides, these two icons (2 and 4) are the formal way to do it. Icon 4 can also be used to manually add a reference when not directly cited in the paper. If it is something you can correct in Zotero itself—like a typo, an extra space--do it in the Zotero interface in Firefox—so when you reuse the item, you won’t run into the same mistake. Hit Refresh (5th icon) to pull the corrected data into your document.

29. Making Manual Corrections Cite While You Write – Human Intervention (1) 1. Place your mouse and click inside the citation you want to edit. 2. Click here to open the Zotero Prompt. Click on the ‘Z’ and go to Classic View.

30. Cite While You Write – Human Intervention (2) 1. Click on Show Editor 2. Edit inside the box. Note the warning. Click OK.

31. Cite While You Write – Human Intervention (3) 2. Choose an item to edit in the box below. Note the warning. Make your edits. Click OK. You can add an item into your bibliography that you didn’t directly cite in your text. Just select it and click on the green arrow pointing right. 1. Click here to open the editor for the bibliography.

32. Cite While You Write – Human Intervention (4) This last icon will break your document’s connection to Zotero. It will just be a normal document, and the data Zotero provided will become regular text. You do not have to break the connection if you are sending out the paper to someone else, they should see it normally. Use only if Zotero is interfering with normal reading and editing. Use Save As to create a separate file so your original document still has the Zotero connection.

33. If you are not using MS Word, or other word processors that is compatible with Zotero (Google Docs), you can still use Zotero to cite while you write, it will just be a little more work. Cite While You Write – Other Word Processors (1) Go to Preferences > Export Change the default output to your style. Screenshots from OSU Libraries (http://ica.library.oregonstate.edu/tutorials/lesson/626--Introduction-to-Zotero?mid=24706&type=MiscellaneousResource&uid=1251)

34. Cite While You Write – Other Word Processors (2) In-Text Citation: Select the item you want to cite in your text. Hold the SHIFT key while you drag and drop the item to your open document. You will have to add the page number yourself. Bibliography: Select all the items (hold the CTRL key to select multiple items, let go when you are done) that should be in your bibliography. Drag and drop the items to your open document. You can create a separate Sub Collection (see later slides) to keep track of which items you cited. Screenshots from OSU Libraries (http://ica.library.oregonstate.edu/tutorials/lesson/626--Introduction-to-Zotero?mid=24706&type=MiscellaneousResource&uid=1251)

35. Write a three sentences and insert 3 different citations for each. (Hint: Slide #26) Generate the bibliography. (Hint: Slide #28) Replace one of the in text citation (Hint: Slide #27) Change the publishing date of one of the items you cited—you are correcting an error. (Hint: You might use this item again later, do you want to correct the error every time? Slide #29) Cite While You Write - Try It Out!

36. (Sub) Collections • All items you add are in the ‘MY LIBRARY’, you can drag-drop them into a collection. How to Organize Your Items in Zotero - Collections You can add more SUBCOLLECTIONS under each collection. Right click and select NEW COLLECTION.

37. Tags / Color Code up to 6 tags • Labels you attach to the items in Zotero. • You can drag and drop items to existing tags on the left side. • When you download articles from academic database, they will automatically tag with the subject headings and keywords. If you don’t want this, go to PREFERENCES (see slide #33) > GENERAL > and uncheck the ‘Automatically tag...’ option. • Right click on a tag on the left hand side to assign a color. How to Organize Your Items in Zotero - Tags

38. Related • Items you want to link to each other (no labels, no folders, free linked) How to Organize Your Items in Zotero - Related

39. Search Your Items (and save as a collection) • If you want to search your PDF files at the same time, you have to manually install the PDF indexer. If you’ve already done the PDF metadata search (slide #19), it is already turned on. How to Organize Your Items in Zotero– Turn on PDF Indexing

40. Search Your Items (and save as an automated collection) How to Organize Your Items in Zotero – Saved Searches Advanced Search: Search ANY field, publisher, author, etc. and save your search. Simple Search, results in the middle column. Change the default of how wide you want the search to be.

41. Search Your Items (and save as a collection) • Advanced Search How to Organize Your Documents Search multiple criteria at the same time (+). Save your search query, so all your future items will fall into the search if it matches your search.

42. Removing Items • The ‘DELETE’ key will send items to the Zotero trash can. • or Right-Click and ‘Move Item to Trash’ • You can select multiple items. • Trash will be deleted every 30 days. • Duplicates • Go to ‘Duplicate Items’ on the left Collections area. • Click on one of the duplicates. • On the right side, you will see ‘Merge # Items’. • You can choose one copy to be a master item. REMOVING ITEMS & Merging Duplicates

43. Create 2 Subcollections under MY LIBRARY • Name it “Paper 1” & “Paper 2” • Put an item into the Paper 1 subcollection. • Search for a keyword • Use ‘Advanced Search’ and save. • Assign a tag to an item, make it ‘To Read’ • Use the yellow color to code the ‘To Read’ tag. • Tag another item as ‘To Read.’ • Delete an item. • Go to Trash and undelete the item. Try It Out!

44. Create a Bibliography to send elsewhere. Sharing Your Resources Select the items (hold the CTRL key to select multiple items) OR the collection you want to create a bibliography for. Right-click and select Create a Bibliography… It will ask you to choose a style. You can then create a RTF (word document), HTML (web document), your clipboard, or print the bibliography.

45. Copy out your data to other software with Export* Sharing Your Resources You can also export just a certain collection. Export your entire library. *This will only copy out your data, if you export to another computer and try to work on your paper there, the original Zotero citations from your paper will break as it expects the original data, not the copy. For restorable backup, check: http://www.zotero.org/support/zotero_data#backing_up_your_zotero_library to see alternatives more suited for your situation. Check the later slides for ‘Syncing’ across computers. After you export, to put it back into another Zotero application, use import. It will not override your existing documents—it will be imported as its own collection.

46. Generate a single page report from a collection. Sharing Your Resources You will get a report of all the citation fields, notes, tags, attachments, etc. Select a collection or subcollection. Click on Generate Report.

47. Sync with Your Zotero Account • Working with multiple computers or use periodically as backup. Sharing Your Resources You will need to create an account at Zotero.org if you do not have one. For storage of citation information, it’s free. Click on Preferences. Files such as PDF, Snapshots, and other attachments are free up to 300MB.

48. Using Zotero based only on the data from your USB drive, gDrive, skyDrive, cloud-based drives. Sharing Your Resources Go to Preferences. Go to Advanced. Use CUSTOM and point to your USB drive. Firefox will need to restart.

49. From the previous slide, go back and select ‘Show Data Directory’. This is where all your Zotero data is. Close Firefox, then Copy everything in the directory to another place. To put it back, make sure Zotero is installed, then go to the ‘Show Data Directory’. Close Firefox. Replace the existing files with your backup copy. Manual Backups! Go to Preferences. Go to Advanced. It will open a folder with Zoterofolders and files.

50. Generate a bibliography from all the items in MY LIBRARY. • Use APA Style, Copy to Clipboard, and paste it to a MS Word document. • Use MLA Style, Copy to Clipboard, and paste it to a MSWord document. • Generate a report from your “Paper 2” subcollection. • Export MY LIBRARY to the desktop. • Import it, name it as “My Other Collection”. Try It Out!