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ZoteroSelf-PacedWorkbook

2017-18v7

DrBethanMorganwith

DrSaraHennessy,DrBjoernHassler&FacultyLibraryTeam

ZoteroSelf-PacedWorkbook2017-18v7

BM/SH/BH2017-18 Page2

©FacultyofEducation,UniversityofCambridge2018.ThisworkislicensedunderaCreativeCommonsAttribution-NonCommercialLicense,https://creativecommons.org/licenses/by-nc/4.0.





Contents

WhyuseZotero?.....................................................................................................7

Section1:Installingthesoftware/BasicFeatures....................................................8

STEP1:Download&installZotero...................................................................................................9

STEP2:InstalltheZoteroConnectorforyourBrowser..................................................................11

STEP3:ChecktheWordplug-in.....................................................................................................11

STEP4:TakeaquicktourofZotero................................................................................................13

STEP5:SetZotero’sPreferences....................................................................................................15

STEP6:Left-handcolumn:createacollection...............................................................................19

STEP7:MiddleColumn:Find&storereferences...........................................................................20

STEP8:RightColumn:Check/EditIndividualReferenceInformation............................................23

Section2:Searching,Sorting,CreatingBibliographies&Reports...........................26

STEP9:SearchDatabasesforArticles.............................................................................................27

STEP10:Sortyourreferences........................................................................................................29

STEP11:CreateaQuickBibliography.............................................................................................30

STEP12:Generateareport............................................................................................................31

Section3:Zotero&Word-Citations&ReferenceLists..........................................32

STEP13:UseZoterotoinsertcitationsintoaWorddocument.....................................................33

STEP14.1:Author/sinsentence–dateinbrackets(SuppressAuthor).........................................37

STEP14.2:Twoormorecitations(multiple)..................................................................................38

STEP14.3:Suffixadded–pagenumber.........................................................................................39

STEP14.4:Prefixandsuffixadded..................................................................................................41

STEP15:Createareferencelistfromyourcitations......................................................................42

Section4:Backingup,Syncing&Importing/Exporting...........................................44

STEP16:BackupyourZoterolibrary..............................................................................................45

STEP17:Syncyourlibraryonline....................................................................................................47

STEP18:Import&ExportReferences............................................................................................48

Section5:FurtherFeatures&Functions.................................................................49

STEP19:CreateaReferenceItemManually..................................................................................50



STEP20:AddingCitationStyleAPA6thSingleSpace......................................................................52

STEP21:Attachapdffiletoareference........................................................................................54

STEP22:ViewScreencastTutorials................................................................................................55

STEP23:ZOTEROFAQ.....................................................................................................................56



Howtousethisself-pacedworkbook

Workthroughthestepsintheordertheyarepresented.Workatyourownpace.TutorswillbeavailabletooffersupportasneededduringFacultyworkshops.Youarenotexpectedtocompleteallthestepsintheworkshop.TheaimoftheworkshopistogetyouupandrunningwithZotero.Youcanthencontinuetoworkthroughthestepsinyourowntime.

FurtherSupport

TheFacultyofEducationLibraryteamareabletooffer1-to-1helpandadvicefortheuseofZoteroonbothWindowsandMacoperatingsystems.Justpopintothelibrary,call(01223767700)[email protected].

Note

ThisisabasicintroductiontoZotero.Forfullguidance,supportforums,uptodateinformationandscreencastsofhowtousekeyfeatures,includinglinkstoZoteroonTwitterandFacebook,westronglyrecommendyouconsultthedevelopers’pages:

http://www.Zotero.org/http://www.Zotero.org/support/quick_start_guide

TheKnowledgeBaseisalsoanexcellentresource:

http://www.Zotero.org/support/kbZoteroisconstantlybeingimprovedandupdatedsocertaininformation/screengrabsetc.inthisworkbookcouldgooutofdate.AlwaysconsulttheZoterowebsiteforthemostup-to-dateandauthoritativeinformation.ThisworkbookisalsobasedonusingZoterowithFirefoxonWindowsPCcomputersusingMicrosoftWord2010.Whilemostofthefeatures/instructionsaresimilaronAppleMacintoshsystems,forfullguidancepleaseconsulttheZoterowebsite.ToaccesscontextualmenusonaMac(right-clickonaPCmouse):holddownCTRLkey+thenclickwithmouse:http://www.wikihow.com/Right-Click-on-a-Mac

Acknowledgments

FullacknowledgementsgototheZoterodevelopersandtheirexcellentonlineguides.ManythankstoHazelAlexander(LibraryTeam).Also,LaurenKendrick,RosemaryDeaneyandZsoltLaviczaforconstructivefeedback/inputonpreviousversionsofthisworkbook.ThanksalsotoRosemaryRuddoftheUniversityComputingServiceforsharingtheUCSself-pacedguidewhichprovedhelpful.



Why use Zotero?

Zoteroisafreetoolwhichyoucanuse:

• torecordreferencesmanuallyandfromonlinesearches;

• to build up a library as you search online, store references on your computer ANDsynchronisethemonlinewithafreeZoteroaccount;

• tocreatebibliographiesquicklyandeasily;

• totagandsearchreferences,storeabstractsandnotesonyourreadings;

• to compile reference lists for your course essays and thesis automatically - Zotero isdesignedtoworkinconjunctionwithWordandwithOpenOffice.

Zoterowillsaveyouhoursoftypingoutreferences!



Section 1: Installing the software/Basic Features

Steps1–8

Completed

1.DownloadandinstallZotero !

2.DownloadandinstallZoteroBrowserConnector !

3.DownloadandinstalltheWordplug-in !

4.TakeaquicktourofZotero !

5.SetZotero’sPreferences !

6.Left-handColumn:Createacollection !

7.MiddleColumn:Findandstorereferences !

8.RightColumn:Check&editindividualreferences !



STEP1:Download&installZotero

1. NB: If you are using a Faculty computer please follow these instructions (thanks to theLibraryteam!)&anyotherinstructionsgivenintheworkshop.Pleaseensureyouhaveanyotherprogrammese.g.WordCLOSED

" Apop-upwindowmayask ifyouwantto install theWordplug in forLibreOffice– ignorethis.

2. If you are working on your personal computer, open either Firefox, Chrome or SafaribrowserandgototheZoterohomepage:

http://www.Zotero.org/

NBZoterodoesNOTworkwithMicrosoftEdgeorInternetExplorer!

3. Clickthe'DownloadNow'button:



4. FindandclickthedownloadlinkforZoterodependingonyourcomputerplatform:

5. Click‘yes’or‘allow’foranyboxesthatpopupduringtheinstallation.

6. When Zotero is installed, you'll see it in your computer start menu/on your computerdesktop.Youcan‘pin’ittoyourstartmenuand‘taskbar’(bottomofthescreen)toaccessitquicklyinfuture.



STEP2:InstalltheZoteroConnectorforyourBrowser

" On the Faculty computer or your own laptop: from either the Firefox, Chrome or Safaribrowser,gototheZoterodownloadpage:

http://www.Zotero.org/

NBMakesureyouareNOTusingtheEdge/InternetExplorerBrowser!

" Installtheconnectorforwhicheverbrowseryouareusing.NBthereisnoconnectorforInternetExplorer.Click‘yes’or‘allow’foranyboxesthatpopupduringtheinstallation.

o Theconnectorwillappearasatinyiconinyourbrowsertoolbaratthetopofthescreen

o TheconnectorwillallowyourbrowsertosavecitationstoyourZoterolibrary



STEP3:ChecktheWordplug-in

1. ForZotero5.0,thewordprocessorpluginsarebundledwithZoteroandshouldhavebeen

installedautomaticallywhenyoufirststartedZotero.

2. OpenZoterothenOpenWord.Ifyouseethisrowoficons(orsimilar)inyourtoolbarthe

plug-inisinstalledcorrectly:

Olderversionsmaylookasfollows:

o TheseiconsallowyoutomanageZoteroreferencesinyourMicrosoftWorddocuments.

o IfyoudonotseetheZoterotoolbar:

# ensureyouhaveclicked‘enablecontent’ifthisappearsinthebanneratthetop

ofyourWorddocument

# trycheckingthe“TemplatesandAdd-ins”windowinWord:

• clickonthe‘insert’tabintheWordtoolbar

• clickonthedownarrownextto‘MyAdd-ins’thenselect‘ManageOther

Add-ins’tocheckthatZoteroislisted.

3. Ifyoustillcan’tseetheplug-inchecktheZoterowordprocessorplugintroubleshooting

page:https://www.zotero.org/support/word_processor_plugin_troubleshooting

MakesureyoudonothaveWordopenifyouareinstallingthepluginmanually.



STEP4:TakeaquicktourofZotero

TheZoteroColumns&Icons

" FamiliariseyourselfwithZotero’s3maincolumns.NByourlibrarywillbeblanksinceatthemomentyoudonothaveanyreferencesinit.Thisisascreenshotfromalibrarywhichcontainsreferences.

" Moveyourmouseoverthevariousiconstofindoutwhattheydo.

Collectionsofreferencesinyourlibrary

Listofyourreferences

Detailedrecordforeachreference



" Clickingonsomeiconswillrevealdrop-downmenus

" Youdon’tneedtoknowallofthefeaturesandfunctionsindicatedbytheseiconstostartusingZotero.



STEP5:SetZotero’sPreferences

Beforeyoustartgatheringreferences,setZotero’sPreferences.5minutesspentonthiswillsaveyoutimelater...

1. Clickon‘Edit’inthemenu(orZoteroforMac)andselectPreferencesfromthedrop-downmenu:

ThiswillopenupthePreferencesBoxandMenu:



2. Therearetabsforsettingvariouspreferences:

• General• Sync• Search• Export• Cite• Advanced

SomeoftheseareforuserswithadvancedknowledgeandexperienceofZotero.Werecommendyoudonotmakeanychangeshereunlessyoufullyunderstandwhatyouaredoing(e.g.baseduponadvicefromtheZoterowebsiteorforums).ForthisintroductiontoZotero,werecommendyouapplythefollowingsettings:

• User-Interface:yourchoiceforhowyouwishZoterotoappear.Youwillneedtocloseandre-startZoteroforanychangestomakeeffect.

• Miscellaneous:$tickallboxesandmakesureyouclickUpdateNow

• Groups:$tickallboxes

• Leavethisalonefornow–returntoitwhenyouhavereadmoreaboutcreatingafreeZoteroaccountsothatyoucansynchroniseyourlibraryonline.NBSyncisoptional–youdonotneedtosynctouseZotero.

• Lateryoucanclickon‘aboutsyncing’and‘aboutfilesyncing’toreadmoreontheZoterowebsite(anewwindowinyourbrowserwillopenup).



Click‘Checkforinstaller’

Onceinstalled,thissectionwillsay‘isinstalled’

Thiswillenableyoutosearchforthecontentof

savedPDFs.

Defaultoutputformat:

Select:AmericanPsychologicalAssociation6thEdition

(APA6thEd.)ThisistheFacultyrecommended

referencingstyle.

ClickOKtosave(Macs:noOK–saveisautomatic)



• Leavethisfornow–youwillreturntothislaterwhenusingZoterowithWord.

• Leaveallsettingsalone.

• OntheFilesandFolderstab,clickontheShowDataDirectorybutton

o ThisopensupyourZoterosystemfilesstoredwithinyourFirefoxprogramfilesontheHardDriveofyourcomputer.

o Donotattempttoopenanyofthesefiles–ifyoudoyoucouldcorruptyourZoterodatabase!

o ThisbuttonwillcomeinusefullaterinStep16whenyoulearnhowtobackupyourZoterolibrary.

o ClosethewindowthatopenedupandclosetheZoteroPreferenceswindow.



STEP6:Left-handcolumn:createacollection

Theleft-handcolumn

" Allreferencesarecontainedwithin‘MyLibrary’

" Youcanalsocreatefolders–called‘collections’–foryourreferences

" Createanewcollectionnow

o GotoFileandselectNewCollection

o OrRight-clickonMyLibraryandselectNewCollectionfromthepop-upmenu

o Nameyourcollectione.g.TryingoutZotero

# Itwillappearintheleft-handcolumn.It’semptyfornowbutinalaterstepyouwillstoresomereferenceshere.

o UnfiledItemscontainsitemsyouhavenotyetallocatedtoacollection.

o DuplicateItems=itemsyou’vegot2ormoreduplicaterecordsfor.Veryusefultokeepyourlibraryundercontrol!

o Trash=anyitemsyoudeletegoherebeforeyoufinallydecideto‘emptyTrash’(right-click)

Moreinformationoncollections:

o Newitemsareaddedtothecollectionyouhaveselected.

o Youcanadditemstomultiplecollections.

o Youcancreatesub-collectionswithinafolder.Youcandothisby

o Right-clickinganexistingcollection

o Dragginganddroppingacollectionontoanothercollection

o Re-nameacollection:rightclickonthecollectionandselectre-name.

o Youcandeleteacollection.NBthisdoesnotdeletetheitemsfromZotero:theywillstillbeheldinyourLibraryandothercollections.



STEP7:MiddleColumn:Find&storereferences

FollowthestepsbelowforaquickdemonstrationofhowZoterocangatherreferencesforyoufromtheUniversityofCambridgeLibrarycatalogues.

" GotoiDiscover:http://idiscover.lib.cam.ac.uk/

" ChooseEducationFacultyLibraryfromthedropdownmenu‘AllLibraries’:

" In Searchour collections type: JeanRudduck (the Faculty’s lateProfessorRudduckwasaworld-leadingscholar–mostnotably inthefieldofpupilvoice).ThissearchwillproducealistofJean’spublicationsheldinourFacultyLibrary:



" ClickonthefirsttitleImprovinglearningthroughconsultingpupilso Thiswillreveal2results–clickonthefirst(forthebook)

" Fromthefullrecord,copytheISBNwhichislocatedinthe‘Details’section:

" InZotero,selecttheWandOptionandpasteortypeintheISBN:

" Press return/enteron your keyboard. Thiswill bring thedetails of thebook into your Zotero

Library:



" Nowrepeatand search for the following4publicationsbyProfessorRudduck.Tip: you canaddawordfromthetitleto‘JeanRudduck’inthesearchboxe.g.

o ThechallengeofYear8:sustainingpupils’engagemento ConsultingPupils:what’sinitforschools?o Transferandtransitionsinthemiddleyearsofschoolingo Developingagenderpolicyinsecondaryschools

" TheitemswillnowappearinyourZoterolibrary!

" NBFacultycomputers:ifforsomereasontheISBNidentifierdoesnotworkandwillnotload

someofthesereferencesintoyourlibrary,donotworry(thisseemstobeaniDiscoverbug):o Trysearchingforbooksinyourtopicarea–seeiftheISBNidentifierworkso Moveontothenextstepinthisworkbook



STEP8:RightColumn:Check/EditIndividualReferenceInformation

" IntheZoterolibrarymiddlecolumn,clickononereferenceyouhavedownloaded.

" In the Zotero right-hand column you will see all of the information required to produce acitationandadditionalinformation.

" Check through this information to ensure all details are correct and there is no informationomittedoradditionalpunctuatione.g.

" Youcanalsoeditnamesordeleteinformationwhichisnotessential.

YoucanchecktheinformationagainsttheLibrarySearchrecordtoensurethatthecorrectinformationhasbeensavedtoZotero.

Clickonalabelwithanarrowtochangetherelationship. Clickontexttoedit.



" Toeditatitle(ifnecessary)clickonthetitletextandatextboxwillappear:

o Make your changes. In this example, we delete the forward slash (/) and theauthors’names.

o Toclosethetextbox,clickanywhereinthereferenceentryintherighthandcolumn(anywhereotherthanthetitle).Youreditissaved.

" Take amoment to look through the information you can store about each reference in theright-handcolumn:

o Item Type: click on this to reveal a drop downmenu (handy for when youmanuallycreateareference)

o Author:clickheretorevealadropdownmenu(handyforwhenyouneedtouse‘editor’etc.)

o Abstract:youcantypeorcopyandpastetextintothissection

o NotesTab:Youcantypeorpastetexthere.Goodforkeepingtrackofyourthoughts,keyquotesetc.

# Click on Notes then Add and type in some text. It will be attached to yourreference–seetheyellow‘post-it’icon.

o TagsTab:Youcantagreferenceswithkeywords.Goodforsearchingquicklythroughalargelibrary.



o RelatedTab:Youcanusethistolinkrelateditemsfromyourlibrarye.g.abookreviewandabook.

# Youcanonlylinkitemsfromthesamelibrary.

# ClickonRelated andAdd and linkanother reference inyour list to ‘ConsultingPupils’. This is a goodway to remind you of links youwant tomake betweenitems.

KeyPrinciple

CheckingandmanualeditingofdownloadedreferencesisessentialsothatwhenyouuseZoterotomanagecitationsinyouressays/thesisyourreferenceswillappear

correctly.



Section 2: Searching, Sorting, Creating Bibliographies & Reports

STEPS9–11

Completed

9.SearchaDatabase !

10.Sortyourreferences !

11.Createabibliography !

12.Generateareport !



STEP9:SearchDatabasesforArticles

Forthemostefficientwaytosearchthedatabasespleaseusethe‘LiteratureSearching’guideontheLibraryMoodleandlookatthe‘Search’tab.Alternatively,youcanbooka1-2-1searchingsessionwithamemberoftheLibraryTeam.

" GotoMoodlewww.vle.cam.ac.uk" Loginandclickon‘FacultyofEducationLibrary’" Clickon‘Articles’inthe‘Lookingfor...’sectionintheleft

column." Selectyourpreferreddatabasetosearch.Forthisexample

wewillbeusingBEI(BritishEducationIndex);thissharesfunctionalitywithPsycINFO.

" Therearetwowaysofaddingitemsfromadatabase.o WiththeZoteroConnectorforyourBrowserinstalled,youcanaddmultipleitemsfrom

apageofsearchresults:

" Addingarticlesthiswaywilladdthemtothedatabaserecord.ItwillalsooftenaddtheabstracttoyourZoterorecord.

" TrysearchingtheBEIdatabasenowusingkeywordsforatopicyouareinterestedin.SavesomearticlestoyourZoterolibrary.

2.Selecttheitemsyouwishtoaddtoyourcollection.

1.Clickontheyellowfoldertobringupthelistofitemsonthispage.

3.ClickOKtoadd.



o ZoteroAddingasinglearticleincludingthePDF

" Whenyouhavefoundanarticleinadatabasethatyouwanttoreadoraddtoyourreferencelist,clickon

...toseewhethertheUniversityhasaccesstothearticle.

" Ifyouhaveaccess,youwillberedirectedtothearticlepage.

" ClickonthePDFdownloadsymbolonthepage.Thearticlewillbeviewableinyourbrowser." YourZoteroConnectormightalsodisplayaPDFicon–clickonthisandyoucansavethePDF

toyourZoterolibrary.

" Tolinkittothearticlereferenceinyourlibrary,draganddropontothearticle(middlepane).



STEP10:Sortyourreferences

NowthatyouhavesomereferencesinyournewZoterolibrary,learnhowtosortthem.Zoterohasanumberoffeatureswhichhelpyoutoquicklysortandorganiseyourreferences.FollowtheinstructionsbelowtocustomisethemiddlecolumnofyourZoterolibrarybeyondthedefaultsettingsoftitleandauthor/creator.

1.Clickthesmallgrid-likemenuonthetoprightofthemiddlecolumn:

2.Fromthedrop-downmenuchoosetheadditionalcolumnheadingsyou’dliketosetup(Tip:‘dateadded’isveryusefulforhelpingyoutofindrecentadditionstoyourlibrary).

3.Youcannowsortyourlibraryusingthenewheadingsyou’veselected:clickonanyheadinginthemiddlecolumntosorte.g.byyear,author/titlealphabetically(A-Z,Z-A),dateaddedetc.

4.Youcanalsocreatefurthercollectionsandsub-collectionstosort/organiseyourreferencesfurtherifyouwish.



STEP11:CreateaQuickBibliography1.OpenupyourZoterolibrary.

2.Inthemiddlepane:

" selectalltheitemsyouwanttoincludeinyourlist(KeyboardCTRL-A)

" orfornon-contiguous(individual)itemsholddownCTRL(CMDonMac)whileyouclickyourselection.

3.Right-Clickyourmouse(CTRL-ClickonMac)anywhereinyourhighlightedselection

4.Selectthecommand:‘CreateBibliographyfromItems’

5.Selectthecitationstyle,outputmodeandoutputmethodfromthenextdialogbox:

" CitationStyle:selectAPA6th

" OutputMode:selectBibliography

" OutputMethod:selectCopytoClipboardandclickOK

6.OpenWordandcreateanewdocument:

" Paste(KeyboardCTRl+VonPC,CMD+VonMac/)yourZoteroitemsintoit

" Younowhaveabibliographycreatedinseconds.

" Ifanyreferencesaredisplayedincorrectly,rememberyouneedtoeditthembackinZotero(seeSTEP8)thenrepeatthestepsaboveto‘createbibliography’.AnychangesyoumakeinyourZoterorecordswillnowbedisplayed.

" Youcanusethisfeaturetoprintyourbibliography.Tip:printouthardcopiesofyourZoterobibliographyperiodicallyasanextraback-up(usefulifyourcomputerbreaksdown,harddrivefailsetc).



STEP12:Generateareport

The‘GenerateReport’commandisveryuseful:Zoterowillgenerateareportofallselecteditemsinyourlibrary,includinganynotesyouhaveattachedtoindividualreferences(seeSTEP8).Thereportcanbesavedasawebpageand/orprintedout.Thiscanbeveryusefultosupportwritingupliteraturereviewsorsharingreferenceswitharesearchteametc.

1.OpenyourZoterolibrary.

2.Inthemiddlepane:" selectalltheitemsyouwanttoincludeinyourlist(Keyboard:CTRL-A)" orfornon-contiguousitemsholddownCTRL(CMDonMac)whileyouclickyour

selection.

3.Right-Clickyourmouseanywhereinyourhighlightedselectiontorevealthedrop-downmenu.

4.Selectthecommand:‘GenerateReportfromItems’

5.Zoterowillnow‘generate’areportforyouinanewwindow.Eachitemyouhaveselectedwillbedisplayed,alongwithanynotesortagsyouhaveattachedtotheitems.Youcansavethisreportasawebpageortext:



Section 3: Zotero & Word - Citations & Reference Lists

STEPS13-15

Completed

13.UseZoterotoinsertafullcitationintoadocument !

14.OtherCitationTypes:

1. Author/sinsentence–dateinbrackets(SuppressAuthor)!

2. Twoormorecitations(multiple) !

3. Suffixadded–pagenumber !

4. Prefixandsuffixadded !

15.Createareferencelistfromyourcitations !



STEP13:UseZoterotoinsertcitationsintoaWorddocument

Youwillbeexpectedtocitetextsyoureadandcompileareferencelistofthesecitationsinyourcourseassignments(essaysandthesis).InthissectionyouwilllearnhowtheZoteroWordplug-incanhelpyouwiththistask.Youwilllearnhowto:

• insertdifferentkindsofcitationsintoapreparedWorddocumentforyoutopractiseusingyourZoterolibrary;

• createareferencelistfollowingthereferencestyleAPA6th(asrecommendedbytheFaculty)fromthecitationsatoneclickofabutton(savingyouhoursoftyping!)

Beforestartingmakesure:

• youhaveinstalledtheWordplug-in(Step3)andyourZoterolibraryisopen

• youhavetypedsomesentencesorashortparagraphonyourresearchtopic–ashortpieceofwritingyoucanputsomecitationsinto.

1.Beforeyoustart:SortedandClassicdialogs

" Zoterogivesyou2waystoinsertcitationsfromyourZoterolibraryintoaWordDocument.You

canchoosebetween:SorteddialogORClassicdialog.Thedefaultmodeis‘sorteddialog’.

" ThisguidewillinstructyouonhowtousetheSorteddialog.YoucantrytheClassicdialogby

yourselflateranddecidewhichyouprefer.

" YoucansetyourpreferencetotheclassicbyaccessingtheCitetabinZotero’sPreferences–

seeSTEP5–andcheckingthebox:

" TIP:ifyouexperienceproblemswiththedefault‘sorted’dialog,switchtotheClassicdialog.



2.InsertingCitationswiththeSortedDialog(theBubble)

" MakesureyouhaveinstalledtheWordplug-in(seeSTEP3).OpenZotero.

" OpenWord.Checkthetoolbar:YoushouldseearowofZoteroicons.InWord2007,2010and

latertheyappearinAdd-Ins:

ThesebuttonsallowyoutomanageZoterocitationsinyourWorddocuments.

o Ifyoudonotseethem,trycheckingthe“TemplatesandAdd-ins”window.# Select“Tools”fromthedropdownmenuatthetopofyourscreen,pulldownto

“TemplatesandAdd-ins,”andmakesurethattheboxforZotero.dotischecked.o Ifyouseeawarningmessage(upperleftbelowthemainmenu)thatmacroshavebeendisabled,

clickOptionsandenablethesetopermittheZoteroadd-intowork.

" ToinsertareferencefromyourZoterolibrary,ClickthefirstbuttonontheZoterotoolbar:“ZoteroAdd/EditCitation”

" TheDocumentPreferenceswindowwillopen.ChooseAPA6thEditionCitationStylefromthelistandclickOK.

o Ifyouwouldliketouseasingle-spacedstyleseeStep20tolearnhowtoinstallit.



" TheZoteroBubbleappears:

" SearchforyourreferencebytypinginthisBubble.Youcansearchyourlibrarybyauthoranddateortypeinwordsfromthetitlee.g.Rudduck1994

" or‘developingagenderpolicy’:

" Chooseareferencefromyourlibrary.Clickonceonthetitleandthecorrectreferencewillappearinthebubble:

" Pressreturnonyourkeyboardtoinsertthecitationintoyourdocument.Itshouldappearasfollowsinyourtext:

" Youcantellyourcitationis‘live’(linkedtoZotero)byplacingthecursorwithinit–itwillthenappear‘greyedout’asintheaboveexample.



" MovetoSTEPS14.1–14.4topractiseinsertingandeditingcitationsinyourdocument,repeatingtheabovebasicstepswithreferencesofyourchoicethatyouhavedownloaded.Youwilllearnhowtoinsertandedit4moretypesofcitations:

o Author/sinsentence–dateinbracketse.g.Rudduck&McIntyre(2007)

o Twoormorecitationse.g.(Rudduck,1976;Rudduck&Flutter,2004)

o Suffixadded–pagenumbere.g.(Rudduck,1976,p.23)

o Prefixandsuffixaddede.g.(seeFlutter&Rudduck,2004,fordetails)



STEP14.1:Author/sinsentence–dateinbrackets(SuppressAuthor)

" ForSTEP12youusedZoterotoinsertafullcitationwithinbracketsi.e.acitationcontainingAuthor+Datee.g.

...pupils’progressbetweentheagesof7and14(Rudduck,1994).

" Ifyounametheauthor/sinyoursentencethenyouneedtosuppresstheauthor/sname/sinyourcitatione.g.

Villarreal(2008)callsthistransitiontheshiftfrom...

RuthvenandHennessy(2002)offeredamodelof...

ZoteromakesthiseasytodoviatheeditbuttonontheZoterotoolbarwithinWord.

" InsertacitationfollowingthesamestepsyoutookinSTEP12soitfirstlookslikethis:

AsmentionedbyRudduck&McIntyre(Rudduck&McIntyre2007)...

" Placeyourcursorwithinthebracketsofthiscitationtoeditit.

" ClicktheeditbuttonontheZoterotoolbarwithinWord

" ClickonthecitationwhenitappearsintheBubbledialog.Thiswillopenaboxwhereyoucanedityourcitation.Forthisstep,checktheboxSuppressAuthor:

" Pressreturntwiceandyourcitationwillnowappearasdateonlye.g.(2007).



STEP14.2:Twoormorecitations(multiple)

" Sometimesyouwillwanttosupportorillustrateapointwithtwoormorecitationsi.e.multiplecitationse.g.

...andthepost-transferperiod(Galtonetal,2003;Rudduck&Flutter,2004).

" ReturntoyourWordDocument.FollowthestepsyoulearntinSTEP12toinsertacitation.

However,donotpressRETURNonyourkeyboarduntilyouhaveselectedthetwocitationsyouneed.

" Clickon‘insertcitation’ontheZoterotoolbar.

" SearchforacitationintheZoterobubbleandclickonceinthedrop-downlisttoselectit:

" Afterselectingthefirstitem,don’tpressreturn.Typetheauthor,title,oryearofthesecondcitationyouwanttoselect.

" NowpressRETURNtwiceonyourkeyboardtoinsertyourmultiplecitationsinyourdocument.Yourcitationswillnowappearwithinbracketsandcorrectlyseparatedbysemi-colons:

(Galton,Gray&Rudduck,2003;Rudduck&Flutter,2004)



STEP14.3:Suffixadded–pagenumber

" Ifyouquotefromasource,youmustprovidethepagenumberasasuffixalongwithauthor+dateinyourcitatione.g.

...betweenyearswithinthesameschool(Galton,Gray&Rudduck,2003,p.23).

" ReturntoyourWorddocumentandinsertacitation(followstepsforSTEP13).Onceinserted,placethecursorwithinthecitation.Thecitationwillappearhighlightedingrey:

" ClickontheEditbuttonontheWordZoterotool-bartorevealtheZoteroBubble:

" Clickonthecitationwithinthebubbletorevealtheeditingbox:



" Typeapagenumberintothefirstbox.YouwillseethenumberappearinthecitationintheBubble:

" PressReturntwiceonyourkeyboard.

" Yourcitationwillnowappearinyourdocumentwithpagenumberaddede.g.

(Galton,Gray&Rudduck,2003,p.23)



STEP14.4:Prefixandsuffixadded

" YoucanusetheEditfunctiontoaddfurtherdetailstoyourcitationsasappropriatee.g.prefixesandsuffixes:

(seeCooper&McIntyre,1996fordetails)

" ReturntoyourWordDocument.

" UseZoterotoaddanothercitationtoyourparagraphe.g.

Practiceinmorethan50schoolsisdescribedandanalysed(seeFlutter&Rudduck,2004,fordetails).

" Onceinserted,placethecursorwithinthecitation.

" ClickontheEditbuttonontheWordZoterotool-bartorevealtheZoterobubble.

" Clickonthecitationtorevealtheeditdialogbox.Addprefixandsuffixdetails(copythisexample):

" PressReturntwiceonthekeyboard.

" Youwillnowseeyourcitationwithprefixandsuffixdetailsaddede.g.

(seeFlutter&Rudduck,2004fordetails)



STEP15:Createareferencelistfromyourcitations

" Younowhaveanumberofcitationsinyourdocument.Zoterocanquicklycreateareferencelistattheendofyourdocumentcompiledfromthesecitations.

" ReturntoyourWordDocument.

" Attheendofyourdocument,typeintheheadingReferences

" Placethecursorbelowthisheading(onthenextline).

" ClicktheAdd/EditorInsertBibliographyiconontheZoterotool-barinWord:

" WatchasZoteroquicklycreatesalist(inalphabeticalorder)compiledfromallthecitationsinyourdocument.Imaginethisisoneofyourcourseessaysoryourthesis!

" Zoterowillupdatethislistasyouaddmorecitationstoyourdocument.Tryaddingsomemorecitationsnow.ClicktherefreshiconintheZoterotoolbartoupdateyourlist.

" NB:Ifanyofthereferencesinthelistappearincorrect,havemissingorunwantedextrapunctuation/informationorstrangesymbols,youwillneedtoreturntoeditthemwithinyourZoterolibrary(seeSTEP8).

o Anychangesyoumaketotheoriginalreferenceshere(intheright-handcolumnofZotero)willappearwhenyourefreshyourreferencelistbackinyourWorddocument.

o A!symbolinyourWordreferenceslistisduetoanextra/unwantedspacebackintheoriginalreferenceentrywithinZotero:deletethespacetogetridofthesymbol.

o NB:whenyougenerateabibliographyinWordusingAPA6thasyouroutputstyle,displayedreferencesautomaticallyincludeaDOInumber(ifavailable).Youdonotneedtodeletethisinformation.



" Torefreshyourreferencelistinordertoupdatechangesyou’vemadeinyourZoterolibrary,clickontherefreshbuttonontheZoterotool-barinWord:

" Yourreferencelistinyourdocumentwillnowreflectyourchanges.

RememberwhenworkinginWordtoperiodically

saveyourwork!Alsocheckyourpunctuationafter

inserting/editingcitations!



Section 4: Backing up, Syncing & Importing/Exporting

STEPS15–17

Completed

16.BackupyourZoteroLibrary !

17.Syncyourlibraryonline !

18.Import&ExportReferences !



STEP16:BackupyourZoterolibrary

WestronglyadviseyoutolearnhowtobackupyourZoteroLibrary.Ifyourcomputerbreaksdownyouwillloseallyourworkifyouhaven’tgotaback-upplan.UsethefollowinginformationtobackupyourZoterolibrarytoanexternalharddrive/USBmemorystick.

" First,locateyourZoteroLibrary,i.e.thedatadirectoryonyourcomputer’sharddiskwhereZoterostoresallyourreferences:gotoZoteroPreferences–AdvancedTab(seeSTEP5).

" ClickonthetabFilesandFolders,thenthebutton‘ShowDataDirectory’

" NowyoucanseetheDataDirectory.NB:donotattempttoopenanyofthesefiles/folders!They

arenotmeanttobeopened.

" BeforeyouproceedtocopyfromtheDataDirectory,closeyourbrowser.Thisisessentialtoavoiderrors/corruptingfiles.ButkeepthewindowdisplayingyourDataDirectoryopen.

" Pluginanexternalstoragedevicetoyourcomputere.g.aUSBthumbdrive/memorystick.



" Createanewfolderonyourstoragedevicee.g.‘MyZoteroBackupOctober2017’." CopythefilesinyourZoteroDataDirectorytothenewfolderonyourstoragedevice." Younowhaveabackupofyourlibrary.IfsomethinggoeswrongyoucanrestoreyourZotero

libraryfromthisbackup." ForamoredetailedstepbystepillustratedguidetobackingupZoterosee

http://libguides.northwestern.edu/content.php?pid=68444&sid=676064

Forthefullguideonbackingupandrestoringyourlibraryvisit:

http://www.Zotero.org/support/Zotero_data#backing_up_your_Zotero_library



STEP17:Syncyourlibraryonline

• Zoteroallowsyouto‘sync’i.e.synchroniseyourlibraryonyourcomputerwithstoragespaceprovidedbyZoteroonline.

o ThismeansyoucanaccessyourZoterolibraryfromanycomputer.o Zoterohastwokindsofsyncing:

# DataSyncing(free,nostoragelimit)• Libraryitems,notes,links,tags–everythingexceptattachmentfiles

# FileSyncing(300mbfreewithlargerstorageplansavailableforpurchase)• Syncsattachedfiles(PDFs,audioandvideofiles,imagesetc).

• Youcanalsoshareyourlibrary–greatforcollaborativeresearchgroups!

• NB–youdonotneedtosyncyourlibraryonlinetouseZoteroonyourcomputer.

• Forfullupdateddetailsonhowto‘sync’:http://www.Zotero.org/support/sync

• ImportantadvicefromtheZoterodevelopers(ouremphasis)

o “WestronglyrecommendthatyouregularlybackupyourZoterolibrary.Syncingisnotagoodsubstituteforbackingup:theZoteroserveronlystoresthemostrecentversionofyourlibrary,andittakesjustasingle(possiblyautomatic)synctochangetheservercopy.”

https://www.zotero.org/support/zotero_data

o Ifyouaccidentallydeletesomethingyoudidn’tmeanto,orcorruptyourdatainsomeway,theproblematicchangeswilloverwritetheremotecopy.

WethereforestronglyadviseyoutokeepbackupsonmemorysticksorCDsinadditiontousingsync,orarrangeasystemtobackupyourentireharddiskautomatically.

• Consultthefollowingforadviceontroubleshootingsync:

http://www.Zotero.org/support/kb/sync_reset_options

Makesureyouunderstandwhichwayyourfileswillbecopiedsothatthereisnodangerofover-writingyourlatestversion.



STEP18:Import&ExportReferencesYoucantransferyourZoterolibraryorasub-collectionwithinyourmainlibraryusingthe‘export’and‘import’functions.

" Right-click(CTRL-clickonMac)onthecollectionyouwanttoexport.InthedialogboxyoucanselecteitherRISorZoteroRDFFormat.

" Savetoyourcomputer.

" Copytheexportedfile/stoaUSBdriveandthencopytoanothercomputer.

" FromZoteroonthe2ndcomputer,clickonFileinthemainmenuandselect‘Import’.

" Selectthefileyouhavejustcopiedoverandopenit.

" Zoterowillnowimportthesereferencesintoyourlibraryonyour2ndPC.Thelibraryfoldernamewillbe‘Imported’plusthedate.Youcanrenamethisasyouwish(right-clickonfolderand‘renamecollection’).



Section 5: Further Features & Functions

Steps19–23

Completed

19.Createareferencemanually !

20.AddingCitationStyleAPA6thSingleSpace !

21.AttachaPDFfiletoareference !

22.Viewscreencasttutorials !

23.ZOTEROFAQ !



STEP19:CreateaReferenceItemManually " Theeasiestwaytocollectreferencesistoimportthemfromonlinesources.Forsomekindsof

materialthismaynotbepossible.InsuchcasesZoteroallowsyoutocreatenewreferencesmanually.

" Zoterowillformatyournewitemcorrectlyifyoupicktherighttypeofdocumente.g.book,booksection[chapter],orjournalarticleasdifferentkindsofdocumenthavetobesetoutdifferentlyinyourbibliography.

" InthisstepyouwillcreateareferenceforColinRobson’sbookRealWorldResearchpublishedin2006inOxfordbyBlackwell.

" ClickthegreenplusiconintheZoteromenubar.Adropdownalistofpossibletypesofreferencewillappear.RealWorldResearchisaBook,soselectthat.

" Nowlookintheright-handpane.Youwillseeacorrespondingblankiteminthelibrarylisting.



" ClicktheTitlefieldandtypein:RealWorldResearch.

" PressTab(onyourkeyboard)toskiptothenextfield:Author

" EntertheAuthor’sname.Presstabtogetfromthelastnameslottofirstname:

" Continuefillingintheslotsforwhichyouhaveinformation:PlaceandPublisherandDate.

" Don’tworryifsomehavetobeleftblank:Zoteroprovidesfieldsformosteventualitiesandnoteveryreferencewillusethemall.



STEP20:AddingCitationStyleAPA6thSingleSpaceIfyouprefertohaveyourreferencelistattheendofyouressays/thesissingleratherthandouble-spaced,youcaninstalltheAPA6thSingleSpacecitationstyle.

" OpenZoteroandgotoCiteinthePreferences.SelectthetabStyles:

" ClickonGetadditionalstyles...



" Thiswillopenupanewwindow.

" Put‘apa’intheStyleSearchboxandclickonAPA6th(single-spacedbibliography)

" APAsingle-spacedwillnowbeavailableinCite–Styles–StyleManagerinyourZoteroPreferences.



STEP21:Attachapdffiletoareference

Zoteroallowsyoutoattachadownloadedfiletoareferenceinyourlibrary.TocompletethisyouwillneedtohavesomePDFfilesonyourcomputer.Ifyoudon’thaveany,gotoanonlinejournalanddownloadaPDFfileofanarticleyouareinterestedinreading.

" LookatthemenubaratthetopoftheZoteropane.Roughlyatthecentre,you'llseeapaperclipicon.

" Clickonareferenceinyourlibrary(middlepane)andthenthepaperclip:fromthepopdownmenuselect“attachstoredcopyoffile”.

" BrowsetoyourdocumentsfolderandselectaPDFthatyouhavesavede.g.apaperdownloadedfromajournal.

" ClickOpen.

" ClickthesmallplussignorarrowbesidethereferenceinZotero:youwillseeapdficonattachedtothereferencedata.

" YourdownloadedPDFhasbeencopiedtoyourZoteroDatadirectory.

" Right-click(CTRL-clickonMac)thePDFlinkinZoteroandchoose“RenameFilefromParentMetadata”togivethePDFamoremeaningfulname.

" TolearnhowtoretrievePDFmetadatafromPDFsyouhavedownloadedfromjournals,seethescreencastfromtheZoterowebsite:http://www.Zotero.org/support/screencast_tutorials



STEP22:ViewScreencastTutorialsZoterohasmanymoreusefulfeatures.Forexample:

• HighlightingandAnnotation

• Creatingitemsfromwebpages

• Notes

• Timeline

• RetrievemetadatafromPDF

" LearnmoreabouthowtousethesefeaturesbywatchingtheseexcellentscreencastsontheZoterowebsite:

" Accessthescreencastshere:

http://www.Zotero.org/support/screencast_tutorials



STEP23:ZOTEROFAQ ForfullFAQgotothedevelopers’siteat:

http://www.Zotero.org/support/frequently_asked_questionsAllkeyquestionswiththelatestinformationareansweredonthissite.

1.Transferring/copyingreferencesusingtheExportandImportfunctions

YoucantransferyourZoterolibraryorasub-collectionwithinyourmainlibraryusingthe‘Export’and‘Import’functions.

" Right-click(CTRL-clickonMac)onthecollectionyouwanttoexport.InthedialogboxyoucanselecteitherRISorZoteroRDFFormat.

" Savetoyourcomputer." Copytheexportedfile/stoaUSBdriveandthencopytoanothercomputer." FromZoteroonthe2ndcomputer,clickonthegearwheelinthetoolbarandselect‘Import’." Selectthefileyouhavejustcopiedoverandopenit." Zoterowillnowimportthesereferencesintoyourlibraryonyour2ndPC.Thelibraryfolder

namewillbe‘Imported’plusthedate.Youcanrenamethisasyouwish(right-clickonfolderand‘renamecollection’).

3.MyschoolITDept/workaregoingtoupgrademyschool/worklaptopsystem.WhatshouldIdo?

%ReinstallingyoursystemsoftwareorupgradingtonewsoftwarewillWIPEYOUR

ZOTEROLIBRARYFROMYOURHARDDRIVE.&

o Makesureyouhavebackedupyourlibrary(seeSTEP15)ontoaUSBpendrive/anothercomputerbeforeyourlaptopisserviced.Youcanthenreinstallit.

o Alsogenerateareport(STEP12)ando Printyourbibliography(STEP11)toensureyouhaveapaper/hardcopybackupofyour

libraryandattachednotes.Ifdisasterstrikes,youcanscanthisbackintoaPCusingscanning/opticalcharacterrecognition(OCR)software.



4.Whywon’tZoterodownloadreferencesfromsomedatabasescorrectly?Whatistheproblem?

Alsoseeinformationaboutmanuallycorrectingrecords.Anexampleofthisproblemiswhenanauthorisassignedasa‘contributor’etc.Thisisanissuewithsomethingcalled‘translators’.Zoteroissetupto‘scrape’alltheinformationitcanfromalibraryrecord.ThewaythelibraryrecordsaresetupinthedatabasedeterminehowZoterowillrecordthedetails.Annoyingasthisissueis,itisstillquickertodosomeeditinginZoterothanmanuallyenteringallyourreferencesfromscratch.Forfurtherinformationortoaskthedevelopersquestions,checkouttheextensiveZoterosupportForums!

https://forums.zotero.org/

5.IsZoterocompatiblewithEndNote?

ZoterolibrariescanbeexportedandimportedintoEndnote.SimilarlyEndnotelibrariescanbeexportedandimportedintoZotero.Forinstructions,goto:

http://www.Zotero.org/support/kb/importing_records_from_endnote



6.Youdidn’tanswermyquestion!

TheZoteroforumhttp://forums.zotero.org/isareallyfriendlyplace,andmorethanlikelysomebodywillansweryourquestion!

Also,theFacultyLibraryTeamofferssupportwithZotero,referencingandliteratures earching.

TheFacultyLibraryTeamoffersupport

withZotero,Referencingand

LiteratureSearching.



Section 6: What else you can do

STEPS24–31.

Completed

24.Areflection !

25.ZotFile !

26.Tagging !

27.Smartsearches !

28.Mypublications !

29.Sharedlibraries !

30.Zutilo !

31.Closingreflection !



STEP24:Areflection

TheFacultyteachesZoterotoallstudentsonresearch-relatedprogrammes.However,somestudentsdonottakeitup.Thismaybetodowiththefactthat“referencingdoesn’tseemlikeabigdeal”anditisjustaseasytodo“bykeepingthepapersinfolders,andmaintainingthebibliographybyhand”.

PartofthismaybetodowiththemisconceptionthatusingusingZoterojustmeans“havingtotypereferencesintoZotero”ratherthan“typingthemstraightintothethesis”.Ofcourse,ifthatwasit,thenthat’sright:therewouldnotbemuchdifference.However,aboveyoulearnedaboutthebrowserconnector,whichmeansyoudonothavetotypereferencesintoZotero—mostofthetimetheyarrive.Moreover,whileyouknowthereferenceformatforyourthesis,youshouldbethinkingaboutpublishingyourwork,andthismayrequiredifferentformats.Buteventhen,maybeyoujustwanttogetthethesisoutofthewayandthenthinkabouttherestofyouracademiclifethen!

Now,perhapsitwillsurpriseyouthatoneofthepresentauthorsusesZoteroalmosteveryday,andthatthisuseisnotatallaboutreferencesandcitations,butaboutdevelopingandorganisingideas,andgrowingthoseideasintofeasibleresearchprojects.

Asyourownreflection,makealistofpositives,negatives,andinterestingpointsaboutusingZotero.You’llrevisitthislistattheendofthissection.



STEP25–30

We’lltakeaslightdifferentapproachforthesesteps.You’vealreadyencounteredmanyfeaturesofZotero,andknowyourwayaround.Sowe’llgivefewerinstructions,butneverthelessexpectyoutofollowtheinstructionsinthesteps.

25.ZotFile.VisitandreadtheZotFilesite(http://zotfile.com/).WhatisZotFile?WhatdoesZotFiledo?InstallZotFileintoyourZotero;pickaniteminZoterothathasaPDF,annotatethatPDF,andextracttheannotationswithZotFile.Thisisareallypowerfulfeature,thatyoumustlearn.Ifyouwanttoreadpapersonyourtablet,youcanalsoexplorethe‘sendtotablet’function.

26.Tagging.AnotherpowerfulfeatureofZoteroistheabilitytoaddtags,andthereforeorganisationyouritemsacrossZoterocollections.Locatethe‘tags’tabinZotero(topright).Addatagtoapaper.Wheredoyouseeexistingtags?(Answer:bottomright.)Nowassignakeyboardshortcuttoyourtag,anduseittotagseveralpapers.Doyouseethelittlecolourssquareappear?Helpful,right?

27.Savedsearches.Savedsearchesallowyouto,well,saveasearch.Createanewsavedsearch.Youcansearchformanydifferentattributesofyouritems,butoneofthemostinterestingwaystouseasavedsearchforaspecifictag.Setupasavedsearchforthetagyoucreatedearlier.Observehowitemsappear/disappearfromthesavedsearchasyoutag/untagitems.

28.Mypublications.Followtheinstructionsherehttps://www.zotero.org/support/my_publicationstosetupa‘mypublications’page.Addafewpublications,andsharethepagewithafellowstudent.

29.SharedlibrariesareoneofthemostpowerfulfeaturesofZotero.TheyallowyoutodoeverythingyouhavebeendoingwithZoterosofar,buttodothisinateam.Theyallowyoutocollaborateonliteratureresearch.Theyallowyoutoshareinterestingpapers.Theyallowyoutoshareprogresswithyoursupervisor.Teamup,witheachteamhavingatleastonepersonwhoisalreadyexperiencedinZotero.ThatpersoncreatesanewsharedlibraryontheZoterowebsite(seeinstructionshere:https://www.zotero.org/support/groups),andtheninvitestheotherstothatgroup.Decideonatopicyou’llresearch,andadditemstothesharedlibrary.Itemsshouldsynchroniseautomatically,butsynchronisationcanbespedupbyusingthe‘syncbutton’.

30.Zutilo(https://github.com/willsALMANJ/Zutilo)isanotherreallyhelpfulplugin—ifyoulikekeyboardshortcuts.Installthepluginandexploresomeofthenewkeyboardshortcutstomakeyourlifeeasier.



STEP31:Closingreflection

Earlieryoumadealistofpositives,negatives,andinterestingpointsaboutusingZotero.It’snowtimetorevisitthislist.Howdoesthelistcomparetowhatyoulearnedintheprevioussteps?Didyoudiscovernewthingsintheprevioussteps?Wasthereanythingthatsurprisedyou?

Seewhetheryouwanttoamendafewpointsonyourlistorwhethercanaddtoyourlist.Thenmeetwithanotherstudentorasmallgroupofstudentstocompareyourlists.Makeanoteofanyquestionsandthenputthosequestionstoourlibrarystaff(ortoanotherpersonknowledgeableaboutZotero).

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