Using Zotero to Manage Your Citations

Digital Media Commons Fondren Library Basement B42

http://dmc.rice.edu [email protected] 713-348-3635

Zotero Workshop Handout

Jane Zhao Digital Media Commons, Fondren Library [email protected] last updated Wednesday, January 27, 21. Outline I. Workshop Objectives II. Introduction III. Installing Zotero IV. Using Zotero 1. Getting stuff into your Zotero library 2. Organizing your Zotero library and taking notes 3. Inserting citations and generating bibliographies in Word 4. Using Zotero with Google Docs 5. Syncing your Zotero library on different computers 6. Backing up your Zotero library 7. Collaborating with Zotero group V. Q&A

I. Objectives Participants will be able to: o Install Zotero connector for Firefox o Collect citations from Fondren catalog, JSTOR, and Google Books. o Retrieve metadata for existing PDF files o Add tags, notes, and attachments to a collected citation o Organize your Zotero library into collections o Use tag to filter items o Insert citations and generate bibliographies in Word using the Zotero toolbar o Generate bibliographies with Zotero o Use Zotero with Google Docs o Sync reference data and file o Back up Zotero library o Create groups

II. Introduction 1) Zotero is a free, open source citation managing tool (current version 5.0.90 as of August 29, 2020). It was originally developed by the Center for History and New Media at George Mason University in 2006. It has been an independent project since 2013. 2) Zotero 5.0, which was released in July 2017, is a standalone application. Zotero standalone connectors are available for Firefox, Google Chrome,

Safari, and Microsoft Edge that allow users to save items to Zotero directly from within the web browser. 3) Zotero was an extension for the Firefox web browser (released in 2006) or a standalone application (released in 2011). Starting with the release of Zotero 5.0 in July 2017, Zotero for Firefox and Zotero Standalone have been replaced by a single standalone application for users of all browsers.

Features: 1) Free, ease of use, compatible for PC, Mac, and Linux 2) Automatically detects citation information from library catalogs and most databases such as JSTOR, ProQuest, PubMed, LexisNexis, EBSCOhost, Google Scholar, and Google Books. 3) Works with sites like NY times, Amazon, Flickr, and YouTube. For a complete list of compatible websites, check https://www.zotero.org/support/translators III. Installing Zotero 1) Download Zotero and install it. a. download link: https://www.zotero.org/download/ b. Zotero can be installed without administrative privileges on most systems. c. Note, when you install Zotero 5.0, the Word processor plugins are bundled with Zotero and should be installed automatically. 2) Install Zotero connector for Firefox a. At Zotero download page, click on Install Firefox Connector button

b. Click on Continue to Installation

c. Click on Add button. You should see a message of “Zotero connector has been added to Firefox” if things run smoothly. Click OK to dismiss the message. d. You will see a Z icon appearing on the upper right corner of the Firefox toolbar after installation.

When you mouse over the Z, the tooltip shows “Zotero Connector”. 3) Install Zotero connector for other web browsers There are connectors for Google Chrome, Safari, and Microsoft Edge respectively. On the Download page, click Zotero Connectors for other browsers to download and install.

IV. Using Zotero

1. Getting stuff into your Zotero library

When you view a web page with items like books or articles, Zotero adds a new Save button to the Firefox’s tool bar, allowing you to save the citation, including book, journal article, newspaper article, film, and others.

Activity 1: Adding a book record into Zotero from Fondren catalog 1) Open up Zotero from the start menu. 2) Go to the Fondren web site (http://library.rice.edu ) 3) Type "University builder" into the search box, then hit Enter/Return on the keyboard or click the Magnifying Glass button. 4) Click on the 2012 version of the book titled “University builder: Edgar Odell Lovett and the founding of the Rice Institute Updated edition.” 5) You should see a book icon ( ) (i.e. Zotero save button) appear on the Firefox toolbar. Click on that icon/button to download the bibliographic record for the book into Zotero.

6) A small pop-up box will appear briefly below the Zotero save button indicating “Saving to …”

7) Inspect the record in the right-hand pane of Zotero.

8) See the typo for the word Louisiana for the Edition field. Zotero captures the reference information accurately from the library catalog. The typo was in the library catalog and got carried over to the Zotero library. 9) Click on the word “Lousiana”, correct the typo to “Louisiana”. 10) Inspect the captured reference information and make sure it is accurate and complete, and meet your standard.

Activity 2: Adding a book record from Google Books into Zotero 1) Go to GoogleBooks http://books.google.com/ 2) Type in “University Builder”. 3) Click on the first item on the search result page. Close the search within the book feature.

4) You will see this is an ebook. Zotero treats paper book and ebook the same way.

5) Click on the book save icon in the Firefox tool bar to save it to Zotero. 6) Scroll down to the middle of the search result page, you will see other editions of the book. Click on the first one (i.e. the one published on May 31, 2012), then click on the Zotero save button to save it to the Zotero library.

7) Inspect the captured metadata under the Info tab in the right column. Note that the Place field is blank. This is because Google Books typically does not make publication place available.

Note: Be aware that Zotero does not always get the complete bibliographic information due to the lack of the information from the original source. Check to make sure the captured data meet your standard.

Activity 3: Finding duplicates

1) Click on Duplicate Items on the left pane of Zotero interface. 2) Zotero can automatically detect duplicates based on title, DOI, and ISBN fields. So the paper edition of University Builder we imported from the Fondren catalog and the Google Books are shown as duplicates in the central pane.

3) On the right pane, you can click on Merge 2 items, or go through the fields to choose which version you want to keep. Note: After removing the duplicate, we still have two book records of University Builder since one is a paper edition and the other is an ebook. They have two different ISBNs. In order to eliminate confusion when citing this item, you will need manually delete one or the other.

Activity 4: Downloading information about an article from JSTOR into Zotero 1) Go to the Fondren web site (http://library.rice.edu ) 2) Click on Databases 3) Type "JSTOR" into the search box, then click on the Go button 4) Click on JSTOR (Online) 5) Then in the search box of JSTOR homepage, enter buckyball "rice university". 6) Select the first article in the results list. 7) Click on the Download PDF to accept Terms and Conditions from JSTOR. 8) Note how a page icon appears on the tool bar of the web browser. Click on the icon to download the record. 9) Inspect the record. Note the associated PDF file is downloaded too.

Activity 5: Downloading multiple items into Zotero 1) Try the same search term buckyball “rice university” with Academic Search Complete

2) On the search result page, see that yellow folder icon that appears in the Firefox tool bar. Click it. This will allow you to download multiple bibliographic records at one time. 3) You should now see a list of the articles listed on the results page. Select a few, then hit OK.

4) The bibliographic information (or "metadata") about those selected articles should now be downloaded into Zotero.

Activity 6: Check Zotero preference settings

For some databases like JSTOR and Academic Search Complete, Zotero automatically downloads the accompanying PDF.

To enable this “automatically download the associated PDF” feature, Zotero->Preferences, make sure "Automatically attach associated PDFs and other

files when saving items" is checked.

Note: This feature of “Automatically attach associated PDFs and other files when saving items” doesn’t always work. When that’s the case, you can download the file outside of Zotero. Then select the item, go to Add Attachment -> Attach Stored Copy of File...

Activity 7: Downloading information about an article from Google Scholar into Zotero 1) Go to Google Scholar website at http://scholar.google.com/ 2) Follow the instructions on Accessing Rice-provided articles in Google Scholar to link Google Scholar to the library 3) In the search box, enter buckyball "rice university" 4) On the search result page, next to Molecular Dynamics analysis of a buckyball – antibody complex, click on Full View link 5) Click on the icon to download the record. 6) If you click on ViewIt@Rice link, it will take you to the library OneSearch interface.

7) If Rice subscribes to this journal, you will be able to see the full text article. If it asks you to sign in, that means Rice doesn’t subscribe to this journal and you will not be able to view the full text article.

Activity 8: Adding existing PDFs to Zotero and retrieving metadata for PDF

Many researchers find themselves managing a massive collection of PDFs. Zotero makes it a breeze to import these PDFs. You can drag your existing PDFs into your Zotero library (i.e. the middle column of your Zotero interface) or use the “Store Copy of File” option from the Add new item menu (green plus sign).

1) Drag all the 3 PDF files in the pdf-4-practice folder to the middle column of the Zotero library. Note: When you drag the PDFs into Zotero, you are making a copy of the files and store them in the Zotero library. 2) Once the three files appear in the middle column, Zotero starts retrieving metadata work.

3) The Retrieve Metadata feature uses a Zotero web service to find item metadata. The Zotero client sends the first few pages of a PDF to the web service, which uses a variety of extraction algorithms and known metadata from CrossRef, paired with DOI

and ISBN lookups, to build a parent item for the PDF. The Zotero lookup service doesn’t require a Zotero account and doesn’t log any data about the content or results of searches. 4) If the retrieval process finds a match, you will see a green check mark in front of the PDF file. Zotero automatically download the matching reference data and attach the PDF to create an item. If no matching record found, you will see a red cross mark in front of the PDF file.

5) The PDF files will also be automatically renamed with parent metadata. 6) If you don’t have “Automatically Retrieve metadata for PDFs” checked on the general preference, you can do manual Retrieve Metadata for PDFs. Select all the 3 PDF files in the middle column. Right click on them and select “Retrieve Metadata

for PDF”.

7) Special notes to scanned PDF files When PDFs are added to Zotero library, Zotero uses tools from the Xpdf project to extract full-text content from PDFs for searching. You will see on the right column when you click on the PDF file. • Since Zotero 5.0.36, the PDF tools are bundled with Zotero and do not need to be downloaded separately as in previous versions. • When you import an image based PDF file (i.e. the PDF file has not been OCRed yet before importing to Zotero), the PDF file will be indexed.

However, Zotero still can’t search it. That means indexing an image based PDF file doesn’t help search at all. Only if the scanned imaged based PDF has been OCRed before importing to Zotero, Zotero can then index it and search it. See below image, only OCRed image showed after putting “relationship marketing” in the search box.

• Whether the PDF file has been OCRed or not will affect the Metadata Retrieval result as well. The PDF that has not been OCRed will always fail during the retrieval process.

• This indicates Xpdf works only with actual text based PDFs. Zotero won't be able to search or retrieve metadata for image based PDFs that haven’t been OCRed yet. The easiest ORC test is to check whether you can select and copy text in your PDF reader with the text selection tool. If not, it has not been ORCed yet, there is no way Zotero will be able to read it.

Activity 9: Annotating PDFs with Adobe Reader and extracting annotations with ZotFile within Zotero Zotero doesn’t have functions to annotate PDF files directly. However, you can open a PDF file with an external viewer such as Adobe Reader, annotate it, save it. The annotations saved within that PDF file can be extracted using ZotFile that is a free Zotero plugin to manage PDFs for Zotero.

1) In Chrome, go to ZotFile http://zotfile.com/ 2) Click on Download button, on the download page, click on the .xpi file. 3) Locate the downloaded .xpi file. 4) Within Zotero, go to Tools->Add-ons, under Extensions, click on the Gear icon, choose Install Add-on from File…, locate the .xpi file and install it.

5) Once ZotFile is installed, you can see the functions available on the pop-up menu when you right click over a PDF file.

Activity 10: Adding attachments to an item

1) Click on the Attachments icon (the paperclip icon in the center pane). You can attach a file by choosing either to Attach Link to File or Attach Stored Copy of File. You can also attach Link to URI.

Note: By linking to a file, you create a file path to the document stored on your computer. (If you move the file, that link will be broken.) If you choose to store a copy of the file, the entire document will be saved in your Zotero database. If you plan to back up your attachments to a server using Zotero, you should store the file. Alternatively, you can drag the file on top of the citation, which will store a copy of the file in Zotero. 2) Attach Link to URI… enable you to add a link to a web page

2. Organizing Your Zotero Library and Taking Notes

The Three Columns of the Zotero Window Interface 1) The left column contains your full library (“My Library”) and your individual collections, which are subsets of “My Library”. The file cabinet. 2) The middle column shows the items in the collection that is highlighted in the left column. The file folder. 3) The right column shows information about the item that is selected in the middle column. The individual record.

Organize Your Zotero Library into Collections

Activity 1: Creating a new collection You can create as many collections as you like to store and manage your projects. An item can be stored in multiple collections. Every item resides in My Library, which is like a master collection. To create a collection: 1. Hit the new collection icon ( ) in the left pane and enter a title, such as "Rice history." 2. You should see a folder with your title appear in the left pane; it will be highlighted. We'll be putting stuff there in a moment. 3. You can create sub-collections by right clicking on a collection and choosing "New Sub-collection" 4. Create two sub-collections under Rice history and name them “Rice Institute 1912-1960” and “Rice University 1960 –” respectively.

Activity 2: Adding items into a collection You can easily drag and drop to move items around. To move an item into a collection, select it with your mouse and drag it to the collection folder. Hold down the shift key to select multiple items. Hold the control key to pick and choose items.

1. Drag the item University builder to the Rice history collection. 2. Drag the item University builder into the Rice Institute 1912-1960 sub- collection.

Activity 3: Sorting items in a collection You can easily rearrange the order of items in your collection. Click on any heading in middle pane to sort by that category (e.g. Creator, Title, Date); to reverse the order, click again.

If you would like to add or remove a heading, click on the spreadsheet icon in upper right corner of the center pane and select the appropriate headings to add or uncheck the headings to remove.

Activity 4: Deleting items 1. To remove an Item from a collection, go to the collection, select the item and hit the Delete key, or right-click (control click on Mac) and select “Remove Item from Collection…”. This will remove the item from the collection. But the item will not show up in Trash can. You will still have the item in your library. 2. To delete an Item from library, make sure My Library is selected, select the item and hit the Delete key, or right-click and select “Move Item to Trash”. The item will be moved to your trash can, where you can restore it if you want. After you empty the trash can, you can’t restore it any more. 3. To delete a collection: Select the collection, and hit Delete key, or Right-click on the collection (control-click on Mac) and select Delete Collection… from the drop-down menu. The deleted collection will not show up in Trash can. In other words, you can’t restore it. Items within the collection will not be deleted. You will still have the items in your library. 4. To delete Collection and Items, Select the collection, Right-click on the collection (control-click on Mac) and select Delete Collection and Items… from the drop- down menu. Both the collection and Items within it will be deleted. The deleted collection will not show up in Trash can. The Item within it will show up in Trash can. You can still restore the items but can’t restore the collection.

Activity 5: Basic searching within Zotero You can search all textual information in Zotero, including bibliographic information, notes, tags and the text of HTML pages and PDF files (provided they are not image-only PDFs). To do a simple search across all of your data: 1) Click in the search box and enter a search term, such as Rice. 2) As you type, Zotero will display all items in your collection that meet the criteria. The results will appear in the center pane.

3) If you'd like to restrict your search to a particular collection, click on that folder in the left pane, then run your search. If you want to search across collections, make sure that your library is selected. 4) To return to all of the items in your collection (rather than just those that met your search criteria), click the little "x" in the search box.

Activity 6: Running an Advanced Search 1) Click on the magnifying glass icon at the top of the center pane to open the Advanced Search window.

2) In this window, you can filter items by the content of specific fields or by other properties, like item type or the collection an item belongs to. Multiple filters can be set up by clicking the plus button. 3) To save a search, click the “Save Search” button in the Advanced Search window and provide a name for the search. Saved searches can be edited or deleted by right-clicking the Saved Search and selecting “Edit Saved Search…” or “Delete Saved Search…”, respectively. 4) When you save an Advanced Search, it appears as a collection in your library (but with a Saved Search icon, , instead of the regular collection icon). Saved Searches are continuously updated. For example, if you set up a Saved Search for “Date Added” “is in the last” “7” “days”, the saved search will always show the items that have been added in the last 7 days. Another example, if you set up a Saved Search for “Rice University” in “Title”, any new items that meet the criteria will be automatically added to the saved search. Saved searches only store the search criteria, not the search results.

Tag Items with Personal Keywords

Activity 7: Adding tags

Tags are descriptive terms to an item to make it more easily searchable. Tags enable you to organize your Zotero library in another way.

1) Click on the item University builder, then click on Tags, click on Add, type in “Founding of Rice Institute”, then hit return or enter. Click on Add button again, then type in “Rice History”.

2) Click the tag “Rice History” in Tag Selector Box in the lower left corner to see all items with that tag. Click “Rice History” again to deselect the tag and go back to the default setting.

3) If you see orange color tags for an item, go to Preferences->General; if you have “Automatically tag items with keywords and subject headings” checked, you will see orange color tags downloaded from the source when the item is downloaded. If you don’t want to have this feature, uncheck the box under the tab of General in the Zotero Preferences.

Activity 8: Adding notes Notes: Right-click an item and choose “Add note” or click an item and go to the right column, click on Notes, and Add button. This allows you to attach your own text notes to items in your library. Your notes won’t appear in your bibliography.

Click on the item University builder, click on Notes, type in “might need direct quote from Edgar Odell Lovett’s 1912 address at the opening ceremonies of the Rice Institute, on page 146”.

Possible uses of Notes: • The filing number or location of a hard copy document/book. • Which part of your thesis or which project is it for? For example, chapter 3 or a conference paper. • Whether you need to follow up on this reference in some way? For example, request by inter-library loan. And an explanation of why you thought this reference could be a useful one to follow up on, for example: Cited in Smithers or Recommended by your professor. • A direct quotation which you intend to use (make sure to include the exact page number(s) for the quotation).

3. Inserting citations and generating bibliographies in Word

Installing word processor plugin adds a toolbar to Word. On Word 2007, Word 2010 and Word 2016, it's under "Add-Ins." On Word 2003, it's just another regular toolbar.

Word for Mac 2008 and 2011 users The Zotero word processor plugins don’t rely on a toolbar, but add a “Zotero” entry to the AppleScript menu.

If you have Word for Mac 2011, you can turn on the Zotero toolbar by going to View->Toolbars->Zotero Bibliographic Management.

Word for Mac 2020 users

Activity 1: Adding citations and generating bibliographies in Word

1) Open Word, type a sentence The Rice Institute was opened on September 23, 1912. 2) Then click the first button, “Zotero Add/Edit Citation”. 3) If this is the first citation you have added to the document, the Document Preferences window will open. Choose the bibliographic format you would like

to use from the list and click OK.

4) Once you have chosen a format, a red box will appear on your document. You can start typing part of a title, the last names of one or more authors, and/or a year in the dialog box. Matching items will instantly appear below the dialog box.

5) Click to select the item you want to cite, then hit Return key or Enter key on the keyboard. You should now see a properly formatted citation in your document.

6) To generate a bibliography from all the items you have referenced, click the “Zotero Add/Edit Bibliography” button.

7) The button, “Zotero Document Preferences” will open the Document Preferences window again, allowing you to change your bibliographic style on the fly. The button, “Zotero Refresh” updates your references to reflect any changes in your Zotero collection. 8) To delete a citation within text, Just select the citation then press delete or right-click/cut.

Note: The citation is already grey, but that doesn't mean it's selected. You need to actually select/highlight (i.e. in blue color) the citation before deleting. 9) In order to use Classic View to add citations • At step 4, alternatively, you can switch to Classic View by clicking on the triangle next to the big red letter Z.

• The “Add Citation” window will pop up. Sort through your collection in this window and select the item you would like to cite. You can add the specific page number in the text box at the bottom of the window, and you can select the checkbox to "suppress author." Click on the "Show Editor" button if you want to preview the citation.

10) Click Zotero Add/Edit Bibliography to generate a list of bibliography.

Activity 2: Creating a bibliography in Zotero If you just want a listing of works in a Zotero collection, you can do that by right- clicking on the selected items and choosing "Create Bibliography." To create a bibliography in Zotero,

o Select the items you want to include using shift-click (to select consecutive items) or ctrl-click (to pick and choose individual items). On a Mac, select items with Apple-click or lists of items with Shift-click. Alternatively, you can create a bibliography for an entire collection. o While the folder or items are still selected, right click and select “Create Bibliography from Selected Item…” from the popup (ctrl click on the Mac).

o Choose your desired citation style (e.g. APA, Chicago, or MLA)

. o Select the desired output format. You can save the bibliography as a rich text file (RTF), web page (HTML), or copy it to your clipboard. RTF is the best option if you would like to edit the bibliography in a Word processor, HTML if you would like to share it online. o Select where you would like to save the file (e.g., the desktop).

Alternatively, you can drag an item or a group of items from Zotero and drop it to a text editor such as email, Google Docs, Word, to generate a list of

bibliographies automatically.

6. To change the default output style, go to Preferences -> Export -> Default Output Format.

4. Using Zotero with Google Docs Starting October 2018, Zotero has been integrated to Google Docs. The same powerful functionality for Word processors is now available for Google Docs. Google Docs support is part of the Zotero Connector for Chrome and Firefox, which adds a new Zotero menu to the Google Docs interface. More details at https://www.zotero.org/support/google_docs. This is a nice new feature. However, Zotero’s integration with Google Docs may work very slow. See the discussion on Zotero forum at https://forums.zotero.org/discussion/74464/zotero-google-docs- is-very-very-slow.

Activity 1: Adding citations and generating bibliographies in Google Docs • Login to Google account. • Create a Google Docs. • Insert a citation and generate a bibliography list.

You don’t need to be in a Zotero group to insert and edit citations in a shared Google document. When working collaboratively on a document, you and your

coauthors should avoid inserting or editing citations at the same time. If you are planning a large collaborative project, it is still recommended to use a group library.

5. Syncing your Zotero library on different computers

If you're regularly using more than one computer in your research, Zotero's sync feature can keep your library up to date on all of them. Zotero can store a copy of your library on the Zotero.org server and check it for updates whenever you open your library on a different computer. All your computers must be running the same version Zotero and be configured to sync to the server. By default, Zotero will merge your local Zotero library with your library on zotero.org—any changes you make in one place will be applied to the other and on all other synced computers. If an item has changed in multiple places between syncs, you'll receive a conflict resolution dialog asking which version you'd like to keep. Zotero sync feature can be viewed as a way of backup too. Zotero syncing has two parts: data syncing and file syncing. Data (i.e. any text other than attachment files) syncing is free, has no storage limit, and can be used without file syncing.

Data syncing: 1) First, set up a Zotero.org user account at zotero.org/user/register. This is free. 2) Open Zotero preferences (via the gear menu) and select the Sync tab. Enter your Zotero user name and password.

3) Once you enter Username and Password, the Set Up Syncing button will be enabled. Click on Set Up Syncing button, you will then see the following screen.

4) Repeat this configuration on each of your computers. Any updates you make on one of your computers will be reflected on the others. This even works to synchronize your library among Windows, Mac and Linux computers. Note: By default, have the “Sync full-text content” checked. Syncing full-text content includes extracted text from PDFs, which allows you to search for files by full-text on the web or other devices. This works even if the file itself hasn’t synced.

File syncing options: • Zotero server There is no cost to save your citation information on Zotero server. However, you only get 300MB free server space to store files. Additional Zotero storage can be purchased. See Zotero storage for more pricing information. Rice has purchased an institutional file storage plan with Zotero, so you have unlimited Zotero storage to sync your attached files. This also means you can use Zotero file storage for Zotero groups.

Please Note: Zotero does not provide sufficient mechanisms to store information defined as confidential or sensitive by Rice University policy 808,

“Protection of University Data and Information”, stored in the system. Zotero should not be used to store, share, or publish personally identifiable information, or any other private information. Please refer to https://policy.rice.edu/808 for descriptions of confidential and sensitive information.

o In order to use Rice's institutional file storage with Zotero, make sure you have signed up for a Zotero account with your rice.edu email address. o If you registered with a personal email address, you can simply add your Rice email address to your Zotero account, and the unlimited storage provided by Rice will immediately be reflected in your storage settings on zotero.org. o login to your Zotero account at https://www.zotero.org/user/login/ o Settings -> Account -> Add email address o Settings -> Storage to check your storage status. • Other options o File syncing with WebDAV ▪ pCloud is one WebDAV option listed by Zotero that provides 10GB free storage. Refer to this guide for step-by-step instructions https://guides.lib.berkeley.edu/zotero/sync. o Refer to Alternative Syncing Solutions at https://www.zotero.org/support/sync for syncing your Zotero attachment files. ▪ The easiest method is to use linked files, rather than stored copies of files, and to store your attachment files in the synced folder. But you are not able to share files in groups. • The ZotFile plugin can make this simple by automatically moving attachment files to a designated folder as you import them. • You should also set up Zotero's Linked Attachment Base Directory feature so that Zotero can find your files on each computer, even if the path to the cloud storage folder differs. ▪ The online guide How to Use Zotero with Google Drive https://tomsaunders.co.nz/zotero-with-google-drive/ has step-by-step instructions on how to set up Google Drive as Zotero’s file syncing option. Note that this tutorial is also about how to sync linked files other than stored copies of files. ▪ For more details and help troubleshooting sync problems, check zotero.org/support/sync.

6. Backing up your Zotero library As with all important data, it is a good idea to back up your Zotero data frequently. To back up your Zotero library specifically,

• Click on Zotero Preferences • Click on Advanced Tab • Click on Show Data Directory button

• You will see the data directory in the new popup windo

• close Firefox and/or Zotero Standalone • copy your 'zotero' data directory to a backup location (copy the entire directory, including 'storage' and the other subdirectories), preferably on another storage device. • Restore your library by replacing the contents of your active ‘zotero’ directory with that of your backed-up ‘zotero’ directory. • See https://www.zotero.org/support/zotero_data for more information.

7. Collaborating with Zotero groups

Zotero’s Groups feature allows you to share references with other Zotero users. It is a great way to work on collaborative research work. Both Zotero’s sync feature

and group feature require you have an account set up on www.zotero.org server.

1) Log in at https://www.zotero.org/user/login. Register at Zotero website if you don’t have a Zotero account yet.

2) Create a new group by click on the New Group… button on the Zotero library interface or by going to Groups->New Group -> Create a New Group on the web interface.

3) When you type in the name for your group, if the Group URL below the group name is in red color, which means the group name is not available anymore.

4) You will come to the next page to put more information about your group including description, disciplines, etc.

5) Under Members Settings -> Send More Invitations; you can invite members by entering email addresses or Zotero usernames with a comma. 6) In the invitation email, the invited user can accept or decline the invitation by clicking an enclosed URL

7) Once you Join the group, you will see the following page.

8) Click on Library Settings, change Library Editing to Any group member and File Editing to Any group member. The default values for these two settings

are Only group admins.

9) You will have two sections in your Zotero collections column: My Library and Group Libraries. You can drag items back and forth between them at will. (If you don’t see your group libraries show up, be sure it is synced – whether automatically or manually). Any items dragged into them are separate copies and changes to the items will not be reflected in your own copy of the item

until you drag it back into My Library.

10) On the Sync page, note that for Group File syncing, you can only use Zotero storage. No other options are available.

VI. Q&A

1. How do I know my Connector for Chrome is installed and working properly? Within Chrome, go to Customize and control Google Chrome, the button next to the web address on the upper right corner, select Tools->Extensions, you will see Zotero Connector Enabled. 2. How do I import records from EndNote to Zotero including PDF attachments? The instructions on this Zotero site explains clearly how to do it step-by- step: https://www.zotero.org/support/kb/importing_records_from_endnote. 3. How to insert citations with different format such as (author, year) or by author (year)? With author-date styles, authors are often moved into the text and omitted from the following parentheses-enclosed citation, e.g.: ”…according to Smith (1776) the division of labor is crucial…”. To omit the authors from the cite, check the “Suppress Author” box (this will result in a cite like ”(1776)” instead of ”(Smith, 1776)”), and write the author's name (“Smith”) as part of the regular text in your document. Refer to https://www.zotero.org/support/word_processor_plugin_usage However, you will encounter the updating problem as described in this thread "Suppress Author in Author/Date-Style (APA)" https://forums.zotero.org/discussion/39319/suppress-author-in-authordatestyle-apa/. 4. How can I see what collections my item is in?

a. To see all the collections an item is in, select the item and then hold down the “Option” key (Mac OS X), “Control” key (Windows), or “Alt” key (Linux). This will highlight all collections in yellow color that contain the selected item. b. To include subcollections, expand all collections by clicking in the collections pane and pressing the ”+” (plus) key. 5. How to import an image item from artstor http://library.artstor.org.ezproxy.rice.edu/library/welcome.html? Note that on the search result page, the top line of the description: Click caption to view full record. 7191 results. Click image to select. Double click to enlarge. Click caption to view full record. Note that the Zotero translator doesn't work if you double-click the images and they open up in a new browser window, which is Flash Player based window. The translator will detect and import metadata from the top-most pop-up when you click on image titles/captions. 6. How do I cite in Spanish if my Zotero UI is in English? In the Info tab, language field, input es-SP for items in Spanish. See more Language Support on Zotero documentation page at https://www.zotero.org/support/supported_languages

References: Zotero : a guide for librarians, researchers and educators http://alexandria.rice.edu/uhtbin/cgisirsi/x/0/0/57/5?searchdata1=33620 68%7BCKEY%7D&user_id=WEBSERVER Zotero documentation http://www.zotero.org/support/ Zotero Research Guide http://research.library.gsu.edu/content.php?pid=24410&sid=175894 Manage Your Citations with Zotreo http://guides.lib.umich.edu/content.php?pid=220388&sid=1829822. Zotero libguide at MIT http://libguides.mit.edu/zotero Zotero with LaTex ad BibTex http://libguides.mit.edu/content.php?pid=55482&sid=406343 Zotero Bookmarklet https://guides.emich.edu/c.php?g=188045&p=1241692