Proofreading and Editing
After you save references to Zotero, you should proofread the imported information in the references, as your references are only as good as the information stored in Zotero.
To do this, select a reference and view the details in the panel to the right. (Double-click on the reference if you do not see the panel.)
All information about the reference (title, author, year, etc.) is saved in individual fields. There, you can check if any information is missing, and edit the relevant field.
The image below shows an example for a book:
The necessary information for the reference depends on the citation style you wish to use and the type of source (book, article, website, etc.). For example, some styles (like Vancouver) require page numbers and place of publication for books, while others do not display this information (like APA 7th).
We recommend using style examples for various source types, which can be found online. In addition to templates and examples of how a specific type of source should look in a given style, you will find suggestions for filling in the fields in Zotero.
Collections and Groups
You will get a better overview of your references if you sort them into collections and sub-collections.
Your collections in Zotero are located in the left-hand panel. Create a new collection by clicking on the folder symbol at the top of the panel (New Collection...). Then choose a name for the collection and where the collection should be located in the library (e.g., as a sub-collection in an existing collection).
As a shortcut you can also right-click in the collection panel to create a new collection or sub-collection.
If you wish to create a collection that you can share with others, you can create a group on Zotero.org. This requires a Zotero account and a synced library.
Duplicate control
Duplicates in Zotero are references that are either exactly or nearly alike. These occur if you copy or duplicate references within your library, import a file of references multiple times, or transfer the same reference from different databases.
Duplicates make the library cluttered and can lead to issues when you use various versions of the reference in a text. Therefore, it is wise to remove them regularly.
In Zotero, you will find an overview of duplicates in the collection panel on the left under Duplicate Items. You can merge these into a single reference:
- Select the reference you wish to merge
- Compare the versions in the right-hand margin and choose the one you want to keep
- Click on Merge items
Attachments
Each reference in Zotero can have multiple attachments. Typically, attachments such as full-text PDFs or snapshots of websites are automatically added when you save a reference to Zotero using the Connector.
Clicking the arrow to the left of a reference in Zotero will give you an overview of all attachments. By selecting a reference, you will find the attachments in the right-hand panel under Attachments (paperclip).
You can manually add attachments by clicking the + symbol under attachments in the right panel, or by right-clicking directly on the reference and selecting Add Attachment....
Tags
You can assign tags, also known as subject headings, to a reference in order to categorise references of the same theme or type.
Creating and Deleting Tags
Tags can be added by saving a reference with the Connector, or later in Zotero.
Select a reference in Zotero and go to the Tags section to see existing tags. Use + symbol to add a tag, or - symbol to delete a tag from the reference.
Below the collection panel on the left, you will find an overview of all tags in the library. Click on a tag to display all references with the selected tag. Click on the tag again to deselect it.
Colour-coding Tags
To make tags and their associated references more visible, you can assign a colour to up to 9 subject headings. A colour dot will then appear for these in the overview of tags and next to the tagged references.
Automatic Import of Tags
If you have already saved references to Zotero, you may see many different tags, many of which have only a single associated reference. These tags are automatically imported and often correspond to the subject headings in the database from which you retrieved the reference.
In most cases, these automatically imported tags will make the library less manageable. Therefore, it is useful to turn off automatic import of tags:
In the main menu of Zotero, go to Edit > Preferences > General and remove the checkmark from Automatically add tags... under Miscellaneous.
NB: References imported via RIS files will still have associated tags.
Notes
You can create standalone notes in Zotero or attach a note to a reference. This can be useful if you want quick access to your reflections or highlighted excerpts from the source.
Add a note to the library by clicking the note symbol (New Note) in Zotero's toolbar above the reference overview.
Alternatively, you can right-click on a specific reference and choose Add Note or click on the + symbol in the Notes section in the right panel.