You can use Zotero to insert in-text citations in Microsoft Word or Google Docs. For other Word processors, please check Zotero Word Processor Plugins.
Once you install Zotero desktop app, Zotero tab will automatically be installed in the Microsoft Word.
Open the Word file and the Zotero library. Keep Zotero library open during the whole process.
Insert in-text citations
1. Parenthetical citations (at the end of the sentence):
Two ways to find a citation: use the search bar (1) or browse in "Classic View" (2).
(1) Use the search bar: use 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. Select the citation that you need and hit Enter key.
(2) Use "Classic View": click the red Z in the search bar, then choose "Classic View" to browse your Zotero library, select or search the citation, then click OK.
(1) Use search bar to find citations: search and select the first citation, then search and select the second citation... keep searching and selecting citations, do not hit Enter key until you finish selecting all needed citations, then hit Enter key (no need for a space between citations if you are not searching the publication year, but you do need add a space if you use publication year to search for the next citation), All citations will be added in the text. If you don't like this way, you may use Classic View to add multiple citations.
(2) Use "Classic View": click the red Z in the search bar, then choose "Classic View". In the pop-up window, click "Multiple Sources..." (on the lower left corner), then hold on Ctrl key to select multiple citations, then add to the right blank box by clicking the green right pointing arrow or add one after another to the box. After adding all needed citations, click OK.
2. Narrative citations ("According to Smith (1776)"): Author (year) format
With author (year) format, 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 “Omit Author” box, which 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.
Remove in-text citations
When you have a single citation in one spot, you just delete it as regular text, then click Refresh. The in-text citations will update automatically.
When you have multiple citations in one location and want to edit them without deleting all, first select the citation (it will turn grey), then click the "Add/Edit Citation" button. In the red Zotero bar, delete the specific citation(s) and press the Enter key. If you want to remove all citations at once, you can delete them like regular text.
Add a reference list
Zotero won't automatically add the reference list at the end of your manuscript while you insert in-text citations. You can add it after you finish all the in-text citations by clicking "Add/Edit Bibliography" under Zotero tab in the Word document.
For details, please check Zotero Word Plugin.
Please check Using Zotero with Google Docs.
After you insert all your intext citations in the Word document, you can add a reference list. Click Zotero tab in the Word file, then click Add/Edit Bibliography, a reference list will be generated.
Note: check each citation to make sure the format or information is correct. If any citation information is incorrect, like wrong author name, you can update the citation in your Zotero library. If any format is incorrect, you can change the format in the unlinked citation version of the Word file. Check Unlink Citation for more detail.
Zotero can also create a formatted bibliography for any record in the library. . You can paste it anywhere.
To create a bibliography:
Step 1. & 2.
Step 3.
If you need to use a different citation style, you can make this change by clicking the “Document Preferences” icon under Zotero tab in the Word -document. Click this icon and select a new style from the menu. See the following example, from APA 7 to AMA 11.
Academic Writer Tutorial: Basics of Seventh Edition APA Style (For writers new to APA Style)
When we use Zotero in a Word document, Zotero creates some codes behind the Word document that we can't see. So if we edit some of the citations in the Word document directly, once the file is refreshed, the edit will be gone as the code behind the Word document was not changed. If there is any format you want to change, you can leave it at the end and change it in an unlinked version of the manuscript.
Unlink Zotero citations in the document will remove the field codes. This prevents any further automatic updates of the citations and bibliographies. Note that removing field codes is irreversible, and should usually only be done in a final copy of your document.
Always save a copy of the active Zotero Word file. In case you need to edit in the future. For example, for AMA style, if you add more citations, the superscript number will change. So keep a copy that can talk to Zotero, so you don't have to change the superscript number manually.
You need to save a copy before click Unlink Citation button. Once you click Unlink Citation, Zotero won't ask you to save a copy of the active Zotero file, instead will just save an unlinked version.
