Tag: Zotero

How Zotero Makes It Easy to Cite Specific Locations

Reading time: 4 minutes

Zotero makes it easy to collect and manage bibliographic data in one central location.1 The word processor plugins for Word, Writer, and Google Docs then make that data conveniently available as you’re working on your documents.2

But you often need to cite not not just a particular source but a particular place in that source. With Zotero, you supply this information when you add the source in the citation dialog.

How to Cite Page References

If you use the “classic” citation dialog, you’ll have a page number field immediately available to you once you select a reference.

But if you use the default citation dialog, you’ll specify a specific page or page range for your citation in one of two different ways.

1. Enter the page(s) in the citation dialog.

You can enter the page(s) you want to cite directly in the search box. Beside your search terms, just enter “p” (or “p.” or “pp.” or “:”) and then the page(s).3 When you press enter, Zotero will interpret what follows “p” as the page(s) you want to cite.

You can actually leave out the “p” most of the time, and Zotero will interpret the page reference properly. But when a page number is 1000 or above, Zotero tries to interpret it as a year of publication rather than as a page reference. So, at least in those cases, you’d need to add “p” to explicitly tell Zotero that what follows is a page reference.

2. Enter the page(s) in the popup menu.

Alternatively, you can enter page references in the popup menu inside the citation dialog.

Once you select a source, you can click on that source (or do Ctrl+↓) to open the citation dialog’s popup menu. That menu will then have a field where you can enter a page reference, similarly to the classic citation dialog.

How to Cite Other Locator Types

Of course, sometimes, you’ll need to cite a source by something other than page numbers. For that, you’ll need either the classic citation dialog or the default citation dialog’s popup menu.

In both places, you’ll find the default “Page” locator type is actually a drop-down menu. When you click that menu, you’ll see the various types of locators that Zotero supports.

Some common ones you might use in SBL style would be

  • Folio, for citing locations in original manuscripts;
  • Section, for citing locations in grammars; and
  • Sub verbo, for citing locations in dictionaries.

Just select the type of locator that’s appropriate to the source you’re citing, and Zotero should be able to indicate that locator type properly in your citation.

Conclusion

Zotero makes it quite easy to include references to particular pages or other locators in your citations. You can include the locators later by hand. But when you enter them via the citation dialog, the Zotero will be able to ensure that these locators are managed properly in the context of everything else you have in a given citation and any future updates you might make to it.

  1. Header image provided by Zotero via Twitter. ↩

  2. “Word Processor Plugins,” Zotero, 12 February 2021. ↩

  3. “Using the Zotero Word Plugin,” Zotero, 23 November 2022. ↩

How to Cite Individually Paginated Journal Articles with Zotero

Reading time: 6 minutes

Several good online journals that publish articles electronically only.1 And sometimes such journals paginate their articles separately from each other (i.e., each numbering their first page as “1”), rather than running the pagination continuously through a given issue (or volume).

What SBL Style Requires

A couple examples are HTS Teologiese Studies and Scriptura (at least in recent volumes). And SBL Press has clarified that their preferred way to have these kinds of articles cited is as follows

[Author name], “[Title],” [Journal] [Journal volume] ([Journal volume year]): art. [Article number in the journal volume], [“p.” or “pp.” according to whether one or multiple pages is cited] [Page number], [Full DOI URL as a live link].2

The bibliography format then makes the usual changes for a journal article and includes “pp.” with the total page range for the article. Thus, one example of an initial footnote would be

1. Ntozakhe Simon Cezula, “Waiting for the Lord: The Fulfilment of the Promise of Land in the Old Testament as a Source of Hope,” Scr.(S) 116 (2017): art. 3, p. 13, http://dx.doi.org/10.7833/116-1-1304.

Subsequent references are constructed in the same way as they would be for any other journal article. Thus, you would have

3. Cezula, “Waiting for the Lord,” 10–11.

And the corresponding bibliography entry would be

Cezula, Ntozakhe Simon. “Waiting for the Lord: The Fulfilment of the Promise of Land in the Old Testament as a Source of Hope.” Scr.(S) 116 (2017): art. 3, pp. 1–15. http://dx.doi.org/10.7833/116-1-1304.

An Open Question about What SBL Style Requires

In the process of reviewing how best to accommodate this citation pattern with software like Zotero, Denis Maier noted some inconsistency between SBL Press’s two posts on the topic.3

In particular, SBL Press’s discussion of HTS

  • gives “doi: ” rather than “https://doi.org/” and
  • omits the full page range from its sample bibliography entry for Christo Lombaard’s essay on theological education.4

I’ve posted a comment to SBL Press on their HTS post to ask for clarification about the page range omission in the bibliography. But in the meantime, there are three reasons it seems best to with the citation pattern described in the more general “Electronic Journals” post—namely, that this post

  1. Is more general than the HTS-specific post and describes a pattern of citation for sources that would include HTS and others.
  2. Appeared after the HTS-specific post (3 May 2018 versus 9 August 2016). It, therefore, represents more current guidance about the press’s style. This situation then becomes similar to the relationship that the SBL Handbook of Style blog overall has toward the SBL Handbook of Style itself.
  3. Explicitly says that “to bring SBLHS into greater conformity with CMS in the formatting of DOIs, SBL Press now prefers including the full URL (i.e., with https://), not just the DOI proper.”5

This last comment explicitly settles the DOI format issue question over against the recommendation of the HTS-specific post. This explicit relationship between the two posts on this issue suggests that it’s most likely they have the same relationship, albeit implicitly, on the issue of whether or not to include a full article page range in the bibliography entry. But that question does remain somewhat open pending the press’s further confirmation.

How to Get What SBL Style Requires

Assuming that this is a proper reading of what SBL style requires for individually paginated electronic journal articles, this citation format has some notable oddities and departures from what’s otherwise typical for journal articles.

Even so, Zotero can still produce the correct citation format if you have the current version of the SBL style (2nd ed.) installed from the repository. And once you have the style installed from there, you’ll automatically get future updates as they become available.

(If you haven’t already installed the style from the repository, click here to drop in your email. And I’ll send you the direct link to the repository’s entry for this style, along with several others you might find useful.)

When you come to correcting the Zotero record for this kind of article, the key point is to drop the number variable in the Extra field along with the article’s placement in the sequence of its issue or volume. Everything else, you’d enter as you usually would, being careful to include the DOI (or, if that’s not available, a URL) since you’re dealing with a specifically electronic source.6

So, for instance, if the article you’re citing is the third in its sequence, you’d enter into the Extra field number: 3. That variable will allow the SBL style for Zotero to trigger the proper citation format for your article.

You can also use the same process to set Zotero up to cite articles that aren’t segmented by pages. For example, articles from early issues of TC were released and are still only available as webpages.

With these articles, however, you’d obviously need to leave blank the “Pages” field in your Zotero record. But you can choose the paragraph locator type in the citation dialog to get ¶ or ¶¶ as appropriate. Thus, you might have

1. Richard D. Weis, “Biblia Hebraica Quinta and the Making of Critical Editions of the Hebrew Bible,” TC 7 (2002): art. 6, ¶45, http://jbtc.org/v07/Weis2002.html.

3. Weis, “Critical Editions,” ¶¶37–40.

And in your bibliography, you would have

Weis, Richard D. “Biblia Hebraica Quinta and the Making of Critical Editions of the Hebrew Bible.” TC 7 (2002): art. 6, n.p. http://jbtc.org/v07/Weis2002.html.

Conclusion

SBL style is reasonably complex anyway. And it involves still more variation if you’re using individually paginated articles from electronic journals. But even in this case, Zotero can handle the citation work and, by taking that of your plate, free you up to focus on writing new material.

  1. Header image provided by Pereanu Sebastian. ↩

  2. SBL Press, “Electronic Journals with Individually Paginated Articles,” weblog, SBL Handbook of Style, 3 May 2018. ↩

  3. “Update Society-of-Biblical-Literature-Fullnote-Bibliography.Csl by Dstark · Pull Request #6157 · Citation-Style-Language/Styles,” GitHub, n.d. ↩

  4. SBL Press, “HTS Teologiese Studies/Theological Studies,” weblog, SBL Handbook of Style, 9 August 2016. ↩

  5. SBL Press, “Electronic Journals.” ↩

  6. Thanks are due to Brenton Wiernik for this idea. ↩

Zotero Can Now Do Even More with Your Citations

Reading time: 9 minutes

Zotero is a free tool for managing bibliographies and citations.1 It’s now even more useful for researchers in biblical studies. That’s particularly true if you use the styles for the

Catholic Biblical Association

The style for the CBA is what you’ll see if you read a Catholic Biblical Quarterly article. Zotero has supported CBA style for some time. But per CBA’s current guidelines, the Zotero style now

  • supports custom citations specified by CBA and stored in Extra via the annote variable (e.g., annote: BDF),
  • allows series abbreviations to be stored in Extra via the collection-title-short variable (e.g., collection-title-short: NIGTC),
  • truncates page ranges per the guidance of the Chicago Manual of Style (e.g., 115-116 becomes 115-16),2
  • capitalizes English titles stored in sentence or lower case in “headline” style,
  • gives citations with a “sub verbo” locator the “s.v.” notation and those with a “section” locator the § symbol,3
  • overrides Chicago’s en dash with a hyphen when delimiting page ranges, and
  • includes a period at the end of a citation.

The style now also comes without a few bugs that it had previously. These include

  • correcting the output of a work cited with only editors as responsible parties from “, ed. [name(s)]” to “[name], ed.” or “[names], eds.”,
  • correcting the delimitation and spacing with volume-page citations (e.g., “1:105”), and
  • lowercasing “rev. ed.” and, if it appears other than at the start of a sentence, “ibid.”

Society of Biblical Literature

Like CBA, SBL style requires you to cite a number of resources by specific abbreviations.4

Abbreviation-based Citations

I’ve previously discussed how you could modify the SBL style in order to store and cite by these abbreviations. That was pretty messy.

Or you could install a customized style file where I’d already made that change. That worked, but it meant that you didn’t receive updates as quickly. It also meant that I had to keep re-producing the modified style every time an update came out. Or neither you nor I would benefit from the corrections that that update included.

Now, however, abbreviation-based citations are supported in the SBL style that’s in the Zotero repository.5

Commas before Locators

SBL style consistently calls for a comma before the abbreviation for “sub verbo” when you cite a source like BDAG.6 But other types of locators don’t get commas before them (e.g., section numbers or page numbers when you’re citing a multivolume reference work).7

Consequently, the style supplies a comma after the abbreviation when you select a “sub verbo” locator in the Zotero citation dialog. But the style otherwise omits one.

If you need a comma, you can include the comma as part of the abbreviation in the annote variable (e.g., annote: <i>ANET</i>,).8

Similarly, when citing signed dictionary articles, the style had been producing a comma before the locator. But SBL style calls for no comma to appear there, and that’s now the case.

Section Locators

In addition, for some time, citations with section locators had a space after § or §§ that shouldn’t have been there (thus, e.g., “§ 105” rather than “§105”). That’s now fixed too.

So, if you cite a grammar, you can just choose “section” as the locator type. You don’t any longer need to drop in § or §§ as the first characters in the locator field.

Just choose a “section” locator and enter the sections you’re citing. Zotero will take care of the rest.

Quotation Marks with Sub Verbo Locators

When citing lexicon entries from sources like BDAG or HALOT, SBL style wants the head word to come in quotation marks. The Zotero style will automate this behavior if you select the “sub verbo” locator type in the citation dialog box.

Support for Identifying Sources as Physical

When you have an electronic source that’s identical to its print counterpart, SBL style generally treats the citations identically.9

In such cases, you give no DOI or URL in the citation because you’re citing a print-equivalent source. But in other styles—like that for the Tyndale Bulletin—you need to include a DOI or URL for a source whenever possible.

One solution is to add or remove DOIs or URLs from your Zotero library as needed for a given style. But that’s entirely unnecessary busywork.

Even if you have a DOI or URL stored for a given record, you can get the SBL style to suppress that information. To do so, just enter dimensions: yes in Zotero in that record’s Extra field.10

That way, you’re telling Zotero to treat the source as something that has physical dimensions. So, the SBL-style citation won’t include DOI or URL information.

Updated Citation Type Support

The SBL style for Zotero now includes updates to help it provide the proper output for two further kinds of citations—conference papers and individually paginated electronic journal articles. I’ll provide a detailed how-to on each of these citation types in the coming weeks.

Conference Paper Citations

The style has had some persistent errors when it came to citing conference presentations (e.g., missing out the conference name). But these errors are now corrected. So, Zotero can produce the citation format described in the SBL Handbook of Style, 2nd ed., §6.3.8.

Individually Paginated Electronic Journal Articles

Since releasing the second edition of the SBL Handbook of Style, SBL Press has come out with some special guidance for citing journal articles that are published electronically and paginated individually (i.e., each article starts with page number 1).11 Zotero can now produce departures that this citation type requires by comparison with “normal” journal articles.

Tyndale Bulletin

According to the Tyndale Bulletin style guide,

In most respects, Tyndale Bulletin follows the conventions described in the second edition of The SBL Handbook of Style.12

And of course, Zotero has long supported SBL style. But there are also important differences between the styles in some details. Some of these differences include Tyndale Bulletin’s preferences for

  • British-style punctuation for quotations and any punctuation appearing with them13 and
  • including a work’s Digital Object Identifier (DOI) whenever one is available.14

Quotations

You could spend quite a while accommodating these requirements by hand. But if you install Zotero’s Tyndale Bulletin style, Zotero will be able to handle the type of quotation marks required and the placement of punctuation with them. Just select the Tyndale Bulletin style as the one you want to use in a given document, and you’ll be good to go.

DOIs

Once you start using the Tyndale Bulletin style, Zotero will also start including any DOIs you’ve saved for the works you’re citing.

That said, if you don’t normally ensure you save a DOI when it’s available, you’ll have to add that information to Zotero. Otherwise, Zotero won’t know to include a DOI in a given citation.

It’s not hard to add DOIs where they’re available, however. And thankfully, there are some good tools you can use to help you streamline that process as well.

Conclusion

Citing sources is important work. And no matter how good software gets, you still have to know the style you’re writing in because you’re responsible for the final product.

That responsibility never changes. But it also doesn’t mean you have to do everything by hand.

Careful use of tools like Zotero will go a long way in helping you keep your citations in order while also clearing your way so that you can focus on the substance of your research and writing.

  1. Header image provided by Zotero via Twitter. For more information or to download Zotero for yourself, see Corporation for Digital Scholarship, “Zotero: Your Personal Research Assistant,” Zotero, n.d. ↩

  2. If you specify the locator type as “section” rather than “page,” however, Chicago-style truncation doesn’t currently happen. ↩

  3. The style should be able to output § when you cite only one section and §§ when you cite multiple sections. But it currently uses § even when you cite multiple sections. ↩

  4. These comments pertain to the note-bibliography version of Zotero’s SBL style. If you use the parenthetical citation-reference list version, your needs and the behavior you observe may differ. ↩

  5. For some occasions where these abbreviations are relevant, see J. David Stark, “How to Cite Dictionaries with Zotero,” weblog, J. David Stark, 8 February 2021; J. David Stark, “How to Use Zotero to Properly Cite Grammars in SBL Style,” weblog, J. David Stark, 14 June 2021. ↩

  6. “Citing Reference Works 2: Lexica,” SBL Handbook of Style, 30 March 2017. ↩

  7. J. David Stark, “How to Use Zotero to Properly Cite Grammars in SBL Style,” weblog, J. David Stark, 14 June 2021; “Citing Text Collections 2: ANET,” weblog, SBL Handbook of Style, 1 June 2017. ↩

  8. It should be possible to further automate the inclusion or suppression of this comma (e.g., based on the number of volumes specified in a given record). But it’ll take some work to confirm exactly where this comma should appear or not beyond the cases noted here and how best to trigger that. ↩

  9. E.g., SBL Press, “Migne’s Patrologia Latina,” weblog, SBL Handbook of Style, 31 January 2017; Society of Biblical Literature, The SBL Handbook of Style, 2nd ed. (Atlanta: SBL, 2014), §6.2.25. ↩

  10. You can actually follow dimensions: with anything you like. The property just has to have some value to trigger the suppression of DOIs and URLs for SBL style. ↩

  11. SBL Press, “Electronic Journals with Individually Paginated Articles,” weblog, SBL Handbook of Style, 3 May 2018; SBL Press, “HTS Teologiese Studies/Theological Studies,” weblog, SBL Handbook of Style, 9 August 2016. ↩

  12. “Tyndale Bulletin Style Guide” (Tyndale House, 2021), §4.1. ↩

  13. “Tyndale Bulletin Style Guide,” §8.1. This preference means that commas or periods appear outside a closing single quotation mark in citations of book sections and journal articles. “Tyndale Bulletin Style Guide,” §§11.3.6–11.3.8. ↩

  14. “Tyndale Bulletin Style Guide,” §§11.1, 11.3.2, 11.3.7 ↩

How to Make Bulk Editing Items in Zotero Easy

Reading time: 6 minutes

Zotero is a fabulous tool for managing research material.1 The word processor integration makes it easy to insert citations on the fly as you write.

But the citations you insert will only be as good as the information in your Zotero library. So, if some of that’s incorrect or mis-formatted, Zotero will reflect those problems in the citations it creates.

Zotero makes it easy to correct information about any item in your library. But what happens if you need to change many items?

Fortunately, it’s quite easy to change many items all at once. So, there’s no need to make the same change to each of them individually.

1. Set up Zutilo.

To bulk edit multiple items in Zotero, you’ll need to install the latest version of the Zutilo extension.2 Once you have Zutilo installed in Zotero, go to Tools > Zutilo Preferences ….

From there, you’ll notice Zutilo can do a number of things and make several changes to your Zotero interface. To start bulk editing Zotero items, however, it might be simplest to disable all the options on the Zutilo User Interface tab except for

  • Copy item fields,
  • Paste into empty item fields, and
  • Paste into non-empty item fields.

For these items, choose to display them either in the Zotero context menu (i.e., the right- or command-click menu) or in a Zutilo-specific flyout from that menu.

Click OK, and you’ll have Zutilo ready to go.

2. Collect the items you need to edit.

Next, if you haven’t done so already, collect into one place all of the items you need to edit. You can do this by creating a saved search in Zotero based on the item metadata that you want to edit.3

For instance, if you’re using SBL style, “Grand Rapids” is a “well known” place of publication.4 Consequently, it shouldn’t be accompanied by a state name or abbreviation.

So, if you had some entries in your library with this additional information, you might create a saved search to group them all together for easy editing.

3. Use information from an existing item as a template.

For one of the items in this saved search, you’d open the context menu, and use Zutilo to copy the fields for that item.

Then, open a plain text file, and paste in the item fields that you copied. This will give you a long string of what might, at first, look like unreadable code gobbledygook. But if you look closely, especially at the beginning of what you pasted, you should notice how some of what shows up in that item’s record as you look at in Zotero appears pretty transparently in what you’ve pasted into your text editor.

In the text editor, be sure to leave

  • the opening {,
  • the line with "itemType":,
  • any other lines for fields you want to use in your bulk edit,
  • and the closing }.

But delete the other lines. In this example, I’m bulk editing only the place of publication. So, the code gobbledygook above simplifies down to just the following:

{
  "itemType": "book",
  "place": "Grand Rapids, Michigan",
}

From this point, you need to make two changes. These are to

  1. change Grand Rapids, Michigan to just Grand Rapids, which is what you want the place name to be for all the relevant items in Zotero, and
  2. delete the comma before the closing }.

Your text file will then look as follows:

{
  "itemType": "book",
  "place": "Grand Rapids"
}

4. Bulk edit the items in your saved search.

From this point, copy this content from your text file back onto your clipboard, and return to Zotero. Select all the records you want to update (i.e., all the records in your saved search), and open the context menu.

In this example, there aren’t any empty fields to fill. So, you’ll select “Paste non-empty item fields.”

It may take Zotero a few seconds to process the changes depending on how many you’re making and how many records are involved. But once Zotero finishes, you should see an empty saved search folder.

The folder will be empty because you’ve updated all the records it contained. Now, none of those records matches the search criteria. All of them now have “Grand Rapids” and not “Grand Rapids, MI” or “Grand Rapids, Michigan.”

You can then delete your saved search folder and enjoy the benefits of cleaner citations from a tidier Zotero database without the time and tedium of having needed to edit each record manually.

Conclusion

Zotero’s a wonderful tool. And the various ways of getting bibliographic data into it make entering new items into your library incredibly easy.

But there’s also no accounting for the quality of the data that you’ll initially import into Zotero from whatever sources. And as the saying goes, “garbage in, garbage out.”

Fortunately, Zutilo makes it very easy to quickly correct data in multiple Zotero records, leaving you with less work to do in managing your materials and more time to focus on your research and writing.

  1. Header image provided by NordWood Themes. ↩

  2. For this resource and the fundamentals of the process described here, see “Editing Multiple Items at Once,” Zotero Forums, n.d. ↩

  3. For information about searching and saving searches in Zotero, see Zotero, “Searching,” Zotero, 30 January 2022. ↩

  4. Society of Biblical Literature, The SBL Handbook of Style, 2nd ed. (Atlanta: SBL, 2014), §6.1.4.1. ↩

How to Extract Text from Image-only PDFs with Zotero

Reading time: 5 minutes

If you have a PDF of a book chapter or journal article, it’ll be one of two basic types.1

On the one hand, it might have real text inside it. If so, you’ll be able to select specific letters or words inside the PDF.

On the other hand, it might just be a series of page images. If this is what you have, you can click on it all you want, but all you’ll select is the whole page image.

Even when you have real text in a PDF, you’ll have various issues if you try to copy and paste from it. And you probably shouldn’t be doing a lot of that anyhow. Strings of quotations generally isn’t the most effective way to make an argument.

But having real text inside your PDF chapter or article will make that PDF searchable and easier to annotate if you intend to read it electronically, underline or highlight text, or otherwise use your PDF like electronic paper.

If your PDF doesn’t have real text inside it, however, you can use Zotero to add it through “optical character recognition” (OCR). That is, you can have Zotero

  • “look” at an image-only PDF,
  • give a best guess about what text is on the page, and
  • save that text back with the image into another, combined PDF.

The OCR may not be perfect. But it will make your PDFs more usable.

1. Get Zotero ready.

To get Zotero ready to add text to your image-only PDFs, you’ll first need to

Once you have these tools, install the Zotero OCR extension in Zotero.

After you restart Zotero,

  1. Go to Tools > Zotero OCR Preferences.
  2. For the path to your OCR engine, enter the path to tesseract.exe (e.g., C:\Program Files\Tesseract-OCR\tesseract.exe).
  3. For the path to pdftoppm, enter the path where you have Poppler’s pdftoppm.exe (e.g., C:\Users\[yourusername]\poppler-0.68.0\bin\pdftoppm.exe).
  4. Customize the other options according to your preferences, and click “OK.” If you want Zotero’s OCR text back in a PDF file, you should at least leave the “Save output as a PDF with text layer” box checked. But you may want to leave unchecked the option to overwrite the initial PDF, just in case something goes amiss with the conversion.

2. Create a PDF with real text.

At this point, Zotero is ready to

  • run OCR on any image-only PDF in your library and
  • create a new PDF that maps these page images to real text.

To do so, find an image-only PDF in Zotero, right click it, and choose to “OCR selected PDF(s).”

After you click this option, you’ll want to be patient. The process may take a while, even with a comparatively short PDF. And it can look like not much is happening.

But eventually, you should get a command line window that gives you some progress indicators as Tesseract works through your PDF.

When Tesseract finishes, you’ll see a new linked attachment in Zotero with a “.ocr.pdf” ending to the file name. You can use this file to interact with the real text that Tesseract worked out for your PDF’s page images. Zotero’s indexer and your PDF reader’s find function can do the same as well.

If you want to be able to search the new text in your PDF from Zotero, you might want to rebuild or update your Zotero index (Edit > Preferences > Search > Rebuild Index …).

3. Clean up the leftovers.

If you don’t care to keep the leftovers from the conversion process, you can clean them up at this stage. Just right-click either the new linked file attachment or the original one in your Zotero library, and choose to “Show File.”

You’ll then be shown the Zotero storage folder where your PDFs are stored. Be sure not to touch the .zotero-ft-cache or .zotero-ft-info files. But any leftover text (“.txt”) files you can delete.

And if you’re satisfied with the results of the conversion, you can also delete your original PDF from this folder and rename the “.ocr.pdf” file to omit the “.ocr” portion of its file name. It should then have the same name as your original PDF.

So, the original stored file link in Zotero (the one without the little chain icon) should work to open it. And you can delete also the Zotero link to the “.ocr.pdf” file (which you’ve now renamed).

Conclusion

Having real text in a PDF makes it possible to search that document. It also makes it easier to mark it up. Older PDFs or PDFs of older sources might not come with this real text already in them, and OCR is rarely perfect.

But you can use Zotero to add a good amount of accurate text to your image-only PDFs, which will make annotating and referencing these files that much easier.

  1. Header image provided by Zotero via Twitter. ↩

How to Increase Your Zotero Cloud Storage: 4 Ways

Reading time: 7 minutes

The Zotero “personal research assistant” comes with 300 MB of cloud storage free for attachments in each account.1 That’s a good amount, but it can go quickly, especially if you start storing larger PDFs in your Zotero library.

For instance, the Bavarian State Library has made available PDF scans of Gabriel Vasquez’s entire 4-volume Commentariorum ac disputationum in primam partem Sancti Tomæ. But if you download volume 4, the smallest, and want to store it in your Zotero library, you’ll need 372 MB of storage space.

So, what happens when you use all your Zotero cloud storage but still want to synchronize attachments between multiple computers or just back them up to the cloud?

Two options will require some new cloud storage or new configuration to your existing cloud storage. But another two will let you use the cloud storage you already have as is.

1. Subscribe to a paid Zotero storage plan.

For users who require additional cloud storage, Zotero offers three paid plans, ranging from 2 GB for $20 per year to unlimited for $120 per year.2 Zotero also offers special storage plans for laboratory and institution-wide deployments.3

This option is the most straightforward. It makes it easier for you to access your stored attachments via mobile applications the Zotero app that’s in beta for iOS.4 The downside is that this solution requires paying for an additional cloud storage service.

2. Use your own WebDAV service.

In addition to synchronizing attachment files to Zotero storage, Zotero also supports the WebDAV protocol.5 WebDAV stands for “Web Distributed Authoring and Versioning” and is

an extension to Hypertext Transfer Protocol (HTTP) that defines how basic file functions such as copy, move, delete, and create are performed by using HTTP.6

If you want to explore this route you can explore setting up your own self-hosted WebDAV service. Or you can look into the Zotero documentation’s list of providers whose WebDAV service is known to work with Zotero.7

Each provider makes available 2–15 GB of free storage. But some also have lower limitations for individual attachment file sizes. In addition, as you’ll see from the notes on several services, you might encounter bugs, problems, or important limitations in trying to use these ready-made WebDAV options.

So, synchronizing attachments via an alternative WebDAV service may be more economical than doing so via Zotero storage. But it will still require some special configuration and perhaps also mean you’ll need to use additional cloud storage service.

A Sidebar on What to Sync and What Not to Sync in Generic Cloud Storage

There are, however, two ways you can use Zotero to store attachments in cloud storage that you already have. When doing so, it’s important to note that you should not allow a generic cloud storage service like Dropbox, Google Drive, or OneDrive to touch your Zotero database.

If you try to sync your Zotero database with a cloud service, you’re setting yourself up for any number of headaches and may well lose data or corrupt your database file.8 (I’ve made this mistake before. It’s not pretty.)

So, when you sync your Zotero database, you should always use your Zotero account and Zotero’s servers. There’s no downside to this as there’s no limit to how many records you can have in your Zotero database. The only thing that counts against a storage limit are files you might want to attach to those records (e.g., PDFs, webpage snapshots).

3. Move your Zotero storage folder.

By default, Zotero stores attachment files in its storage folder. To find your storage folder, with Zotero open, go to Edit > Advanced > Files and Folders. From the “Files and Folders” tab of the Zotero Preferences dialog box, you can change the directory where Zotero saves all its files, including its main database.

Don’t do this. All you want here is the location of your Zotero profile folder. Once you’ve found this, you can change the storage folder’s location by using a “symbolic link” (or “symlink”).

A symlink isn’t the same as a “shortcut.” A shortcut simply bounces you from one location to another in your file system.

Instead, a symlink allows access to a file or folder via two different paths. So, it’s a bit like using two different email addresses to get messages into the same inbox.

For instance, if you’re on Windows, you can use a symlink to change the location of your Zotero storage directory by taking the following steps:

a. Open your Zotero directory.

By default in Windows 10, Zotero saves all its files under C:\Users\{username}\Zotero. Before proceeding to the other steps, you may want to back up this directory to a safe place, just in case something goes amiss.

b. Move the “storage” folder.

Inside the Zotero directory, you should find a folder named “storage.” Make sure Zotero is closed, and move this folder to the cloud storage folder of your choice. You can also rename the folder if you’d like for ease of reference.

So, for instance, I’ve created a directory D:\OneDrive\Research\Zotero. This directory contains all the sub-folders and files Zotero looks for in “storage.”

c. Create the symlink to your new Zotero storage location.

To create the symbolic link:

  1. Open the Windows menu.
  2. Search for “cmd” or “Command Prompt.”
  3. Right-click this program, and choose “Run as administrator.”
  4. If you are asked whether you want to allow this app to make changes to your device, choose “Yes.”
  5. Enter cd C:\Users\{username}\Zotero. You’ll need to replace {username} with your username as it appears in the file path under step (a) above.
  6. Type mklink /d "storage" {file path where you moved the Zotero "storage" folder}. You’ll need to replace {file path where you moved the Zotero "storage" folder} with the actual file path. This would be D:\OneDrive\Research\Zotero in my example above.
  7. Press Enter.

You should now be able to go back to C:\Users\{username}\Zotero (or wherever your main Zotero folder is) and find there a symbolic link named “storage.” If you click this link, it should open your Zotero storage folder.

The folder will be located in the cloud storage folder where you’ve moved it. But Zotero will be able to access the folder’s contents in the location it expects for the storage folder.

Next, reopen Zotero, and test opening a few attachments. If they open properly, everything went well. If the attachments don’t open, delete the “storage” symbolic link, and try creating it again via the steps indicated here.

Instead of moving Zotero’s storage folder, you can simply create a folder in a cloud storage service of your choice and have Zotero link to files found there.

To do so,

  1. Create the new folder where you want to store Zotero attachments.
  2. Open Zotero, and go to Edit > Preferences > Advanced > Files and Folders.
  3. In the section for Linked Attachment Base Directory, choose the directory you created in your cloud storage folder for housing your attachments. On other computers, you’ll then just need to find the equivalent directory once, tell Zotero where it is, and Zotero will be able to use this base directory without missing a beat.
  4. Click OK.

You’ll then just store in this directory any file you want to link to in Zotero. And to make things still a bit easier, you might consider installing the Zotfile extension.

Among other things, Zotfile can make it easier to rename attachments as you save them in your chosen directory or even to move files stored in Zotero’s storage folder into a different attachment directory.

Storing with or without Stores

Whether you use a paid or free option, these steps should give you some additional options to manage your Zotero storage. And as you continue using Zotero, you’re likely to find that this extra space proves extremely helpful for saving your research and avoiding the need to re-search for what you’ve previously found.9

  1. Zotero, “Zotero Storage,” n.d. Header image provided by Oscar Chevillard. ↩

  2. Zotero, “Storage.” ↩

  3. Zotero, “Zotero Lab and Zotero Institution,” n.d. ↩

  4. Zotero, “‎Zotero,” App Store, n.d. ↩

  5. Zotero, “Sync,” 20 January 2022. ↩

  6. Microsoft, “WebDAV,” 19 August 2020. ↩

  7. Zotero, “List of WebDAV Services,” 14 October 2020. ↩

  8. Zotero, “Sync.” ↩

  9. Zotero, “Winning Tagline: Research, Not Re-Search,” weblog, Zotero Blog, 26 November 2007. ↩