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Master Citation Management Once and For All

Stop wasting hours on citations. Learn the tools, techniques, and best practices that experienced researchers use to manage references effortlessly.

Stop Wasting Time on Citations

Most researchers spend hours every week hunting for papers they’ve already read. This guide shows you how to build a system that makes citations effortless.

Start Here: Quick Setup

Pick one tool and set it up properly in 30 minutes:

  1. Choose your tool (see comparison below)
  2. Install the browser extension - save papers with one click
  3. Add the Word plugin - insert citations while writing
  4. Create 3 folders: Current Projects, By Topic, Archive
  5. Turn on auto-sync - never lose anything

That’s it. Everything else can wait.

Why This Matters

Without a system:

  • You waste 2-3 hours per week looking for sources
  • You scramble for citation details at deadline time
  • You accidentally plagiarize by losing track of sources
  • You create inconsistent bibliographies that look unprofessional

With a system:

  • Find any paper in your library in seconds
  • Insert perfectly formatted citations while writing
  • Never lose a source or citation detail
  • Collaborate easily with shared libraries

Bottom line: Good citation management saves significant time per year.

Which Tool Should You Use?

Most people should use Zotero. It’s free, reliable, and works well.

Quick Comparison

Zotero (Free)

  • ✅ Completely free
  • ✅ Works with everything
  • ✅ Great for collaboration
  • ✅ Easy to learn
  • ❌ Interface looks dated

Mendeley (Free with limits)

  • ✅ Nice-looking interface
  • ✅ Good mobile app
  • ✅ PDF annotation
  • ❌ Limited free storage (2GB)
  • ❌ Owned by Elsevier (publisher)

EndNote (Paid)

  • ✅ Very powerful
  • ✅ Great support
  • ✅ University standard
  • ❌ Expensive (high cost)
  • ❌ Hard to learn

Simple Decision Guide

Use Zotero if:

  • You’re on a budget (most students)
  • You work with others
  • You want something reliable

Use Mendeley if:

  • You love clean interfaces
  • You read lots of PDFs
  • You don’t mind storage limits

Use EndNote if:

  • Your university provides it free
  • You have complex citation needs
  • Money isn’t an issue

Still unsure? Start with Zotero. You can always switch later.

Do They Work on Your Devices?

All tools work on:

  • Windows and Mac computers
  • Microsoft Word
  • Most web browsers

Google Docs support:

  • ✅ Zotero
  • ✅ Mendeley
  • ❌ EndNote

Mobile apps:

  • Best: Mendeley (full app)
  • Good: Zotero (basic app)
  • Limited: EndNote

Set Up Your System (30 Minutes)

Step 1: Install Everything (10 minutes)

  1. Download the main app from the official website
  2. Install browser extension (Chrome/Firefox/Safari)
  3. Add Word plugin (usually installs automatically)
  4. Create account and sign in
  5. Turn on sync so your library backs up automatically

Step 2: Create Basic Organization (10 minutes)

Make these folders:

  • Current Projects
  • Research Topics
  • Archive

That’s enough for now. You can add more folders later.

Step 3: Test It Works (10 minutes)

  1. Find a paper online (try Google Scholar)
  2. Click the browser extension to save it
  3. Open Word and insert a test citation
  4. Create a bibliography to make sure everything works

If any step fails, check the troubleshooting section below.

How to Organize Your Library

Start simple, add complexity later.

Option 1: By Project (Best for most people)

  • Thesis Chapter 1
  • Thesis Chapter 2
  • Conference Paper 2024
  • Course: Research Methods
  • Random Papers

Option 2: By Topic

  • Social Media Research
  • Mental Health
  • Research Methods
  • Statistics
  • Background Reading

Option 3: Hybrid (For large libraries)

  • Active Projects (what you’re working on now)
  • Research Areas (by topic)
  • Archive (completed work)

Pro tip: You can always reorganize later. Start with whatever makes sense for your current work.

Simple Tagging System

Don’t overthink tags. Start with these basics:

Reading status:

  • to-read
  • reading
  • done

Paper type:

  • review (literature reviews)
  • study (original research)
  • theory

Quality:

  • key-paper (very important)
  • background (supporting)

Add more tags as you need them. It’s better to under-tag than over-tag.

File Naming Made Simple

Let your citation manager handle file names automatically. Most tools do this well.

If you must rename files manually:

  • Use: AuthorYear_Title
  • Example: Smith2023_SocialMediaEffects

Keep it simple and consistent.

Keep Your Library Clean

Quick quality check for new papers: □ Has PDF attached □ Put in right folder □ Add basic tags □ Check author and title are correct

Do this once a week, not for every paper.

Backup Your Work

Turn on automatic sync - this is your main backup.

Once a month:

  • Export your whole library
  • Save the file somewhere safe (Google Drive, Dropbox, etc.)

That’s enough backup for most people.

Daily Workflows That Actually Work

Finding and Saving Papers

When you find a paper online:

  1. Click your browser extension (one click saves everything)
  2. Check if PDF downloaded automatically
  3. Put in right folder (takes 5 seconds)
  4. Move on - don’t overthink it

When searching databases:

  • Save papers as you find them
  • Don’t try to organize while searching
  • Clean up your library once a week

Reading and Note-Taking

While reading:

  • Highlight important parts in the PDF
  • Add notes in the citation manager
  • Use simple language in your notes
  • Don’t try to be perfect

After reading:

  • Add one-sentence summary
  • Tag with 2-3 keywords
  • Mark as “read”
  • Note how it connects to your work

Writing with Citations

Before you start writing:

  1. Create a project folder for your paper
  2. Gather all relevant sources in that folder
  3. Skim your notes to refresh your memory

While writing:

  1. Insert citations as you write - don’t wait
  2. Don’t worry about formatting yet
  3. Focus on your argument, not citation style

When you’re done:

  1. Generate bibliography automatically
  2. Check all citations are included
  3. Fix any formatting issues

Working with Others

Setting up a shared library:

  1. Create a group in your citation manager
  2. Invite your collaborators
  3. Agree on organization rules (folder names, tags)
  4. Pick one person to manage the final bibliography

Keep it simple:

  • Use clear folder names everyone understands
  • Don’t over-organize the shared library
  • Communicate about major changes
  • Clean up duplicates regularly

Automation Tips

Set these up once:

  • Browser extension on all your devices
  • Automatic PDF download when you save papers
  • Auto-sync so your library stays updated
  • Duplicate detection to catch repeat papers

Keep Things Organized

Once a week (5 minutes):

  • Clean up new papers you’ve added
  • Remove duplicates
  • Put papers in proper folders

Before submitting work:

  • Check all citations appear in bibliography
  • Verify citation format is correct
  • Make sure all links work
  • Double-check author names and dates

Citation Styles Made Simple

Don’t memorize citation styles. Your citation manager handles formatting automatically.

Common Styles by Field

APA (Psychology, Education, Social Sciences)

  • In text: (Smith, 2023)
  • Bibliography: Smith, J. (2023). Title of work. Publisher.

MLA (Literature, English, Humanities)

  • In text: (Smith 15)
  • Bibliography: Smith, John. Title of Work. Publisher, 2023.

Chicago (History, Arts)

  • Footnote: ¹John Smith, Title of Work (Publisher, 2023), 15.
  • Bibliography: Smith, John. Title of Work. Publisher, 2023.

IEEE (Engineering, Computer Science)

  • In text: [1]
  • Bibliography: [1] J. Smith, “Title,” Journal, vol. 1, pp. 1-10, 2023.

Vancouver (Medicine, Life Sciences)

  • In text: (1)
  • Bibliography: 1. Smith J. Title. Journal. 2023;1:1-10.

Which Style Should You Use?

Check your requirements first:

  • What does your professor want?
  • What does the journal require?
  • What does your university thesis guide say?

If no style is specified:

  • Use whatever’s common in your field
  • Ask your advisor
  • Pick one and stick with it

Don’t Worry About Style Details

Your citation manager handles the details. Just pick the right style and let the software do the work.

If the formatting looks wrong:

  1. Make sure you selected the right style
  2. Check that all information is filled in correctly
  3. Update your citation style files
  4. Manually fix any remaining issues

Switching Between Styles

Your citation manager can switch styles instantly. This is one of the biggest benefits.

If you need a specific journal style:

  • Look for it in your citation manager’s style library
  • Download it from the journal website
  • Ask a librarian for help finding it

Style Resources

When you need help:

  • Purdue OWL (owl.purdue.edu) - explains all major styles
  • Your university library - often has citation guides
  • Official style websites - APA, MLA, Chicago, etc.
  • Your citation manager’s help docs

Advanced Tips (Once You’re Comfortable)

Better Searching

Use quotes for exact phrases:

  • “social media” finds that exact phrase
  • social media finds papers with both words anywhere

Combine terms:

  • depression AND teenagers
  • anxiety OR stress
  • students NOT adults

Search specific fields:

  • author:“Smith”
  • title:“social media”
  • year:2020-2023

Save useful searches so you can run them again later.

Better Note-Taking

Create simple templates for different paper types:

For research studies:

  • What did they study?
  • How did they study it?
  • What did they find?
  • How does this help my work?

For literature reviews:

  • What themes do they identify?
  • What gaps do they find?
  • What do they recommend?

For theory papers:

  • What’s their main argument?
  • What evidence do they provide?
  • How does this apply to my research?

Connect with Other Tools

Popular integrations:

  • Obsidian - for networked note-taking
  • Notion - for project management
  • Google Docs - for collaborative writing
  • LaTeX - for technical papers

Research discovery tools:

  • Connected Papers - visualize paper relationships
  • Research Rabbit - get paper recommendations
  • Semantic Scholar - AI-powered search

Most integrations require some setup. Start simple and add complexity as needed.

Batch Operations

Useful for large libraries:

  • Select multiple papers and add the same tag
  • Move groups of papers to different folders
  • Export specific collections
  • Delete duplicates in bulk

Automation ideas:

  • Set up email alerts for new papers in your field
  • Automatically backup your library monthly
  • Use RSS feeds to monitor key journals

Start with manual processes, automate only when you feel the need.

Collaboration Advanced Features

Group library management:

  • Set different permission levels
  • Create sub-groups for projects
  • Establish naming conventions
  • Regular cleanup schedules

Shared annotation systems:

  • Color-code by team member
  • Use consistent tagging
  • Share reading assignments
  • Collaborative note-taking

Version control strategies:

  • Designate library administrators
  • Regular sync checkpoints
  • Conflict resolution protocols
  • Backup before major changes

Custom Fields and Metadata

Additional fields:

  • Reading status
  • Quality rating
  • Research relevance
  • Methodology type
  • Geographic focus

Custom tags hierarchy:

 1
 2
 3
 4
 5
 6
 7
 8
 9
10
11
12
13
14

Methodology
├── Quantitative
├── Qualitative
└── Mixed Methods

Population
├── Children
├── Adolescents
└── Adults

Status
├── To Read
├── Reading
└── Complete

Troubleshooting and Maintenance

Common issues and solutions:

Duplicate entries:

  • Regular duplicate detection
  • Merge similar entries
  • Improve import practices
  • Use unique identifiers

Missing PDFs:

  • Automated PDF retrieval
  • Library access integration
  • Alternative source checking
  • Request through interlibrary loan

Sync problems:

  • Check internet connection
  • Clear cache and restart
  • Verify account settings
  • Contact support if persistent

Formatting issues:

  • Update citation styles
  • Check style requirements
  • Manually review output
  • Test with sample documents

Performance Optimization

Large library management:

  • Regular database optimization
  • Archive old projects
  • Use local vs. cloud storage strategically
  • Optimize sync settings

Speed improvements:

  • Limit auto-sync frequency
  • Use faster search methods
  • Organize with folders vs. tags
  • Regular maintenance schedule

Backup and Recovery Strategies

Comprehensive backup plan:

  • Multiple backup locations
  • Regular backup schedule
  • Test restoration procedures
  • Document backup process

Backup components:

  • Citation database
  • PDF files
  • Notes and annotations
  • Custom settings
  • Group libraries

Recovery procedures:

  • Know how to restore from backup
  • Practice recovery process
  • Maintain backup documentation
  • Have contingency plans

Quick Fixes for Common Problems

“My Citation Manager Won’t Sync”

Try these in order:

  1. Check your internet connection
  2. Log out and log back in
  3. Restart the app completely
  4. Check if you’re out of storage space
  5. Contact support if it still doesn’t work

“Word Plugin Isn’t Working”

Try these in order:

  1. Check if the plugin is turned on in Word
  2. Restart Word completely
  3. Update both Word and your citation manager
  4. Reinstall the plugin
  5. Try inserting citations manually

“PDFs Won’t Save or Open”

Try these in order:

  1. Check if you have enough storage space
  2. Re-download the PDF from the original source
  3. Try saving a different PDF to test
  4. Update your PDF reader
  5. Contact support if the problem continues

“I Have Too Many Duplicate Papers”

To fix it:

  1. Use your citation manager’s duplicate detection tool
  2. Compare duplicates carefully before merging
  3. Keep the most complete record
  4. Delete the extras

To prevent it:

  • Turn on automatic duplicate detection
  • Check for duplicates when importing batches
  • Clean up weekly

“I Can’t Find Papers I Know I Saved”

Try searching for:

  • Author’s last name
  • Key words from the title
  • The journal name
  • Tags you might have added

If you still can’t find it:

  • Check your “Recently Added” folder
  • Look in all your folders
  • Try broader search terms

“My Library Is Too Messy”

Start fresh:

  1. Create 3-5 new, clear folder names
  2. Move papers into these folders in small batches
  3. Archive old projects you’re not working on
  4. Set up a weekly cleanup routine

“My Citations Look Wrong”

Check these:

  1. Is the right citation style selected?
  2. Are all the required fields filled in (author, title, year, etc.)?
  3. Does your professor/journal have special requirements?
  4. Do you need to update your citation styles?

If it’s still wrong, fix it manually.

“My Bibliography Is Missing Sources”

Try these:

  1. Refresh/update your bibliography
  2. Check that all in-text citations are properly inserted
  3. Look for any temporary citations you forgot to convert
  4. If all else fails, rebuild the bibliography from scratch

“Shared Library Not Working”

Try these:

  1. Check that everyone has the right permissions
  2. Make sure all team members have accounts
  3. Test by adding one simple paper
  4. Try manual sync if your tool has it
  5. Contact your citation manager’s support

“Team Members Using Different Citation Styles”

Fix this early:

  1. Agree on one citation style at the start
  2. Have one person handle final formatting
  3. Use the same style file if possible
  4. Check each other’s work regularly

“I Lost All My Citations”

Don’t panic. Try these:

  1. Check if your citation manager has automatic backups
  2. Look for sync on other devices (phone, laptop, etc.)
  3. Search your computer for database files
  4. Contact support - they might be able to recover your account
  5. Look for any manual backups you might have made

To prevent this:

  • Turn on automatic sync
  • Export your library monthly
  • Use cloud storage for important PDFs

“I Want to Switch Citation Managers”

Basic process:

  1. Export your library from the old tool
  2. Import into the new tool
  3. Check that everything transferred correctly
  4. Reorganize folders and tags
  5. Test inserting citations
  6. Only delete the old system when you’re sure

Common issues:

  • Some information might not transfer perfectly
  • PDFs might not come along
  • You’ll need to rebuild your organization
  • Some citations might need manual fixing

Plan extra time for switching - it’s never as smooth as you hope.

“My Citation Manager Is Slow”

Try these:

  1. Close other programs
  2. Archive old projects you’re not using
  3. Move large PDFs to cloud storage
  4. Reduce how often it syncs
  5. Restart your computer

If it’s still slow, you might need:

  • More RAM in your computer
  • A faster internet connection
  • To split your library into smaller parts

Where to Get Help

Try these first:

  • YouTube tutorials for your citation manager
  • Your university library’s guides
  • User forums (Reddit, Facebook groups)
  • The help documentation

Contact support when:

  • You’ve tried the basic fixes
  • You lost important data
  • You can’t access your account
  • You have billing problems

Before contacting support:

  • Write down exactly what’s wrong
  • Note any error messages word-for-word
  • Try the basic troubleshooting steps
  • Have your account information ready

Backup Your Work (Don’t Skip This)

Why Backup Matters

Bad things happen:

  • Computers crash
  • Files get accidentally deleted
  • Software breaks
  • Services shut down
  • You spill coffee on your laptop

Without backup: Years of research disappear forever.

With backup: You’re back to work in an hour.

Simple Backup Strategy

Follow the 3-2-1 rule:

  • 3 copies of your library (original + 2 backups)
  • 2 different places (computer + cloud)
  • 1 copy offsite (different building/city)

Set Up Automatic Backup

Primary backup (do this now):

  • Turn on sync in your citation manager
  • Check it’s working on multiple devices
  • Monitor storage limits

Secondary backup (do this monthly):

  • Export your entire library
  • Save the file to Google Drive, Dropbox, or external drive
  • Include notes and PDFs if possible

That’s enough backup for most people.

What Needs Backup

Essential:

  • Your citation database (the main thing)
  • PDF files
  • Notes you’ve written
  • Folder organization

Nice to have:

  • Custom citation styles
  • Collaboration settings
  • Search preferences

Backup Schedule

Every day:

  • Automatic sync (set this up once)

Every week:

  • Check that sync is working

Every month:

  • Export your library
  • Save the file somewhere safe
  • Test that you can open the backup file

That’s it. Don’t overcomplicate it.

Easy Backup Options

Built into citation managers:

  • Zotero: Syncs automatically to their servers
  • Mendeley: Built-in cloud storage
  • EndNote: Has sync option

For extra backup:

  • Google Drive or Dropbox (for exported files)
  • External hard drive
  • Your university’s cloud storage
  • Your computer’s built-in backup (Time Machine, File History)

Test Your Backup

Once a month:

  1. Download your backup file
  2. Try to open it
  3. Check that your papers and notes are there
  4. Make sure PDFs still work

Once a year:

  • Pretend you lost everything
  • Try to restore from backup only
  • Note how long it takes
  • Fix any problems you find

How to Recover from Disaster

If you lose some data:

  1. Stop using the citation manager immediately
  2. Check your automatic sync
  3. Restore just the missing parts if possible
  4. Double-check everything looks right

If you lose everything:

  1. Install a fresh copy of your citation manager
  2. Import your most recent backup
  3. Check that everything is there
  4. Reorganize if needed
  5. Set up sync on all your devices again

Keep Your Options Open

Export in standard formats:

  • RIS (works with most citation managers)
  • BibTeX (if you use LaTeX)
  • CSV (basic data only)

Why this matters:

  • You can switch citation managers later
  • You can share with people using different tools
  • Your data isn’t locked into one system

University Considerations

If your university provides citation management:

  • Ask about their backup policies
  • Find out what happens when you graduate
  • Understand how to access your data
  • Plan for when you leave

For group projects:

  • Decide who’s responsible for backup
  • Make sure everyone has individual copies
  • Plan what happens if the group dissolves

Emergency Plan

Write down:

  • Where your backups are stored
  • Your login information
  • How to restore from backup
  • Who to contact for help

Keep a USB drive with:

  • Citation manager installer
  • Recent backup file
  • This recovery information

Update this information when things change.

Copyright:

  • Only backup PDFs you legally have access to
  • Check your university’s rules about PDF storage
  • Don’t share copyrighted PDFs inappropriately

Security:

  • Use strong passwords
  • Pick secure cloud services
  • Don’t share login information
  • Follow your university’s data policies

Automation

For advanced users:

  • Set up automatic monthly exports
  • Use your computer’s built-in backup for PDF files
  • Connect with your university’s backup services
  • Set up alerts if backups fail

Start simple, automate later.

Switching Citation Managers

Before You Switch

Do this first:

  • Backup everything completely
  • Clean up duplicates and old papers
  • Try the new system with a few test papers
  • Plan for some things to go wrong

Common reasons people switch:

  • Current tool costs too much
  • Need better collaboration features
  • University requirements changed
  • Current tool isn’t being maintained
  • Want better integration with other tools

How to Switch

Step 1: Clean up your current library

  1. Remove duplicates
  2. Delete papers you don’t need
  3. Make sure important papers have all details filled in
  4. Organize into clear folders

Step 2: Export everything

  1. Export in RIS format (works with most tools)
  2. Include notes if possible
  3. Save to an easy-to-find location
  4. Check the export file isn’t empty

Step 3: Import to new tool

  1. Set up the new citation manager
  2. Import your exported file
  3. Check that everything came through
  4. Fix any obvious problems
  5. Recreate your folder structure

Common Switches

Mendeley to Zotero:

  1. Export as RIS from Mendeley
  2. Import RIS into Zotero
  3. Recreate your folders
  4. You’ll probably need to re-download PDFs
  5. Transfer important notes manually

EndNote to Zotero:

  1. Export as RIS from EndNote
  2. Import RIS into Zotero
  3. Check that all fields transferred correctly
  4. Recreate your organization system
  5. Test that citations work in Word

Any tool to any tool:

  • Use RIS format for best compatibility
  • Plan to manually fix some things
  • Test thoroughly before deleting the old system

What Usually Goes Wrong

Fields don’t map perfectly:

  • Some information might be in wrong places
  • Custom fields often get lost
  • Dates might format differently

PDFs don’t transfer:

  • Files often don’t come along
  • You might need to re-download them
  • Check copyright restrictions

Notes and highlights disappear:

  • Annotations often don’t transfer
  • Notes might lose formatting
  • Plan to manually copy important notes

Bottom line: Switching is always messier than you expect. Plan extra time.

Test Everything

Check these things: □ Same number of papers as before □ Random papers have all their information □ Folders are recreated □ Important notes transferred □ PDFs open correctly □ Citations work in Word □ Bibliography formats correctly

Test your workflow:

  1. Create a test document
  2. Insert a few different types of citations
  3. Generate a bibliography
  4. Make sure everything looks right
  5. Only then delete your old system

Migration Strategy

Gradual approach:

  • Keep both systems for a while
  • Start new projects in the new system
  • Transfer old projects as needed
  • Less risky but more work

All-at-once approach:

  • Transfer everything immediately
  • Switch completely to new system
  • Faster but riskier
  • Better if you have good backups

Choose based on your risk tolerance and how much time you have.

After You Switch

Set up the new system properly:

  1. Turn on sync
  2. Install browser extensions
  3. Set up Word plugin
  4. Customize the interface how you like it
  5. Set up backup routine

If you work with others:

  1. Tell them about the switch
  2. Help them learn the new system
  3. Create simple guides
  4. Plan for some confusion during transition

Avoid Switching Again

Pick tools that will last:

  • Choose established, well-funded tools
  • Make sure you can export your data easily
  • Check that you own your data
  • Avoid tools with proprietary formats

Keep your options open:

  • Export your library regularly
  • Document how you organize things
  • Use standard citation formats
  • Don’t get too locked into one system

Emergency Switching

If you must switch immediately:

  1. Export everything right now in multiple formats
  2. Focus on getting current projects working
  3. Don’t worry about perfect organization
  4. Plan to clean up later
  5. Tell collaborators what’s happening

In a crisis:

  • Get basic functionality working first
  • Accept that things will be messy temporarily
  • Focus on your most important work
  • Clean up systematically later
  • Learn from what went wrong

Get Help with Switching

Free resources:

  • Official migration guides from software companies
  • YouTube tutorials
  • University library help
  • User forums and communities

Paid help:

  • Professional library consultation
  • Academic support services
  • Technical support from the software companies

Start with free resources. Get paid help if you have a large, complex library or tight deadlines.

Quick Reference Cheat Sheet

Setup Checklist (30 minutes)

Do these in order: □ Download and install citation manager □ Install browser extension □ Install Word plugin □ Create account and turn on sync □ Make 3 basic folders □ Test saving a paper and inserting citation □ Export library as backup

Daily Workflow

When finding papers:

  1. Click browser extension to save
  2. Check PDF downloaded
  3. Put in right folder
  4. Move on

When reading:

  1. Highlight important parts
  2. Add notes in citation manager
  3. Tag with 2-3 keywords
  4. Mark as “read”

When writing:

  1. Create project folder
  2. Insert citations as you write
  3. Generate bibliography at the end
  4. Check formatting

Useful Shortcuts

Zotero:

  • Save paper: Ctrl+Shift+S (in browser)
  • Search library: Ctrl+K
  • Sync: Ctrl+R

Mendeley:

  • Search library: Ctrl+F
  • Sync: F5

EndNote:

  • Search library: Ctrl+F
  • Insert citation in Word: Alt+2

Learn one at a time. Don’t try to memorize them all.

Quick Fixes

Citations won’t insert:

  1. Restart Word
  2. Check plugin is enabled
  3. Update citation manager
  4. Reinstall plugin

Sync not working:

  1. Check internet
  2. Log out and back in
  3. Restart the app
  4. Contact support

Wrong citation format:

  1. Check you picked the right style
  2. Make sure all fields are filled in
  3. Update citation styles
  4. Fix manually if needed

Simple Organization

Basic folder structure:

  • Current Projects
  • Research Topics
  • Archive

Basic tags:

  • to-read, reading, done
  • key-paper, background
  • quantitative, qualitative

Start simple. Add complexity later.

Citation Styles

APA: (Smith, 2023) MLA: (Smith 15) Chicago: Footnotes with numbers IEEE: [1]

Don’t memorize these. Your citation manager does the formatting.

Working Together

Set up shared library:

  1. Create group
  2. Invite team members
  3. Agree on folder names
  4. Pick one person for final formatting

Keep it organized:

  • Use clear folder names
  • Clean up regularly
  • Communicate changes
  • Back up shared work

Backup Basics

What to backup:

  • Your citation library
  • PDF files
  • Notes

When to backup:

  • Daily: Auto-sync (set up once)
  • Monthly: Export library file
  • Yearly: Test that backups work

Don’t Do This

Organization mistakes:

  • No folders at all
  • Inconsistent naming
  • Not removing duplicates

Backup mistakes:

  • Never backing up
  • Not testing backups
  • Ignoring sync problems

Citation mistakes:

  • Wrong citation style
  • Incomplete information
  • Not checking formatting

Emergency Help

Lost your library:

  1. Don’t panic
  2. Check sync on other devices
  3. Look for automatic backups
  4. Contact support
  5. Restore from backup

Software won’t work:

  1. Restart the program
  2. Restart your computer
  3. Update the software
  4. Reinstall if needed

Where to Get Help

Try first:

  • YouTube tutorials
  • University library guides
  • User forums
  • Official help docs

Contact support for:

  • Lost data
  • Can’t access account
  • Billing problems
  • Technical issues you can’t fix

Before contacting support:

  • Try basic fixes first
  • Write down error messages
  • Have your account info ready

Pro Tips

Save time:

  • Learn one keyboard shortcut per week
  • Use browser extensions
  • Set up automatic sync
  • Create citation templates

Stay organized:

  • Clean up weekly
  • Use consistent folder names
  • Take notes while reading
  • Remove duplicates regularly

Advanced Features (Later)

Once you’re comfortable:

  • Advanced search with Boolean operators
  • Custom citation styles
  • Integration with note-taking apps
  • Automated workflows
  • Custom tags and fields

Don’t try to learn everything at once. Master the basics first.

Start This Week

Good citation management saves hours every week and prevents embarrassing mistakes.

Your 30-minute action plan:

  1. Pick a citation manager (when in doubt, choose Zotero)
  2. Install browser extension and Word plugin
  3. Create 3 basic folders
  4. Turn on automatic sync
  5. Save one test paper and insert a citation

That’s it. Everything else can wait until you’re comfortable with the basics.

Level Up Your Research

Fynman helps you discover relevant papers, analyze research patterns, and synthesize findings while keeping your citations perfectly organized.