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In-Text Citations in Word

Zotero Standalone, when installed properly, automatically integrates with Microsoft Word. If you are unable to access the Zotero tools in Word after installing Zotero, follow these instructions:

  1. Save any unsaved work in Microsoft Word, then quit Word
  2. Go to your Zotero Preferences (Edit > Preferences in Windows, Zotero > Preferences in macOS)
  3. From the Cite menu in Preferences, click on Install Microsoft Word Add-In

Once the integration is complete, you can use Zotero to include properly formatted citations within Word documents.

PC and Mac users can access the Zotero tools in Word under the Zotero menu on the top horizontal toolbar:

Zotero tab in Microsoft Word

Some Mac users (Office 2016 for Mac and earlier) might see the Zotero tools in Word under the Add-ins menu on the top horizontal toolbar:

zotero word for mac 2016

Some Mac users (Office 2011 for Mac) may see a floating Zotero toolbar when opening Word. Alternatively, the Zotero tools may be accessed from the "scripts" menu:

word mac 2011 toolbar

Supressing Author

If you need to omit an author's last name from an in-text citation because you have introduced them earlier in the sentence, use the Suppress Author option. If your citation contains incorrect information (a misspelled name, for example), make those corrections in your Zotero library, then hit Refresh in your Zotero tools in Word. 

Inserting Citations

To add a citation, look for a button or menu item that says Add/Edit Citation or Zotero Insert Citation. If this is your first citaiton in the document, you'll first need to select your desired citation style from the document preferences window that appears. Then, you'll see that the insert citation dialog appears; it's either a red search bar or a small window with your Zotero library, depending on your setup. 

  • If you see a Red Search Bar, search for and select the reference you want to cite, press Enter to select it, and then Enter again to insert it. Zotero will add the citation at your cursor.

  • If you see a Window listing your Zotero library, search or browse for the reference you want to cite, select it from the list, and then click OK. Zotero will add the citation at your cursor.


Editing Citations

You may occasionally need to edit a citation you inserted with Zotero--to add page numbers, prefix or suffix information, or to omit the author's name, for example. To do this, click within the text of the citation (or the footnote, depending on the style you're using). The citation should become highlighted in gray--this means you're ready to edit. Now, from the Zotero tools menu in Word, select the button or menu item for Add/Edit Citation or Zotero Edit Citation. This will bring up the insert citation dialog you saw when inserting the citation.

  • If you see a Red Search Bar, click on the reference you need to edit, and then enter any necessary information in the popup that appears. Hit enter to accept the changes, then hit enter again to insert them. 
    Edit citation in the red search bar in Zotero

  • If you see a Window listing your Zotero library, enter any necessary information in the boxes at the bottom of the window, then click OKEdit citation classic mode Zotero

Note: in all instances, it's best to not type directly within the text of a citation inserted by Zotero. Always use the Edit Citation tool for making changes to in-text citations or footnotes, even for small changes like adding page numbers.
Last Updated: Feb 1, 2024 9:50 PM