Syncing and backing up
Data Syncing
While Zotero stores all data locally on your computer by default, Zotero's sync functionality allows you to access your Zotero library on any computer with internet access.
Zotero syncing has two parts: data syncing and file syncing.
Data syncing merges library items, notes, links, tags, etc. — everything except attachment files — between your local computer and the Zotero servers, allowing you to work with your data from any computer with Zotero installed and to view your library online at zotero.org. Data syncing is free and unlimited, and it can be used without file syncing.
The first step to syncing your Zotero library is to create a Zotero account (which is also used for the Zotero Forums).
To sync Zotero, open Edit > Preferences’ > Sync > Enter the username and password that you used to register for the online Zotero account and click ‘Set Up Syncing’. On a Mac the first part of the file path is Zotero > Preferences.
You can check your online Zotero library anywhere by logging into your account from the Zotero webpage and then clicking on ‘My Library’.
File Syncing
Data syncing syncs library items, but doesn't sync attached files (PDFs, audio and video files, images, etc.). To sync these files, you can set up file syncing to accompany data syncing, using Zotero Storage. There is limited online file storage provided for free.
See the Zotero Storage documentation for more information.
Backing up
Although you can back up your Zotero library with Zotero Online, you might still want to back up your Zotero library separately.
To create a backup, open Edit > Preferences > Advanced > Files and Folders > Show Data Directory bar. The Zotero directory on your computer (e.g. C:drive for Windows) will pop-up. On a Mac the first part of the file path is Zotero > Preferences.
Close your Zotero library before you copy, delete or move files.
On the Zotero computer folder, highlight all files and right click to Copy. Save your Zotero directory to an external device (e.g. a USB stick).
Learn more about backing up your Zotero library.
Zotero groups and sharing
Zotero Groups and sharing
Zotero Groups allow you to share your Library with other Zotero users. There is no limit on how many members can join a group.
Group Libraries are separate from your personal ‘My Library’, so you can also use Zotero groups as a way to keep separate libraries within one Zotero profile. Changes made to items in one library do not affect the other. You can drag items back and forth between the libraries to copy them.
The owner of the group library is responsible for managing online storage capacity for attachments.
To create a shared library:
Click on the New Library icon on the top menu bar and select ‘New Group’:
A browser will open, you need to login to Zotero online (you will need to have made a Zotero account). Choose a name for your group and your group type - Public (Open Membership), Public (Closed Membership) or Private.
Your new Group will show in your Zotero desktop application. If your new group library does not show up, click on the sync button (the green refresh arrow in the top right corner of Zotero desktop).
Invite users to join your group through the Zotero Online groups tab. Select the group and click ‘Manage members’. Under ‘Member invitations’ click ‘send more invitations’. Here you can add email addresses and choose member roles (regular, admin, owner).
Joining a Zotero Group:
You can search Zotero groups but clicking on ‘Search for Groups’ under Zotero online’s Groups tab.
Ask a group's owner to send you an invitation, or locate a group you would like to join and click on the join button. Clicking on the join button means you either join the group automatically (if the group has open membership), or send a request to the group’s owner to join (if the group has closed membership).
Learn more about Zotero Groups.