Install the Zotero desktop app first, then add the Word plugin

Zotero works with Word through a plugin that connects your research library to your document. Before you can use it in Word, you need the Zotero desktop process installed on your computer — the browser extension alone is not enough. Once the desktop app is running, you install a separate Word plugin that lets you insert citations and build bibliographies directly in your document.

The process takes about five minutes and works the same way on Windows and Mac. You read Zotero from zotero.org, install it, then use Zotero's built-in tool to add the Word plugin. After that, a Zotero tab appears in Word's ribbon menu, and you can start citing sources.

Key Takeaways

  • read Zotero from zotero.org and install the desktop process before attempting to use it in Word.
  • The Word plugin installs automatically through Zotero's preferences menu under the Cite tab, not through Microsoft.
  • After installation, restart Word completely to see the Zotero tab appear in the ribbon menu.
  • You can choose your citation style (MLA, APA, Chicago, etc.) before inserting your first citation, and change it later without losing your sources.
  • Zotero stores your library locally on your computer by default, though you can create a free account to sync across devices.

read and install Zotero on your computer

Go to zotero.org and click the large read button on the homepage. Choose the version for your operating system — Windows or Mac. The file is about 80 MB and takes a few minutes to read depending on your internet speed.

Once downloaded, open the installer file. On Windows, click through the setup wizard and choose where to install Zotero (the default location is fine). On Mac, drag the Zotero icon into your Applications folder. After installation completes, open Zotero from your Applications menu or Start menu. You should see a window with an empty library and a menu bar at the top.

Add the Word plugin through Zotero's preferences

With Zotero open, go to Edit (Windows) or Zotero (Mac) in the menu bar, then select Preferences. Click the Cite tab on the left side. Under "Word Processors," you should see Microsoft Word listed. Click the button next to it that says "Install" or "Reinstall."

Zotero will confirm that the plugin installed successfully. If you see an error message, make sure Word is completely closed — Zotero cannot install the plugin while Word is running. Close Zotero entirely, then close Word if it is open, then open Zotero again and repeat the installation step.

Restart Word and locate the Zotero tab

After the plugin installs, close Word completely if it is open. Open Word again. You should now see a "Zotero" tab in the ribbon menu at the top, between the existing Word tabs. If you do not see it, restart your computer — sometimes Windows and Mac need a full restart to recognize the new plugin.

Click the Zotero tab to see the options: "Add/Edit Citation," "Add/Edit Bibliography," and "Document Preferences." These are the three tools you use to insert sources and build your reference list. If the tab does not appear after a restart, go back to Zotero's Cite preferences and click Install again, making sure Word is closed.

Choose your citation style before you start citing

Before you insert your first citation, decide which citation format your document needs — MLA, APA, Chicago, IEEE, or one of many others. Click the Zotero tab in Word, then click "Document Preferences." A small window opens with a dropdown menu showing citation styles. Select the one your instructor or publication requires.

You can change this style later without losing any of your sources, so do not worry if you are unsure. Every time you change the style, Zotero automatically reformats all your citations and your bibliography to match. This is one of the main reasons people use Zotero — you can write in one style, then switch to another with a single click.

Add sources to your Zotero library before citing them

Before you can cite something in Word, that source needs to be in your Zotero library. You can add sources in several ways. If you are reading an article or book page in your web browser and have the Zotero browser extension installed, click the extension icon and Zotero will capture the title, author, publication date, and URL automatically. If you are working with a PDF, you can drag it into Zotero and it will try to extract the metadata.

You can also add sources manually. In Zotero, click the green plus button at the top left, choose the type of source (book, journal article, website, etc.), and fill in the fields. You only need to fill in the fields that exist for that source type — Zotero will not let you leave required fields blank, but optional fields can stay empty. Once a source is in your library, you can cite it in any Word document.

Insert citations into your document

Place your cursor in your Word document where you want the citation to appear. Click the Zotero tab, then click "Add/Edit Citation." A search box opens. Type the author's name, the title, or a keyword from your source. Zotero searches your library and shows matching results. Click the source you want to cite.

Zotero inserts a citation in the format you chose in Document Preferences. In-text citations appear in parentheses or as superscript numbers depending on your style. You can cite the same source multiple times in one document — just repeat this step. If you need to edit a citation later (for example, to add a page number), click "Add/Edit Citation" again and select the citation in your document.

Generate your bibliography at the end

When you are ready to create your reference list, place your cursor at the end of your document where the bibliography should go. Click the Zotero tab and click "Add/Edit Bibliography." Zotero inserts a complete, formatted reference list of every source you cited in the document. The list updates automatically if you add or remove citations.

If you need to move the bibliography to a different page, select it and cut and paste it where you need it. Zotero keeps track of the bibliography as a field, so it will continue to update when you add new citations. If you want to convert it to plain text (so it no longer updates), right-click the bibliography and select "Toggle Field Codes" — but only do this when you are completely finished editing.

Frequently Asked Questions

What if the Zotero tab does not appear in Word after I install the plugin?

Make sure Zotero is running in the background while you use Word — the plugin needs the desktop app to work. If the tab still does not appear, restart both Zotero and Word completely. If that does not work, go back to Zotero Preferences, Cite tab, and click Install again while Word is closed.

Can I use Zotero with Google Docs or other word processors?

Zotero has a plugin for Google Docs that works similarly to the Word plugin. For other programs like LibreOffice, Zotero offers limited support through a different method. Check zotero.org/support for your specific word processor.

Do I need a Zotero account to use it with Word?

No. Zotero works entirely on your computer without an account. Creating a free account lets you sync your library across multiple devices, but it is not required to cite sources in Word.

What happens to my citations if I move the Word document to another computer?

Your citations stay in the document, but the Zotero plugin needs to be installed on the new computer for you to edit them. If you only need to read the document, the citations will display normally. To edit or add citations on another computer, install Zotero and the Word plugin there, and your library will be available if you synced it to your account.

Can I change my citation style after I have already cited everything?

Yes. Go to the Zotero tab, click Document Preferences, and select a different citation style from the dropdown. Zotero automatically reformats all your in-text citations and your bibliography to match the new style when ready.