Using reference management software
There are many things to consider when choosing reference management software. They all do similar things, but the best choice may depend on your workflow, or particular functions, or just personal preference.
Common features
All reference management software will:
- Store references in a searchable database
- Attach PDFs and other files
- Auto-generate citations and bibliographies/ reference lists in your document
- Share collections of references with others
- Sync your references across multiple devices
What doesn't reference management software do?
May not create a perfect bibliography or reference list according to your preferred style (or your supervisor’s or tutor’s).
You still need to be familiar with the referencing style to be used. Refer to Style Manuals to understand the requirements. In some programs, it is possible to adjust or edit output styles.
Will not correct typos or errors or omissions from references manually entered or downloaded from databases.
You will always need to proofread references for accuracy: punctuation, capitalisation, spelling.
When downloading references from databases the program may not always know what reference type you are downloading.
For example, they cannot always distinguish a conference proceeding from a book. Also, some information may be inserted in the wrong format requiring editing.
Changing your reference manager
There are a number of reasons you may find that you want to change the reference manager that you are using. You can use the comparison table below to find what software has the functions and features that suit you best. Then, have a look at some guides to changing software.
Comparison of the products and features
Endnote | Zotero | |||
| Ease of use | Harder to learn initially | Easy to use | ||
| Cost | Free to UniMelb users | Free | ||
| Institutional access | Yes | N/A | ||
| Currently supported by the Library | Yes | Yes | ||
| Library training available | Yes | Yes | ||
| Open source | No | Yes | ||
| Operating system | Windows, Mac | Windows, Mac, Linux | ||
| Browser | N/A | Firefox, Chrome, Edge, Safari | ||
| Work offline | Desktop (yes), Web (no) | Yes | ||
| Maximum number of records per folder | Unlimited | 30,000 | ||
| Folder levels | 2 | Multiple | ||
| Number of source types | 45 | 33 | ||
| Support of special characters | No | Yes | ||
| Link to PDFs | Yes | Yes | ||
| Work with word processor to create formatted bibliographies, in-text citations and footnotes | Yes (Word, Pages) | Yes (Word, Libre Office, Open Office, Google Docs) | ||
| Number of referencing styles available | Over 6000 | over 9000 | ||
| Can create a formatted list of charts, figures etc. | Yes | No | ||
| Collaboration features | Yes | Yes | ||
| Sharing references | Yes | Yes | ||
| Mobile device applications | iOS | iOS. Android: use web library | ||
| Export to BibTeX | Yes | Yes | ||
| Ease of use in ShareLaTeX | Possible but difficult | Easy integration | ||
| Languages available | Language set from operating system settings | Language set from operating system settings | ||
| Attachment storage | Yes | Yes | ||
| Spell-check | Yes | Yes | ||
| Duplicate detection | Yes | Yes | ||
| Field searching | Yes, author | Yes - plain text and RegEx searching | ||
| Save search strategies | Yes, desktop | Yes | ||
| Can you edit/create styles | Yes, desktop | Must edit Citation Style Language file | ||
| Create a subject bibliography | Yes, desktop | Yes | ||
| Importing citations from: | ||||
| ~ library databases | Yes | Yes | ||
| ~ library catalogue | Yes | Yes | ||
| ~ from websites | No | Yes | ||
A checklist for getting started
- Check system compatibility (there will be information on the tool’s website)
- Download and install the program
- Download and install any browser plug-ins
- Create an account and link to the online or cloud version (where relevant)
- Check for library classes and webinars
- Locate online tutorials and FAQs
Other considerations
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This becomes important if you need to share references with your supervisor or a research group. Take a look at the recommended programs for different faculties or chat to your colleagues. ="decision"> -
Some reference managers are downloaded to your hard drive, with the option of syncing to a cloud service, and some have web only versions.
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Some reference managers are more generous with storage allowances. See the following for advice:
- Our comparison table
- Endnote
- Zotero
- Mendeley (2G free, see the link for upgrade plans)
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Some reference managers are better at handling formulas. Try Endnote or JabRef
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Endnote, Zotero and Mendeley all have web versions that can sync with desktop versions. NOTE: please do not rely on syncing as your only backup.
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This can vary depending on whether the reference manager is a commercial product or open-source. For example, EndNote and Mendeley are commercial products, whilst Zotero is open source.
- Official Mendeley support http://support.mendeley.com/
- Official Endnote support http://endnote.com/support
- Zotero https://www.zotero.org/support/getting_help (links to FAQs and user forums)
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This becomes important as your library grows.
Which software program is recommended for my discipline?
The following table gives you suggestions on what others in your field are using. Please consult your lecturer or supervisor for further advice.
| Arts | Zotero, EndNote |
| Architecture/Design | Zotero |
| Business and Economics | EndNote, Mendeley |
| Education | Zotero, EndNote |
| Law | Zotero |
| MDHS/FVAS | EndNote |
| Science/Engineering | JabRef (for LaTex users), Zotero, EndNote, Mendeley |
| Fine Arts and Music | Zotero, EndNote |
Choose your reference management software
Find out what software the University Library supports and how to use it.