Reference Management

Reference Management

Would you like to collect your references in one place and organise them clearly? With a reference management tool, you can manage your sources easily and efficiently. 

From 2026, Zotero will be offered as the preferred institutional reference management programme at ZHdK. The existing Mendeley licence will continue to run in parallel until 1 February 2027. The switch to the institutional reference management programme Zotero brings with it a number of changes. In the relevant sections, you will find answers to the most important questions for those who already use Zotero, as well as for Mendeley users.

Zotero

ZHdK holds an institutional Zotero licence. This means that all members of the ZHdK community have access to unlimited online storage in the Zotero Cloud, provided they create an account. The MIZ supports the use of Zotero and offers relevant support and training.

A self-study course (in German) is available on PAUL, where you can learn the basics, settings and how to work with Zotero. Access is restricted to members of the ZHdK (login required).

In addition, the MIZ offers virtual and face-to-face introductory and advanced courses on literature management with Zotero. Dates and further information can be found here.

Information for those already using Zotero

For anyone already using Zotero, the switch will make almost no difference. To use the institutionally licensed version provided by ZHdK, only minor adjustments are required.

  • Users with a free Zotero account

    If your ZHdK email address is set as your primary address in Zotero, institutional storage is automatically activated. You can check your storage allocation in the web interface under ‘Settings > Storage’.

    If only your private email address is stored, you must add and verify your ZHdK email address in your Zotero web account under ‘Settings > Email’. You must then set it as your primary address so that the institutional licence can be assigned.

  • Users with a privately licensed Zotero account

    As Zotero is provided under the ZHdK licence, a personal licence can be cancelled. To use the ZHdK licence, there is no need to create a new Zotero account using your ZHdK email address. To use the licensed version of ZHdK, the existing private account must be linked to the ZHdK account by adding and verifying the ZHdK email address in the Zotero web account under ‘Settings > Email’. 

Legal Information

Zotero can be used without an account or synchronisation. In this case, all data and files are stored exclusively on ZHdK’s local servers (no data is transferred to third parties). If users create a Zotero account or activate synchronisation, they confirm that they are transferring their personal data (name, email address, IP addresses) and any sensitive files to Zotero servers in the USA at their own responsibility.

Mendeley

Mendeley is a reference management programme and social network for academics. The basic version is free and includes the Reference Manager (browser application and desktop programme), Mendeley Cite (add-in for Word) and the Web Importer (browser extension).

Mendeley Institutional Edition for Teams will only be available at ZHdK until 31 January 2027, so we recommend switching to a new system as soon as possible. The MIZ offers support and migration training. You can find the dates here.

Information for active Mendeley users

Your personal Mendeley library can be migrated to Zotero. The following answers the most important questions on this topic:

  • Do I have to switch to Zotero?

    No, the switch is voluntary. However, ZHdK recommends that members of the institution make the switch, as the Mendeley licence expires at the end of 2026 and, from February 2027, ZHdK will no longer offer support for Mendeley or other reference management tools. Your Mendeley account will, however, remain accessible even after the licence has expired. Please see the information below for further details.

  • How and when should I switch?

    The switch can be made at any time, but should be completed by the end of 2026 at the latest.

    For small, less complex libraries – i.e. those with few keywords/tags, PDF attachments and folder structures – the switch can be carried out with support from the migration workshops on offer. Alternatively, you can contact us directly. We will show you the best way to make the switch.

    For complex libraries with a large amount of additional information (PDF attachments with annotations, tags, notes), image resources, summaries, extensive folder structures, collaborative groups (research groups and group libraries), as well as historically established research libraries, we strongly recommend a preliminary individual consultation.

    Please email us at our support address if you wish to contact us directly or if you have any uncertainties.

  • I’m using Mendeley for an ongoing research project. Should I switch?

    If Mendeley is used solely as a tool for managing and organising references, PDFs and bibliographies, switching is certainly possible.

    However, for ongoing research projects that utilise the Mendeley Office plugin and its citation function, the linked references in the Office document cannot be migrated to Zotero. In this case, we recommend completing the ongoing research work using Mendeley. As the Mendeley account is not deleted, it is also possible to use both programmes in parallel. 

    If you are unsure about the best course of action, we would be happy to advise you personally.

  • What will happen to my Mendeley account after 2026?

    When the institutional licence expires, nothing will be deleted. All existing references, PDFs and collections will remain accessible.

    Without a licence, each account reverts to the free basic option with the following storage space:

    • 2 GB personal storage space

    • 100 MB shared storage space

    If the current library, which is still covered by the licence, exceeds the limit for free storage space, users will retain access to all existing files. 

    However, no new references can be added or new PDFs uploaded until the storage space has been reduced below the limit. The editing function for existing references may also be restricted. To continue adding new files, users must therefore delete stored PDFs or purchase an individual Mendeley subscription for additional storage space.

Legal information

MIZ receives aggregated, anonymiZed usage data from Mendeley about the reading and publication behaviour of all members of the ZHdK Institutional Group. Personal information will not be disclosed.

ZHdK reserves the right to remove users from the ZHdK Institutional Group without notification if they are no longer members of ZHdK.

Data is stored in the European Economic Area (EEA). Exception: User-uploaded PDF files are stored in the United States.

Other reference management programmes

In addition to Zotero, other reference management programmes are available. However, these are not covered by MIZ training or support: 

  • EndNote Basic is available free of charge to ZHdK members via Web of Science (select ‘Products’ in the top right-hand corner of Web of Science).
  • The basic version of Citavi can be used free of charge. To use it on a Mac, a virtualisation solution such as Parallels is required.

Would you like to create a bibliography quickly without using a reference management programme? If so, you can use the following online tools:

Please note that the automatically generated details should always be checked and corrected if necessary.

Citation

Why cite sources?

Written and academic work serves to explore a topic in depth and in a reflective manner. Transparent citation is essential, as it prevents plagiarism, safeguards academic integrity and ensures that your argument is clear to others.

Correct citation shows the basis on which your argument is founded and clearly distinguishes your own thoughts from those borrowed from others. Both direct quotations and paraphrases must be marked accordingly so that the sources remain clearly identifiable and traceable.

Using the correct citation styles

ZHdK does not prescribe a single citation style. The guidelines vary depending on the department or faculty. However, the following citation styles are used particularly frequently: 

  • APA (American Psychological Association)
  • Chicago Manual of Style

Please check with your degree programme regarding the applicable guidelines.

Chicago Manual of Style

The standard reference work, the Chicago Manual of Style, provides guidance and tips on writing and publishing academic papers. It answers questions regarding citation, writing style and formatting guidelines.

Access is available on the ZHdK network and externally via the VPN client.

Avoiding plagiarism

ZHdK does not currently hold an institutional licence for plagiarism detection software. However, there are various free online tools available that you can use to assist you.

Please note that such tools do not replace careful academic practice and correct citation, but merely complement them.