Managing references properly is part of the scientific process. By using a reference management software, your references will be formatted correctly according to the selected reference style.
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Writing references can be a time-consuming task. You save time if you use a reference management software and your references are formatted correctly. There are several different reference management software that help you organize and use your references. Some examples are EndNote, Zotero, Mendeley and BibTex. Some are license-based and others are freely available online.
By using a reference management program you can create your own library, collect and sort your references, create reference lists and make reference in your text. Which program to choose depends on your needs. For example, if you write your thesis in Word, it works well with Zotero, Mendeley or EndNote. Writing in Google Drive works well with Zotero. Basic features found in most reference management programs allow you to:
Collect references from databases and library catalogues
Organize the references in your own library
Use the references in a text document, such as Word or LaTex
Choose reference management software
There is a lot of reference management software, both as license based and freely available. Most of them offer three basic functions: collect references, organize them and cite in your manuscript. Which one to use depends on the needs and workflow of the individual user. Have a look at Comparison of reference management softwarein Wikipedia on how the different reference management works and try to find own strategy.
Tips & advice
Choose a software which works for your purpose.
One document, one reference management software. It’s not possible to connect a document to both EndNote and Zotero or BibTex and Mendeley.
It could be problematic to have two libraries of the same software. Using groups or folders is recommended for sorting sources belonging to different ongoing projects.
Different reference management software
EndNote is a reference management software that's available in two versions; a desktop-based, EndNote 20, which is downloaded to your computer, and a web version, EndNote Online. The web version has fewer features, but is usually sufficient for students. Employees and students at KTH have access to both versions. EndNote is available for Mac and Windows and works with Microsoft Word.
EndNote Online
Anyone can create an account in
EndNote Online
. If you use your KTH e-mail when you create the account, your EndNote Online account will be linked to KTH. You'll have access to more storage space.
In EndNote Online, a limited number of reference styles are available. If the style you want to use is missing, contact
biblioteket@kth.se
and we can add it, if your account is linked to KTH.
The library also offers
consultations
in using EndNote Online.
EndNote 20 (EndNote Desktop)
Employees and students at KTH can download EndNote 20. If you are an employee and have a PC from KTH, download the software from the Software Center. Others
download the software via KTH intranet
.
Note that it's important that EndNote libraries are stored locally on the computer, in a folder that is not synced to servers or cloud services. Remember to have your own solution for backup files.
In EndNote, it is possible to download many pdfs at the same time. To enable EndNote to find as many pdfs as possible, add this information under Edit > Preferences > Find Full text:
The library also organizes
workshops
in EndNote for doctoral students and researchers.
Mendeley is a free reference management program owned by Elsevier. There are currently two versions: Mendeley Reference Manager, which works both web- and desktop-based, and Mendeley Desktop, which is downloaded to the computer. The program offers some free storage space, which can be upgraded if needed. Mendeley is available for Mac, Windows and Linux and works with Microsoft Word.
Zotero
is a free, open source reference management program. It is downloaded to your own computer. The program offers some free storage space, which can be upgraded if needed. Zotero is available for Windows, Mac and Linux and works with Microsoft Word, LibreOffice and Google Docs.
When writing with
LaTeX
, you can use either BibTeX or Biber to format the references in your document. You can read about how to use BibTeX and Biber in the LaTeX documentation at Overleaf.
When using BibTeX or Biber / BibLaTeX, you must collect your references in a bib file. If you choose to manually maintain a bib file, you need to make sure that the information in it is accurate and sufficient. If you instead export a bib file from reference management software, this control is simplified to some extent.
If you write LaTeX with Overleaf, you can download references from your Mendeley or Zotero library. This requires a "professional account" with Overleaf, something all KTH students and employees have access to if they log in with their KTH account.
