Many of us use different computers in different locations in the course of conducting research. Zotero 2.0 provides data and file syncing. These features allow users to work with the same library, no matter where they are. Data syncing uses the Zotero server to store a copy of library items, notes, links, etc. (basically, everything except files) and to sync that data between different computers. File syncing makes use of your own WebDAV service to store and update the files you have added to your library. When using both these features together, your entire Zotero library can be accessed from any computer. An additional benefit of syncing your library is data backup. Even if you only use one computer, syncing can be invaluable.

The first step to syncing your Zotero 2.0 library is to create a zotero.org account. This is the same as a Zotero Forums account, so if you already have one of those, you're all set. Otherwise, create one here. Once you've done that, open Zotero's Sync preferences tab and enter your login information in the Zotero Sync Server section. By default, Zotero will sync your data with the server whenever any changes are made. Manual syncing can be enabled by unchecking the “Sync automatically” check box in this section. The first time your Zotero library syncs, Firefox may appear to hang, especially if you have a large library.

While data syncing will back up regular library items, it will not back up attached files. Zotero supports two modes for syncing files. You can use Zotero File Storage or use your own existing WebDAV account to back up and update any files you have added to your library: PDFs, audio, video, images, etc.

WebDAV is an extension of HTTP (the protocol that the web runs on) which governs the transfer and management of files. There are plenty of online services that support WebDAV. Your employer or research institution may be able to provide it. Otherwise, there are third-party options, both free and paid (Apple iDisk, JungleDisk, BingoDisk).

Once you have your WebDAV account info, enter the URL provided by the service, your username and password in the Sync preferences tab. Make sure that you have specified correctly whether or not you are using secure WebDAV (https). If you don't know, you can simply try them both, but your service provider should be able to inform you. Once the information is entered correctly, click Verify Server. Zotero must verify the account before it can be used. Once that's done, you're all set to use file syncing.

Both types of syncing occur simultaneously. If Zotero is set to sync automatically, changes will be synced as soon as they are made. Otherwise, the sync button must be clicked to initiate each sync. This is the circular green arrow on the right-hand side of the Zotero toolbar.

If you have only entered your account information on one computer, you can rest assured that, should something happen to it, you can restore your library at a later date. Simply set up your account info on the new computer and Zotero will pull down your entire library from the server.

If the same library is to be used on multiple computers at once, Zotero will sync everything transparently. Your attention should only be needed if the same item or file is edited in two different places before Zotero has a chance to sync them. In this instance, you will be presented with a conflict resolution screen, where you can decide which changes to accept.

See Troubleshooting Sync Errors.