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google_docs [2018/10/18 18:07] dstillmangoogle_docs [2018/10/20 01:21] – [Collaboration] dstillman
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 Using another word processor? Zotero also integrates with [[word_processor_plugin_usage|Word]] and [[libreoffice_writer_plugin_usage|LibreOffice]]. Using another word processor? Zotero also integrates with [[word_processor_plugin_usage|Word]] and [[libreoffice_writer_plugin_usage|LibreOffice]].
 ===== Citation Interface ===== ===== Citation Interface =====
-{{ ::google-docs-menu.png?nolink&200}}+The Zotero Connector adds a Zotero menu to the Google Docs interface:
  
-The Zotero Connector adds a Zotero menu option and an "Add/Edit Citation" button to the Google Docs interface.+{{::google-docs-menu.png?nolink&400}}
  
-\\ +It also adds a toolbar button for one-click citing: 
-\\ + 
-\\ +{{::google-docs-toolbar.png?nolink&300}} 
-The Zotero menu contains these items:+ 
 +In the Zotero menu, you'll find the following options:
 |< 100% 27% >| |< 100% 27% >|
 ^ Add/Edit Citation | Add a new citation or edit an existing citation in your document at the cursor location. | ^ Add/Edit Citation | Add a new citation or edit an existing citation in your document at the cursor location. |
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 =====Citing===== =====Citing=====
  
-You can begin citing with Zotero by clicking the "Add/Edit Citation"{{::zotero-z-16px-offline.png?16&nocache&nolink|}} button. Pressing the button brings up the citation dialog.+You can begin citing by clicking the {{::zotero-z-16px-offline.png?16&nocache&nolink|}} ("Add/Edit Zotero Citation"button in the Google Docs toolbar or by selecting "Add/Edit Citation" from the Zotero menu, both of which will bring up the citation dialog.
  
-The citation dialog is used to select items from your Zotero libraryand create a citation.+The citation dialog is used to select items from your Zotero library and create a citation.
  
 {{ :word_integration:citation-dialog-select-5.png?294&nocache&nolink}} {{ :word_integration:citation-dialog-select-5.png?294&nocache&nolink}}
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 Matching items will be shown for each library in your Zotero database (My Library and any groups you are part of). Items you have already cited in the document will be shown at the top of the list under "Cited". Matching items will be shown for each library in your Zotero database (My Library and any groups you are part of). Items you have already cited in the document will be shown at the top of the list under "Cited".
  
-Select an item by clicking on it or by pressing Enter/Return when it is highlighted. The item will appear in the dialog box in a shaded bubble. Press Enter/Return again to insert the citation and close the Add Citation box.+Select an item by clicking on it or by pressing Enter when it is highlighted. The item will appear in the dialog box in a shaded bubble. Press Enter again to insert the citation and close the Add Citation box.
  
-In the Add Citation dialog box, you can click on the bubble for a cited itemthen click "Open in My Library (or the Group Library'name)to view the item in Zotero. Items that are orphaned (not connected to any items in your Zotero database) will not have an "Open in My Library" button. Orphaned items can exist if they were inserted by a collaborator from their My Library or a group you don't have access to or if you they were deleted from your Zotero library.+In the Add Citation box, you can click on the bubble for a cited item and then click "Open in My Library(or another library name) to view the item in Zotero. Items that are orphaned (i.e., not connected to any items in your Zotero database) will not have an "Open in My Library" button. Orphaned items can exist if they were inserted by a collaborator from their My Library or a group you don't have access to or if they were deleted from your Zotero library.
  
  
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 Clicking the “Add/Edit Bibliography” menu option inserts a bibliography at the cursor location. Clicking the “Add/Edit Bibliography” menu option inserts a bibliography at the cursor location.
  
-You can edit which items appear in the bibliography by clicking the “Add/Edit Bibliography” button again, which will open the bibliography editor. See [[#editing_the_bibliography|below]]. Manual edits made to the bibliography in the document will be overwritten the next time Zotero refreshes the document.+You can edit which items appear in the bibliography by clicking the “Add/Edit Bibliography” button again, which will open the bibliography editor. See [[#editing_the_bibliography|Editing the Bibliography]] below for more info. Manual edits made to the bibliography in the document will be overwritten the next time Zotero refreshes the document.
  
 =====Collaboration====== =====Collaboration======
  
-Google Docs is designed to let you collaborate on documents, and Zotero’s integration is no different. You and your coauthors can all insert and edit citations, and since citation data is stored in the document, you don't need to share a Zotero group library. +Google Docs is designed to let you collaborate on documents, and Zotero’s integration is no different. You and your coauthors can all insert and edit citations in a shared document, and you don'even need to be in a Zotero group. If you're planning a large collaborative project, though, we recommend using a group library, which not only makes it easy to collect and manage materials but will also allow all collaborators to change cited item metadata (authors, title, date of publication, etc.). If someone cites an item from their personal library, only they will be able to update the metadata for that item.
  
-However, if you plan big collaborative writing project we recommend using a group librarywhich will allow all collaborator to change cited item metadata (authorstitle, date of publication, etc.)If each collaborator cites items from their personal libraryonly they will be able to update the metadata of those items.+When working collaboratively on documentyou and your coauthors should avoid inserting or editing citations at the same time. The Zotero Connector has mechanisms in place to prevent document and citation corruption from concurrent citation editingbut due to technical limitations they do not provide perfect safety. 
 + 
 +It's not necessary for everyone editing the document to have the Zotero Connector installedWithout the Zotero Connector, they'll see active citations in the document show up as links leading to URLs such as https://www.zotero.org/google-docs/?abc123, but they can still edit other parts of the document.
 =====Document Preferences===== =====Document Preferences=====
  
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   - For styles that abbreviate journal titles (e.g., "Nature"), whether to use the **MEDLINE** abbreviations list to abbreviate titles.   - For styles that abbreviate journal titles (e.g., "Nature"), whether to use the **MEDLINE** abbreviations list to abbreviate titles.
     * If this option is selected (the default), the contents of the "Journal Abbr" field in Zotero will be ignored.     * If this option is selected (the default), the contents of the "Journal Abbr" field in Zotero will be ignored.
-  - Whether Zotero should automatically update citations for disambiguations, ibid and numbering, or should it be delayed until manual refresh. Note that if you enable this mode, Zotero will insert your citations with grey background to indicate that the citation text is not final. The citation will be finalized and the grey background removed once you click "Refresh" in the Zotero menu.+  - Whether Zotero should automatically update citations for disambiguations, ibid and numbering, or whether updating should be delayed until manual refresh. Note that if you enable this mode, Zotero will insert your citations with a gray background to indicate that the citation text is not final. The citation will be finalized and the gray background removed once you click "Refresh" in the Zotero menu.
  
 <html><div style="clear: both;"></div></html> <html><div style="clear: both;"></div></html>
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 =====Editing the Bibliography=== =====Editing the Bibliography===
  
-After you've inserted the bibliography using the “Add/Edit Bibliography” ({{:word_integration:zotero-toolbar-word-add-edit-bibliography-5.png?16&nocache&nolink}}) buttonclick the button again to open the Edit Bibliography window.+After you've inserted the bibliography using the “Add/Edit Bibliography” optionselect it again to open the Edit Bibliography window.
  
 {{ :word_processor_edit_bibliography.png?nolink&700 |}} {{ :word_processor_edit_bibliography.png?nolink&700 |}}
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 This process can be used for a variety of minor modifications to the bibliography, including: This process can be used for a variety of minor modifications to the bibliography, including:
-  * Adding asterisks before references included in a review or meta-analysis+  * Adding asterisks before references included in a review or meta-analysis
   * Setting the names of particular authors in bold, italics, or all caps   * Setting the names of particular authors in bold, italics, or all caps
   * Adding annotations or comments about an item   * Adding annotations or comments about an item
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 **Note:** General corrections to style formatting should be made in the [[styles|CSL citation style]], not in this window. Corrections to item data should be made in your Zotero library. **Note:** General corrections to style formatting should be made in the [[styles|CSL citation style]], not in this window. Corrections to item data should be made in your Zotero library.
  
-=====Keyboard Commands=====+=====Keyboard Shortcuts=====
  
-The Zotero Google Docs plugin can be used with just the keyboard for improved accessibility and faster use.+You can use keyboard shortcuts for improved accessibility and faster citing.
  
-  * In the Citation dialog+  * Press Ctrl-Command-C (Mac) or Ctrl-Alt-C (Windows/Linux) to insert a citation. 
 +  * In the citation dialog
     * Use the up and down arrow keys to move between search results. Press Enter to select an item.     * Use the up and down arrow keys to move between search results. Press Enter to select an item.
     * Type "p.45-48" or ":45-48" after a citation to cite a specific page or page range.     * Type "p.45-48" or ":45-48" after a citation to cite a specific page or page range.
     * Type "ibid" to automatically select the last cited work. This works with all citation styles, regardless of whether "ibid" is actually used in citations. If you use Zotero in a language other than English, use the corresponding abbreviation instead of ibid., e.g. "ebd." in German.     * Type "ibid" to automatically select the last cited work. This works with all citation styles, regardless of whether "ibid" is actually used in citations. If you use Zotero in a language other than English, use the corresponding abbreviation instead of ibid., e.g. "ebd." in German.
-    * Press Ctrl/Cmd-↓ (down arrow key) to open the cite options dialog for the citation selected with the cursor. Use Tab and Shift-Tab to move between the different elements, use the up and down arrow keys to change the locator type in the locator drop-down list, and the space bar to toggle the "Suppress Author" checkbox.+    * Press Ctrl/Cmd-↓ (down arrow key) to open the cite options dialog for the citation under the cursor. Use Tab and Shift-Tab to move between the different elements, use the up and down arrow keys to change the locator type in the locator drop-down list, and the space bar to toggle the "Suppress Author" checkbox.
  
 =====Limitations===== =====Limitations=====
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   * Citation inserts and edits slow down significantly as the number of citations increases. With 100+ citations, a single citation update can take up to 10 seconds, so for longer documents you'll want to disable automatic citation updates in the Zotero document preferences.   * Citation inserts and edits slow down significantly as the number of citations increases. With 100+ citations, a single citation update can take up to 10 seconds, so for longer documents you'll want to disable automatic citation updates in the Zotero document preferences.
   * It's not possible to copy active Zotero citations between documents and keep them functional. Copying citations within a document should work without problems.   * It's not possible to copy active Zotero citations between documents and keep them functional. Copying citations within a document should work without problems.
-  * When working collaboratively on a document, you and your coauthors should avoid inserting or editing citations at the same time. The Zotero Connector has mechanisms in place to prevent document and citation corruption from concurrent citation editing, but due to technical limitations they do not provide perfect safety. 
   * Google Docs provides limited facilities for text formatting. Styles that use small caps fonts will not use a true small caps formatting style in Google Docs and will instead fall back to the "Alegreya Sans SC" font. Citations that have been inserted with automatic citation updates disabled will be inserted with a gray background instead of dashed underlining like in Word and LibreOffice.   * Google Docs provides limited facilities for text formatting. Styles that use small caps fonts will not use a true small caps formatting style in Google Docs and will instead fall back to the "Alegreya Sans SC" font. Citations that have been inserted with automatic citation updates disabled will be inserted with a gray background instead of dashed underlining like in Word and LibreOffice.
-  * If a coauthor doesn't have the Zotero Connector installed, active citations in the document will appear as links leading to URLs such as https://www.zotero.org/google-docs/?abc123, but they can still edit other parts of the document. These links will also appear if you download your active document instead of first making a copy and unlinking citations.+  * If someone views the document without having the Zotero Connector installed, or if you download the document instead of first making a copy and unlinking citations, active citations in the document will show up as links leading to URLs such as https://www.zotero.org/google-docs/?abc123.
   * It's not currently possible to transfer active citations between Google Docs and Word or LibreOffice, but we will be offering a workflow for converting documents between word processors in the near future.   * It's not currently possible to transfer active citations between Google Docs and Word or LibreOffice, but we will be offering a workflow for converting documents between word processors in the near future.
  
 =====Troubleshooting===== =====Troubleshooting=====
 +
 If you have any trouble citing in Google Docs, let us know in the [[https://forums.zotero.org|Zotero Forums]]. If you have any trouble citing in Google Docs, let us know in the [[https://forums.zotero.org|Zotero Forums]].
  
 +You should always troubleshoot with a copy of the original document, using File → "Make a copy…". If something isn't working in a particular document, the document version history may allow you to revert to an earlier version. Some of the [[/support/word_processor_plugin_troubleshooting#debugging_broken_documents|Debugging Broken Documents]] steps may also be useful in Google Docs.
google_docs.txt · Last modified: 2023/10/17 12:52 by dstillman