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This webpage provides an introduction to computer programs that can manage references. Reading this webpage will give you an understanding of what reference management software can do.
Key features
Once you get over the initial hurdle and learn how a reference management program works, you will wonder how you ever managed without it. If you plan to start as a PhD student, learning this right from the beginning is very wise. The key features offered by reference management programs are:
- Save references
- Organize references
- Integrate with word processing software to…
-insert in-text citations.
-automatically generate a reference list at the end.
-adapt this to a specific journal’s requirements (pre-made journal styles that can be downloaded or imported). - More advanced features may include online storage of your references with the ability to share them with other people.
Overview of the most common reference management programs
| Name | Operative system | Deployment model | Journal / citation / output – styles | Pricing model |
|---|---|---|---|---|
| Bookends | Mac | Local + cloud | CSL* | One-time license. Free trial limited to 50 references. |
| Citavi | Local version: Win Cloud version: Win / Mac / Linux | Local + cloud | CCS** | Free up to 100 references per project. Subscription for larger projects. |
| EndNote | Win / Mac | Local + cloud | .ens*** | License fee (one-time cost with student discounts). |
| EndNote Fusion (former RefWorks) | Win / Mac / Linux | Cloud | Proprietary system, but also supports CSL | Not available for individual purchase. Available through institutional licenses. |
| Jabref | Win / Mac / Linux | Local | .bst, .cbx**** CSL | Free of charge. |
| Mendeley | Win / Mac / Linux | Local + cloud | CSL* | Free up to 2,000 MB of cloud storage. Additional cloud storage available for a fee. |
| Paperpile | Win / Mac / Linux | Cloud | CSL* | Monthly/annual subscription with student discounts. |
| ReadCube Papers | Win / Mac | Local + cloud | CSL* | Annual subscription fee with discounts for students and researchers. |
| Sciwheel | Win / Mac / Linux | Cloud | CSL* | Limited free version. Subscription required for full functionality and the Word add-in. |
| Zotero | Win / Mac / Linux | Local + cloud | CSL* | Free up to 300 MB of cloud storage. Additional cloud storage available for a fee. |
* CSL (Citation Style Language): The open standard format used by Zotero, Mendeley, Paperpile, and ReadCube Papers. You can download free .csl files or edit them visually at editor.citationstyles.org.
**CCS (Custom Citation Style): When styles are saved locally on your computer, they use the file extension .ccs or .ccs4. These are managed, created, and fine-tuned within Citavi’s built-in Citation Style Editor.
*** ENS (EndNote Style): The proprietary format used by EndNote (.ens). Templates can be downloaded directly from EndNote’s official website and opened in the desktop application.
**** JabRef was originally designed as a reference manager for the LaTeX typesetting system. Consequently, it is primarily built to work with BibTeX, where journal styles are controlled by files with the .bst (Bibliography Style) extension. In the more modern LaTeX alternative (BibLaTeX), styles are governed by .bbx (Bibliography Style) and .cbx (Citation Style) files. JabRef has also added support for CSL styles.
While CSL has grown into an open industry standard (used by Zotero, Mendeley, Paperpile, and others), programs such as Citavi and Bookends use proprietary file formats primarily because they feature unique, built-in systems for note-taking, knowledge organization, and PDF management that their native architectures are better suited to integrate with.
Which program should I choose?
Your choice should be guided by the following factors:
- Which program do colleagues or supervisors in your immediate working environment use? This is important when collaborating or if you need guidance. Using the same software simplifies things considerably.
- Are you affiliated with an institution that pays for reference management software? If so, it is likely that most people at the institution use the tool it provides.
- If you have to pay for it yourself, what is your budget?
If your institution pays, it usually involves programs like EndNote, EndNote Fusion, or Citavi. In that case, the choice is fairly simple: you choose the one your institution provides free of charge. If you need to pay for it yourself, and are not dependent on others, the best choice is Zotero, closely followed by Mendeley and JabRef. If everyone else you collaborate with uses EndNote, for example, but you do not get it through an institution, it might be worth paying that cost yourself. Below are videos comparing Zotero, Mendeley, and EndNote.
A closer look at some of the options
Zotero
Mendeley
EndNote
EndNote can be configured to format your document according to the requirements of a specific journal. The instructions for EndNote to do this are stored in a style file specific to that journal. It is likely that someone has already set up EndNote to format manuscripts for the journal you are interested in. These instructions can be downloaded and copied into your EndNote:
- Go to the EndNote Output Styles download page. Search for the journal style you need. Once located, download the instructions as a style file (
.ens). - Copy the file into your EndNote “Styles” folder, located either under
C:\Program Files (x86)\EndNote XX\Stylesor in your personal “Styles” folder. - Restart EndNote.
- Click the Edit menu, select Output Styles, and choose Open Style Manager.
- The new journal should now appear in the list. Check the box next to it to select it.
- Open Word and go to the EndNote tab. In the Style drop-down menu, select the journal.