Bibliography Management Tools
Bibliographic management software enables users to organise, import, and manage references, assisting in the creation of bibliographies and the insertion of citations into academic texts.
Among the many software solutions available, the University Library Service recommends:
The Library Service also offers training courses on the use of these tools for all members of the University of Milan community (see the calendar). Introductory and other in-depth materials are made available on the website.
Comparative tables
| Feature | EndNote Basic | EndNote 21/2025 | Mendeley | Zotero |
|---|---|---|---|---|
| Cost | It's included in the subscription of Web of Science and provides a few more features than the free version | Purchased by the University | The free version includes 2GB of personal storage, 100MB of shared storage for collaboration, and the option to create up to 5 groups, each with up to 25 collaborators | The free version includes up to 300MB of storage. Additional storage requires a paid plan |
| Access | Online version | Desktop and online version | Desktop and online version | Desktop and online version |
| Operating System | Web browser, no need for installation | Windows, Mac | Windows, Mac, Linux | Compatible with all major operating systems |
| Storage space for attachments | 2 GB | No limits of storage | 2 GB | Free up to 300MB |
| Importing citations from databases | Yes (RIS format, Online Search or Direct export) | Yes (RIS format, Online Seaarch or Direct export) | Yes (RIS format or via Web Importer) | Yes (Zotero Connector plug-in) |
| Importing citations from catalogues | Yes (RIS format, Online Search or Direct export) | Yes (RIS format, Online Search or Direct export) | Yes (RIS format or via Web Importer) | Yes (Zotero Connector plug-in) |
| Importing full-text articles | Yes, via EndNote Click browser extention | Yes, via EndNote Click browser extention | Yes, via Mendeley Web importer plug-in | Yes (Zotero Connector plug-in) |
| Automatic retrieval of citation data from PDFs | No | Yes | Yes | Yes |
| Ability to annotate PDFs | No | Yes | Yes | Yes |
| Exporting annotated files | No | Yes | Yes | Yes |
| Citation styles | More than 4,900 citation styles available | More than 7,000 citation styles available | A wide range of citation styles is available | In addition to the styles included in the main list, 10,000 styles are available for download from the online repository |
| Inserting and managing citations in texts | Yes, via Cite While You Write plug-in (available for Windows and Mac) | Yes, via Cite While You Write plug-in (available for Windows and Mac) | Yes, via MS Word plug-in (recommended) or Mendeley Cite | Yes |
| Collaboration and data sharing | Yes (reference sharing only) | Yes (the whole Library) | Yes, up to 5 teams, each with up to 25 collaborators | Yes (Zotero web only) |
| Ability to create document structure (chapters, sections, etc.) and export to Word | No | No | Yes (RTF format only) | No |
| Available as a mobile app | Yes, only for iOS | Yes, only for iOS | Yes (for Android and iOS) | Yes (for Android and iOS) |
| Key advantages | Can be accessed from any internet-connected device. Mac-compatible | Available both locally and remotely. Mac-compatible | Fairly easy to use. Available both locally and remotely. Compatible with Mac and Linux | Easy to use. Available both locally and remotely. Compatible with all major operating systems. Imports citations directly from the web |
| I need to... | Recommended Tool(s) | Why? |
|---|---|---|
| Work on multiple computers or devices | EndNote Basic EndNote Web Mendeley Zotero | All tools are available as desktop applications and can be synchronised with their web versions |
| Work offline | EndNote 21/2025 Mendeley Zotero | EndNote 21/2025, Mendeley and Zotero allow you to keep a local archive on your computer and work without an internet connection |
| Manage a large number of citations | EndNote 21/2025 | Supports the management of large numbers of citations |
| Store and manage a large number of attachments | EndNote 21/2025 | EndNote 21/2025 provides limitless storage. Both Mendeley and EndNote Basic offer 2GB of storage. The free version of Zotero provides only 300MB of storage |
| Share bibliographies with a research group | EndNote 21/2025 EndNote Basic Mendeley Zotero | All tools allow you to share references |
EndNote
EndNote, developed by Clarivate, is a reference management tool closely integrated with Web of Science and with our Minerva catalogue. It allows users to search, organise, and share bibliographic references. A plug-in installation is required to incorporate references into academic writings.
Key features of EndNote include:
- Organising and sharing references for research and writing;
- Selecting the appropriate citation style;
- Inserting citations directly into Microsoft Word documents;
- Creating bibliographies.
EndNote is available in three versions: Basic - ideal for beginners who are preparing their final thesis; Desktop (EndNote 21 and EndNote 2025) - suitable for advanced users who need large storage space and desktop use; iPad version - for mobile access.
EndNote 2025 is similar to EndNote 21, but with some additional features based on artificial intelligence, such as:
- AI Key Takeaways: it extracts key insights and takeaways from individual papers;
- Find a Journal: available directly in Cite While You Write plugin, it helps you finding the best journal match for your work using key elements of your manuscript (available only for Google Docs and Word Online CWYW with EndNote 2025, it's unavailable for Word Desktop CWYW plugin).
Follow the instructions at the EndNote page on the UniMi web site (in Italian).
Then you need to connect your EndNote 21 or EndNote 2025 desktop account to EndNote Web. Follow the steps below:
- Open EndNote 21 or EndNote 2025
- Go to Edit > Preferences > Sync and click on ENABLE SYNC
- Log into your EndNote Web account or create a new one. This will set up a connection between your desktop and web libraries
Do you already use EndNote Basic?
EndNote Basic will still be available, so if you are not an intensive user and do not need particularly advanced features (massive deduplication, large storage space, desktop use etc.), we recommend sticking with EndNote Basic.
If you are preparing your final thesis, programmes like Zotero or Mendeley, and of course Endnote Basic, are more suited to your needs.
Are you using an older version of EndNote?
Then you can follow the instructions in the attached file Upgrade to EndNote 21 or EndNote 2025.
Are you using another citation software and would like to change to EndNote 21 or EndNote 2025?
You can follow the general instructions below, bearing in mind that full data portability may not be guaranteed:
- save your references and export them in .ris format
- import them into EndNote 21 or EndNote 25
Software-specific instructions:
- to change from Citavi to EndNote, follow the instructions in the attached file Export from Citavi to EndNote
- to change from Mendeley to EndNote, follow the instructions in the attached file Export from Mendeley to EndNote
To install EndNote Click Browser Plugin, follow the instructions in the attached file EndNote Click.
- EndNote Desktop Essentials: training session organized by the publisher on September 30.
- EndNote Desktop Advanced: training session organized by the publisher on October 16.
- resources made available by the vendor on how to use the software: LibGuides and Recorded Training
For technical questions, please write to EndNote support (they are usually quick to reply): EndNote.support@clarivate.com
To learn more about how to use the software, you can check the resources made available by the vendor: LibGuides and Recorded Training
Mendeley
Mendeley, developed by Elsevier, is a bibliographic reference manager available in both web-based and desktop versions. It allows users to store and organise references, insert citations into documents, annotate PDFs, and share bibliographies with other users. It also offers iOS and Android apps and requires the installation of a plug-in.
A key feature of Mendeley is the Web Importer, which captures citation data directly from websites.
Key features of Mendeley include:
- Organising and sharing references for research and writing.
- Saving citations and PDFs from databases or the web using Mendeley Web Importer.
- Selecting the most suitable citation style and modifying it automatically from a vast selection.
- Inserting citations directly into Microsoft Word documents.
- Structuring research papers with chapters and sections, exporting them in RTF format.
- Creating bibliographies.
From 1 January 2026, the University will provide access only to the free version of Mendeley.
The Mendeley plug-in for Word is not compatible with Microsoft 365. Users of the University-provided Microsoft 365 suite can use Mendeley Cite instead.
For any queries or support, users can contact supporto.office365@unimi.it
Mendeley also offers a comprehensive collection of guides and resources to assist users.
Zotero
Zotero is a freemium reference management tool available in two versions: a free basic plan, which includes 300MB of storage and all the key features for standard use, and a paid plan, which offers additional storage. Optimised with all major operating systems, Zotero is available both as a desktop application and as a web-based version, which can be synchronised with one another. With the Zotero Connector plug-in, you can also import bibliographic references directly from the web.
The main features of Zotero include:
- import references from databases, library catalogues, websites, journals and RIS files;
- organise and annotate imported references;
- read and annotate PDF or ePub files saved in your personal library;
- choose the most suitable citation style for your work and, if needed, customise it using a wide range of available styles;
- insert citations and bibliographies into your documents;
- create bibliographies.
To register and install Zotero, please visit the official website.
In the Documentation section you will find:
- Quick Links, including FAQs and the installation link
- Using Zotero, a guide covering all the tool’s features
The Zotero website also includes a user forum, a documentation wiki, and a blog with updates and news.
Although Zotero does not provide official tutorials, you can find video guides produced by the Zotero community. Please make sure you check which version the videos refer to.
