How to Use Mendeley to Manage References and Cite Sources in a Paper

Mendeley is a reference manager that lets you collect sources, organize them into folders, and insert citations into Word or LaTeX documents. To use it end to end, install Mendeley Reference Manager (and the Word plugin or Mendeley Cite), import your sources, organize them, then cite while you write and let Mendeley build the bibliography. The steps below cover each stage, plus the sync behavior that keeps your library consistent across devices.

Install the pieces you need

You need two things working together:

• Mendeley Reference Manager — the desktop or web app where your library lives.
• A citation tool for your writing app — Mendeley Cite for Microsoft Word, or a BibTeX workflow for LaTeX.

Install the reference manager first, sign in, and let it finish its initial sync before you start adding sources. If you write in Word, install Mendeley Cite from the Microsoft add-in store and sign in with the same account.

Import references

There are three common ways to get sources into your library, and you can mix them freely.

Add a PDF you already have

Drag a PDF into the Mendeley window, or use the add/import option. Mendeley reads the file's metadata (title, authors, year, journal) and creates a library entry. Verify the metadata afterward — automatically extracted details are frequently incomplete or wrong, especially for older scans or non-standard layouts. Click the entry and correct any field that looks off.

Pull references from an online database

Most databases and journal pages offer a "Download citation" or "Export" button. Choose the format Mendeley accepts (RIS or BibTeX are the usual options), download the file, and import it into Mendeley. This is more reliable than typing details by hand because the metadata comes straight from the source.

You can also use the Mendeley Web Importer browser extension: open a paper's page, click the extension, and it captures the reference and, where available, the PDF.

Add a reference manually

For sources with no export option — a book chapter, a report, a thesis — use "Add entry manually," pick the item type (journal article, book, webpage, etc.), and fill in the fields. Choose the correct item type first, because the available fields change with it.

Organize your library

A flat list becomes unusable past a few dozen sources. Two tools keep it manageable:

• Collections (folders): group references by project, chapter, or theme. A single reference can sit in more than one collection, so you don't have to duplicate it.
• Tags: add keywords you can filter on later. Useful when a source spans several topics.

A practical habit: create one collection per paper or chapter you're writing, and add sources to it as you find them. When you start drafting, your citation list is already scoped.

Insert citations and build the bibliography

In Microsoft Word

1. Open your document and place the cursor where the citation belongs.
2. Open Mendeley Cite from the References tab.
3. Search your library, select the reference, and insert it.
4. Repeat at each citation point.
5. Insert the bibliography — Mendeley generates it from the citations you've placed.

Choose your citation style before you finish. Mendeley Cite lets you switch styles (APA, MLA, Chicago, Vancouver, and many others). Switching restyles every citation and the bibliography automatically, so you can change your mind late — but confirm the style your target venue requires and check the output against its guidelines.

In LaTeX

Export the references you need as a BibTeX file, then cite them with \cite{key} in your document and run your usual BibTeX/BibLaTeX workflow. The citation keys come from the exported file, so keep the export and your .bib file in sync when you add sources.

Sync and back up

Sign in to the same Mendeley account on every device you use. Your library syncs across the desktop app, the web version, and any other installation, so references you add on one machine appear on the others.

Two cautions:

• Sync is not a substitute for a backup. Keep your own copy of the BibTeX export or an exported library file for anything critical, so a sync problem or account issue can't wipe out months of work.
• Let sync finish before editing on a second device. Editing the same library in two places at once can create conflicts.

Common snags and how to handle them

Deciding whether this workflow fits you

Mendeley suits you if you want a free-to-start reference manager that handles PDF storage, folder organization, and citation insertion in Word without a separate BibTeX setup. It's less convenient if your writing is entirely LaTeX-based and you'd rather manage a .bib file directly, or if you need a citation style the tool doesn't support well.

For pricing and plan details, check the Mendeley pricing page directly rather than assuming a tier — the site lists a pricing page, and what's included can change.