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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.

Mendeley is a reference manager and academic social platform owned by Elsevier. It is used to collect and organize research papers, store and annotate PDFs, generate citations and bibliographies in word processors, and sync a personal library across devices. It is aimed mainly at researchers, students, and academic authors who need to keep track of sources and cite them consistently. Its distinguishing feature compared with a plain reference manager is the combination of library tools with a research community and discovery layer. Mendeley has a pricing page, so at least some plans or features are tied to payment; the available source material does not specify what is free.

The two sides of Mendeley

Mendeley is best understood as two products in one:

• A reference manager. You build a personal library of references, attach PDFs, and insert citations into documents.
• An academic network and discovery tool. You can follow research areas and other researchers, and use the platform to find and discuss papers.

The reference-management side is what most people use day to day. The social and discovery side is what separates it from tools that only format citations.

Core uses

Managing references and PDFs

You add references manually, by importing files, or by pulling metadata from a PDF. Each entry can carry the usual bibliographic fields — authors, year, title, publication, DOI — plus tags, notes, and folders. PDFs can be stored in the library, read, and annotated with highlights and comments. This is the part that replaces a folder of loosely named PDFs with a searchable, tagged collection.

Generating citations and bibliographies

Mendeley integrates with word processors through a citation plugin. The typical flow is:

1. Install the plugin for your word processor.
2. Place the cursor where the citation belongs.
3. Search your Mendeley library from inside the document and select the reference.
4. Insert the citation; the bibliography updates automatically.
5. Change the citation style (for example, a journal-specific style) and let the document reformat.

The expected result is a document whose in-text citations and reference list stay consistent with your library, so you do not renumber or retype entries by hand.

Reading, annotating, and syncing

Annotations made on a PDF are tied to that document in your library, and the library syncs across devices through a Mendeley account. The practical benefit is starting a paper on one machine and continuing on another without emailing files to yourself. Sync also means your library is backed up rather than living only on one hard drive.

Discovery and community

Because Mendeley is also a network, you can browse research areas, see what others are reading, and follow activity around papers. This is useful for keeping an eye on a field, but it is a secondary function for most users — the library and citation tools are the reason people stay.

Who it is for

How it differs from a plain reference manager

A basic reference manager stores and formats references. Mendeley adds:

• A public-facing profile and research network.
• Discovery features for finding papers and research areas.
• A recommendation and social layer around the library.

If you only need to format citations and never want a public profile or social features, that extra layer may be unnecessary. If you want your reference tool to also be a place to find and follow research, the combination is the point.

What to check before committing

• Pricing and plan limits. Mendeley has a pricing page, so check which features and storage limits sit behind a paid plan rather than assuming everything is free.
• Word processor support. Confirm the citation plugin works with the word processor you actually use.
• Import and export. Check that you can import your existing library and export it later, so you are not locked in.
• Collaboration needs. If you share references with a group, verify how sharing works on your plan.

The fastest way to judge it is to import a handful of real references, insert two or three citations in a test document, and change the style once. If that flow fits how you write, the rest of the platform is a matter of preference.

Mendeley's official site is mendeley.com. From there you can reach the download page for the desktop app, sign in to your account, and open the support and community resources. The exact menu labels and page layouts can change, so treat the paths below as the general structure and look for the matching links if the wording differs.

Downloading Mendeley

Mendeley is primarily a desktop reference manager, with a web library and mobile apps as companions. The desktop app is the one you install to manage your library and use the citation plugin in Word or other word processors.

• Go to mendeley.com and look for a Download link, usually in the top navigation or a prominent button on the homepage.
• The download page offers the desktop version for Windows, macOS, and Linux. Pick the installer for your operating system.
• Run the installer and sign in with your Mendeley account when prompted (or create one first — see below).

If you only need to read or organize references occasionally, the web library at mendeley.com may be enough. For writing papers with in-text citations and a bibliography, you'll want the desktop app plus the citation plugin.

Signing In and Creating an Account

Mendeley accounts are tied to Elsevier, so the sign-in flow may route through an Elsevier account page.

• On mendeley.com, find Sign in (or Log in) in the top-right area.
• If you don't have an account, choose Create account / Register and follow the form. You can typically register with an email address, or sign in via an institutional or Google account if those options are offered.
• Once signed in, your library syncs between the desktop app, the web library, and mobile apps, so the same credentials work across devices.

A note on cost: Mendeley has a Pricing page at mendeley.com/pricing. Check that page directly for what the free tier includes and what paid plans add — don't assume any particular feature is free or paid without confirming there.

Accessing Mendeley Across Devices

Syncing requires you to be signed in on each device with the same account.

Getting Help and Support

Mendeley's help resources are reached from the site rather than a single obvious button, so look for these:

• Support / Help center — searchable articles and guides on installing, syncing, citing, and troubleshooting. Often linked in the footer or under a Support or Help menu.
• Community / forums — user discussions where common problems (sync errors, plugin issues, PDF import quirks) are answered by other users and sometimes staff.
• Contact support — for account or billing issues that the help articles don't resolve.

If a help article references a menu you can't find, it may be out of date; the community forums are often the fastest way to confirm the current location of a setting.

Common Snags

• Sign-in loops — if you're bounced between Mendeley and Elsevier login pages, clearing cookies or using the same login method you registered with usually fixes it.
• Plugin not showing in Word — the citation plugin installs separately from the desktop app; check the desktop app's tools menu for the plugin installer.
• Sync not working — confirm you're signed in with the same account on every device, and check whether you've hit a storage limit on your plan (see the pricing page).

For anything account-specific, the official support and community channels are the reliable route — third-party download sites are best avoided.

Mendeley is the strongest fit if you want a free reference manager with built-in PDF reading and annotation, and you are comfortable with a cloud-first workflow. Choose Zotero if you value open-source flexibility and the widest range of community plugins. Choose EndNote if your institution provides a license and you need heavy-duty, publisher-style bibliography work. The three tools overlap heavily on the basics — importing references, storing PDFs, and inserting citations into Word — so the decision usually comes down to PDF workflow, sync limits, collaboration, and cost.

The comparison at a glance

Treat the table as a starting point, not a verdict — the right tool depends on which row matters most to you.

Where Mendeley stands out

Mendeley's defining feature is that the reference manager and the PDF reader are the same workspace. You import a paper, open the PDF inside Mendeley, highlight and annotate it, and those notes stay attached to the reference. When you later cite that paper, your annotations are already there. For a literature review where you read dozens of PDFs, this reduces tool-switching.

The second strength is citation insertion. Mendeley's Word plugin lets you search your library and drop in a citation, then reformat the whole bibliography when you change style. This is the core task in the related question "How to Use Mendeley to Manage References and Cite Sources in a Paper" — the workflow is import, organize into folders, cite while writing, then generate the bibliography.

The third is cost of entry. Mendeley has a free tier, and a Pricing page exists at mendeley.com/pricing. The page evidence available here does not specify what each tier includes, so check that page directly before assuming a particular storage or feature limit applies to you.

Where Zotero and EndNote pull ahead

Zotero is open source and has a deep plugin ecosystem. If your workflow depends on a specific connector, a citation style that a community member maintains, or integration with tools outside the Microsoft ecosystem, Zotero's openness is a real advantage. It also tends to be the choice for people who want to avoid vendor lock-in.

EndNote is the traditional institutional standard. If your university or lab already pays for it, the marginal cost to you is zero, and it handles very large libraries and publisher-specific requirements well. Its weakness for individual users is that it is commercial — without an institutional license, the cost is a genuine barrier.

How to decide

Ask yourself these questions in order:

1. Does my institution provide a license? If yes for EndNote, that is a strong default unless you dislike its interface.
2. Do I read and annotate a lot of PDFs? If yes, Mendeley's integrated reader is a natural fit.
3. Do I need open-source or specific plugins? If yes, Zotero.
4. Am I cost-sensitive with no institutional license? Mendeley's free tier and Zotero are both viable; compare their current limits rather than assuming.

A practical approach: pick one, import ten references, insert three citations into a test document, and change the citation style once. Whichever tool makes that loop feel least friction-filled is the one you will actually keep using. Migration between these tools is possible but tedious, so a short trial now saves effort later.

Common sticking points

• Sync and storage limits vary by plan and change over time. Verify current terms on the pricing page rather than relying on secondhand comparisons.
• Word plugin conflicts can occur if multiple reference managers are installed at once. Disable the ones you are not using.
• PDF metadata is often incomplete on import. Check author, year, and title before citing, or your bibliography will carry errors into the final draft.
• Collaboration features differ in what collaborators can see and edit. Confirm permissions before sharing a group library with co-authors.

Mendeley has a free tier, and it also has paid plans. The site lists a pricing page at https://www.mendeley.com/pricing, which is the place to check current plan names, prices, and what each tier includes. If you only need basic reference management, the free version is usually enough to start; if you need more storage or advanced collaboration features, you would look at the paid options. Because plan details and prices can change, treat the pricing page itself as the source of truth before you subscribe.

What the free version typically covers

Mendeley's free tier is aimed at individual researchers who want to:

• Store and organize references
• Import PDFs and metadata
• Generate citations and bibliographies
• Use the basic Mendeley Reference Manager and web library

For many students and early-career researchers, this covers the core workflow: collect sources, read them, cite them, and format a bibliography.

What paid plans usually add

Paid plans generally target users who need more capacity or team features. Common differences include:

The exact limits and feature names are not fixed in the source material, so verify them on the pricing page rather than assuming a specific number.

How to check the current pricing

1. Go to https://www.mendeley.com/pricing.
2. Compare the listed plans side by side.
3. Note the billing period (monthly vs. annual) and any currency shown.
4. Check whether your institution already provides access, since many universities subscribe on behalf of their researchers.
5. Confirm what happens if you exceed the free limits before you commit to a paid plan.

Expected result: you should be able to see which plan matches your needs and whether you can stay on the free tier.

Common sticking points

• Institutional access: If your university or employer has a subscription, you may not need to pay personally. Check with your library or IT department first.
• Storage limits: Free storage can fill up quickly if you import many PDFs. Know your limit before you hit it.
• Plan changes: If you upgrade or downgrade, check how the change affects your existing library and billing cycle.
• Login requirements: The pricing page may require you to sign in or create an account to see certain details. Do not assume everything is visible without logging in.

Bottom line

Mendeley is free to use at a basic level, and paid plans exist for users who need more. The pricing page is the authoritative place to confirm current costs and features. Before paying, check whether your institution already covers it, and make sure the free tier's limits match your actual workflow.