Transferring Zotero data & files to new pc

todcoul
edited 20 days ago
Dear all, although there is documentation on the Zotero site to move Zotero data & files to a new pc, I haven't succeeded yet. My situation is this:

1) I have Zotero (still) running on the old pc, working fine. Useful to know: at some point I moved the files (pdfs &c of books/articles) to a different folder than the standard folder.
2) I have the free Zotero account, but have exceeded the storage quota with 5.6 MB, so if I understand correctly, not all data is synced online. (The files of course exceed 300 MB by a stretch)

Now, I tried the option B (Copy the data folder) but somehow, I couldn't see my data in the zotero app when I moved all the files. I tried two times, but it did not work.

Could anyone help me with this?
I also wondered how moving the data folder to the new pc would have effect on the sync aspect...

I'd be very happy with your help indeed!
yours
Thomas
  • tim820
    edited 20 days ago
    As long as you had *data* syncing turned on, all your metadata (including the recorded locations of your PDFs) would be stored online (you would be able to see all your items in your web library). Data syncing is free and unlimited, regardless of whether you have hit your online *file* storage limit for attachment files (300 mb free). Only the PDFs beyond your file storage limit would be missing from your web library.

    You say you moved the "files" to a different folder, mentioning only attachment file types. Do you mean you converted from "stored" files to "linked" files ? Or do you just mean you used a custom location for your entire data folder (database files and "stored" PDFs in a non-standard custom location, set under Settings\Advanced\Data Directory Location) ?
    https://www.zotero.org/support/attaching_files#stored_files_and_linked_files

    But whether you are using stored or linked PDFs, option B is indeed the only way to get a complete copy of your library onto your new computer, as all your PDFs were only on your original computer. If you have linked PDFs, there may be an extra step or two involved.
    https://www.zotero.org/support/kb/transferring_a_library
  • abcxyz20250421
    edited 18 days ago
    In my experience you can copy the entire Zotero folder (e.g. ~/Zotero on macOS/Linux or %USERPROFILE%\Zotero on Windows see here https://www.zotero.org/support/zotero_data) and replace that entire folder on the target computer with the one from your backup. Although it's possible you might have changed the default settings for this folder or where your PDFs are stored see https://www.zotero.org/support/preferences/advanced#files_and_folders
  • todcoul
    Dear Tim820,

    Thanks so much for your answer. And yes, I used a custom location for my entire data folder. If I understand correctly, it seems I could use the 1st option (syncing zotero on the new pc with my online info) after all. I'll see what happens then. (All my info and pdfs are still safely on my old pc and an external disk, after all.)

    Thomas
  • todcoul
    Update: yes it worked! I first transferred all the data through the syncing process, and then replaced all data & files in the Zotero folder. Then the pdfs also appeared, of course.

    (With hindsight, I was uncertain as to how the sync-process and transfer-process coincided. It looks like it worked out just fine. Now I just made use of the standard Zotero folder location - I can't actually remember why I moved that in the first place...)

    Anyway, thanks so much. A relief that all my material is now on the new pc.

    Thomas
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