To turn separate numeric references into a range such as [1–3], put the items in one Zotero citation and use a CSL style that collapses citation numbers. This guide covers Microsoft Word on Mac and an optional style edit.

What must be true for a continuous reference range?

The rendering contract is specific: the style must output citation-number, enable collapse="citation-number", and present an increasing consecutive sequence. CSL documents the transformation from [1, 2, 3, 5] to [1–3, 5]; descending numbers do not collapse. The specified range separator is an en dash. CSL 1.0.2 Specification

A continuous range must preserve which works you cited. If the selected references are numbered 1, 2, 3 and 5, [1–5] would incorrectly include reference 4. The useful target is therefore “collapse each consecutive run,” with gaps remaining visible.

This guide concerns numeric citations in the text. The bibliography still identifies the individual works behind those numbers. Numeric styles can order bibliography entries alphabetically or by first citation, so check the document’s assigned numbers before judging whether a selection is consecutive. Primer — An Introduction to CSL

Before changing anything, save a working copy of your Word document. Use that copy for the synthetic test below, especially if you plan to modify a citation style.

How do you combine the items in Word for Mac?

With Zotero running and its Word plugin available, use Word’s Zotero tab:

  1. Click an existing citation and choose Add/Edit Citation, or position the cursor for a new one.
  2. Search for the first item by title, author or year and select it.
  3. After its bubble appears, keep typing to find the next item. Add every required work before pressing Return to finish.
  4. Open Document Preferences to select the intended numeric style.
  5. Use Refresh to update the document. Using the Zotero Word Plugin

If the sentence already has several separate citation fields, rebuild the intended selection inside one of them, checking every item bubble. Then remove the redundant fields. Treat this as a small document edit: compare the selected works before and after so that none disappears.

If you previously rearranged citation bubbles, open the citation dialog’s Z menu and enable Keep Sources Sorted when available. Zotero displays this option only for styles that define citation sorting. Avoid typing a replacement range directly into the field: manual changes can prevent automatic updates. Using the Zotero Word Plugin

How do you choose or adjust a style that produces ranges?

Start with an existing style that otherwise matches your required format. In Zotero on Mac, open Zotero → Settings, then the Cite pane. The official settings documentation uses this Mac menu path; some documentation still calls the window “preferences.” Zotero Settings

Use Get additional styles… to search Zotero’s style repository and install a suitable style. An installed style must also be selected for the Word document through Document Preferences. If an existing style seems incorrect, Zotero recommends checking the latest application and repository style versions before reporting a formatting error. Citation Styles

When the bibliography format is already right but the citation range format needs adjustment, make a custom copy. Zotero’s editing guide recommends starting from the latest suitable style, changing its title and ID so an update will not overwrite your changes, and validating the edited file. On Mac, TextEdit can edit the file using Format → Make Plain Text. Save it with a .csl extension. Editing CSL Styles - Step-by-Step Guide

The citation fragment for bracketed numeric ranges

The following is a CSL fragment, not a complete installable style. It belongs inside an existing independent style and illustrates the citation section for simple bracketed numbers. Retain the surrounding style metadata and bibliography. If your file only points to an independent parent, obtain that parent’s formatting code before editing. Primer — An Introduction to CSL

<citation collapse="citation-number" after-collapse-delimiter=", ">
  <sort>
    <key variable="citation-number"/>
  </sort>
  <layout prefix="[" suffix="]" delimiter=", ">
    <text variable="citation-number"/>
  </layout>
</citation>

Here, collapse enables ranges, the sort key orders numbers ascending, and the two delimiter settings retain comma-space separation between runs and remaining numbers. after-collapse-delimiter controls punctuation after a collapsed group; it does not choose the dash inside a range. CSL 1.0.2 Specification

The square brackets sit on layout, enclosing the complete citation. The inner text outputs each reference number. This placement matters when you want one enclosing pair. If your existing citation section also renders locators or other text, adapt it carefully rather than replacing those instructions with this simplified fragment. The CSL primer explains the separate roles of citation layout, rendering elements and bibliography layout. Primer — An Introduction to CSL

How can you verify the result before using it?

Select several items in Zotero, then open Style Editor from the Cite pane. Load your starting style from the editor’s dropdown. The upper area contains the code; the lower area previews citations and bibliography entries. Use the editor’s Refresh button to load the selected library items. Edits update the preview automatically. Zotero Style Editor

Save your edited code before switching styles or closing the editor, because those actions discard unsaved edits. A working preview does not replace CSL validation: the editor distinguishes XML errors from other style problems, and Zotero explicitly recommends validating the style after editing. Zotero Style Editor

Install the complete saved .csl file using the + button in Zotero’s style manager, then select its distinctive title in Word’s Document Preferences. The + button installs local CSL files; pasting only the fragment above into a new file does not supply the rest of a style. Cite

A synthetic test that checks both ranges and gaps

Use five neutral test records with titles such as Grid Notes A, Grid Notes B, Grid Notes C, Grid Notes D and Grid Notes E. These are illustrative work titles, not external sources. For this test, assume the document assigns them numbers 1 through 5 respectively; inspect the actual bibliography and adjust the selections if necessary.

Build the following citations in a scratch document. These expected outputs are derived from the simple fragment above, using citations without locators, prefixes or suffixes:

Selected reference numbers Expected output What it checks
1, 2, 3 [1–3] A consecutive run collapses
1, 2, 3, 5 [1–3, 5] A gap remains visible
1, 3, 5 [1, 3, 5] Missing references are not implied
3, 1, 2 [1–3] Numeric sorting precedes collapsing

The range and ordering rules come from the CSL 1.0.2 Specification.

Check the bibliography alongside the citation: Grid Notes B must still have its own entry even though the displayed range omits the middle number. Then add or remove one selected work and refresh. This tests the editing behavior you need, beyond whether the first rendered citation looks right.

What should you check if the numbers still stay separate?

Use the synthetic document to narrow the problem. If the custom style works there, compare the original document’s selected style, item bubbles and sorting choice. If the preview itself fails, return to the saved style code and validation step. This diagnostic order keeps document assembly and style rendering independently observable.

For a persistent style problem, record the exact expected and actual output, the style title, and the selected test records. Zotero’s documentation asks style-error reports to include evidence of the required format; a short reproducible example makes that comparison clear. Citation Styles

Once the consecutive-run and gap tests pass, apply the same style and citation-building method to your working document. Check the selected works and bibliography together so the shorter display preserves the references you intended.

Sources