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Microsoft Word 2008

Working with Bibliographic References

Word allows you to create bibliographies and citations from lists of saved sources. Citations can be added either in-text, or as footnotes. While you can still type your references individually, using Word's automatic references can save you time when you will be using the same sources repeatedly. However, before adding citations or bibliographies, you will need to add your sources.

return to topSelecting a Reference Style

Once you have selected a reference style, all citations and bibliographies that you insert will be formatted to that style. However, changing the reference style for a finished document will not change the style of the citations that have already been added.

  1. On the Formatting palette, click CITATIONSCitations button

  2. On the Citation palette, from the Citation style pull-down menu, select the desired style

return to topInserting In-Text Citations

You can insert automatic in-text citations from the sources listed in your Current List. However, please be aware that you may need to edit the citation to add specific page numbers or change which information is displayed.

  1. Place your insertion point where you would like the citation to appear

  2. Click TOOLBOXToolbox button

  3. Click CITATIONSCitation button

  4. On the Citations palette, from the Citation list, double click the desired citation
    The in-text citation is added.

return to topEditing In-Text Citations

Once you have inserted an in-text citation, you can edit it to more closely fit your needs. These methods are only applicable if you are working with a DOCX document; DOC documents (such as those imported from previous versions of Word) will immediately convert your citations to static text. Working with DOCX documents, you may edit an individual citation (e.g., to add a page number) or change the information about the source that is displayed in all citations within that document.

Editing the Citation

This method allows you to edit individual citations, by either adding page numbers or suppressing certain information (e.g., the year or author).

  1. Insert the citation

  2. Click within the citation
    An arrow for a Quick menu appears, and the citation is highlighted.
    Highlighted citation

  3. From the Quick menu, select Edit This Citation...
    The Edit Citation dialog box appears.
    Edit Citation dialog box

  4. To add a page number to the citation, in the Pages text box, type the desired page number(s)
    HINT: Type only the number(s). Word adds p. or pp.

  5. To omit part of the citation, in the Suppress section, select the desired options

  6. Click OK
    The citation is edited.

Editing the Source

This method allows you to change the information for a source throughout all citations in a particular document. If this source appears in both your Current List and your Master List, Word will give you the option of updating the information in both lists.

  1. Click within the citation connected to the source you want to edit
    An arrow for a Quick menu appears, and the citation is highlighted.
    Highlighted citation

  2. From the Quick menu, select Edit Source...
    The Edit Source dialog box appears, containing the original source information.

  3. In the Edit Source dialog box, make the appropriate changes

  4. Click OK
    If the source appears in both the Master List and the Current List, a dialog box appears asking if you would like to update the source information in both lists.

  5. To update the information in both lists, click OK
    To update only the selected list, click NO
    To close the dialog box without making the changes to the reference, click CANCEL

  6. Click CLOSE
    You are returned to your document, and all citations within that document are updated with the new source information.

Converting the Source to Static Text

If you would prefer to work with your citations as plain text which will no longer be automatically managed by Word, this option allows you to convert citations to static text.

  1. Click within the citation you want to change
    An arrow for a Quick menu appears, and the citation is highlighted.
    Highlighted citation

  2. From the Quick menu, select Convert Citation to Static Text
    The citation is changed to static text.

return to topCreating a Bibliography

Word will automatically format a bibliography based on the references in your Current List.

  1. Place your insertion point where you would like the bibliography to begin

  2. From the Insert menu, select Document Elements » Bibliography
    The Bibliographies ribbon appears.
    Bibliography ribbon

  3. Choose a citation style using the Citation Style pull-down menu

  4. To choose a format and insert the bibliography in your document, click BIBLIOGRAPHY or WORKS CITED
    HINT: Use the arrows on the right of the ribbon to view the formats.
    NOTE: It is inserted into your document.

return to topAdding Footnotes

If your reference style requires footnotes, you will need to create the footnotes before adding the bibliographic reference. If the citation does not appear exactly as you would like it to, you may need to edit it.

  1. Place your insertion point where you would like the reference number to appear

  2. From the Insert menu, select Footnote...
    The Footnote and Endnote dialog box appears.
    Footnote and Endnote dialog box

  3. Select the desired options

  4. Click OK

  5. Insert your citation

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