USE WORD’S CITATION TOOLS

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CSS 104 Handout #42

Microsoft Word 2007 and 2010 have built-in tools to help you create a bibliography is several format as well as cite your sources properly. These instructions are a collection from the Microsoft Help screens so that you can easily print them for your own use. If you can’t find Help in Word 2007 or 2010 – click the small question mark at the right of the screen, directly under the close button! The tool looks like this

These instructions are from Microsoft Word 2007. The instructions for the tools in Microsoft Word 2010 are shown below those from Word 2007.

WORD 2007 INSTRUCTIONS

Cite your sources

Are you writing a research paper? Chances are that keeping track of citations and creating a bibliography are not your favorite parts of the process.

Maybe you are a high school student new to bibliographies or a college student sweating the details of citing sources. Or are you a graduate student grappling with the fine points of MLA, APA, or some other publishing guideline?

If you create research papers, the new bibliography feature in Office Word 2007 does the heavy lifting for you. You can spend your time writing your paper, not fussing over citations and references.

Managing sources

As you conduct your research, you can add each source to a master list of sources that you consulted. You fill in information such as author, title, year of publication, and so on. Office Word 2007 automatically builds citations based on the information that you provide.

When you write your paper and you quote a source, you can easily insert a citation by selecting from the sources in your list, or you can add an entry for a new source. Citations are automatically formatted for the guidelines (such as Chicago or APA) that you specify.

Word 2007 stores a master list of the sources that you consulted during your research.

When you quote a source, you insert a citation in your document, and Word 2007 keeps track of which sources you cited.

A preview shows you what the citation will look like— in this case, in MLA format.

A preview also shows you what the bibliography entry for this source will look like, again in MLA format in this example.

When you reach the end of your paper, you can easily assemble the list of references that you used. Just click a button to create the bibliography. Office Word 2007 formats it for you automatically according to the guidelines that you specify.

No need to start over

What if you write a paper for your literature class, but an educational journal wants to publish it? You used MLA style for formatting the citations and bibliography, but the journal uses APA style. It would be tedious to edit every citation and revise the bibliography to switch them from one style to the other. Fortunately, Office Word 2007 can switch bibliography styles. Choose a different style, and Word automatically reformats all the citations and the bibliography.

What about the next time that you write a paper on a related subject? If your specialty is Mark Twain, you will probably cite many of his same works in more than one paper. Word stores your master list of sources for you. Whenever you start a new paper, you can choose from your list of sources for the citations that you make in that paper.

Create a bibliography

A bibliography is a list of sources, usually placed at the end of a document, that you consulted or cited in creating the document. In Microsoft Office Word 2007, you can automatically generate a bibliography based on the source information that you provide for the document.

Each time that you create a new source, the source information is saved on your computer, so that you can find and use any source you have created.

WORD 2010 INSTRUCTIONS

What do you want to do?

  • Add a new citation and source to a document
  • Find a source
  • Edit a citation placeholder
  • Create a bibliography

Add a new citation and source to a document

When you add a new citation to a document, you also create a new source that will appear in the bibliography.

  1. On the References tab, in the Citations & Bibliography group, click the arrow next to Style.
  1. Click the style that you want to use for the citation and source.

For example, social sciences documents usually use the MLA or APA styles for citations and sources.

  1. Click at the end of the sentence or phrase that you want to cite.
  2. On the References tab, in the Citations & Bibliography group, click Insert Citation.
  1. Do one of the following:
  2. To add the source information, click Add New Source.
  3. To add a placeholder, so that you can create a citation and fill in the source information later, click Add new placeholder. A question mark appears next to placeholder sources in Source Manager.
  4. Begin to fill in the source information by clicking the arrow next to Type of source.

For example, your source might be a book, a report, or a Web site.

  1. Fill in the bibliography information for the source.

To add more information about a source, click the Show All Bibliography Fields check box.

Notes

  • If you choose a GOST or ISO 690 style for your sources and a citation is not unique, append an alphabetic character to the year. For example, a citation would appear as [Pasteur, 1848a].
  • If you choose ISO 690-Numerical Reference and your citations still don't appear consecutively, you must click the ISO 690 style again, and then press ENTER to correctly order the citations.

Find a source

The list of sources that you consult or cite can become quite long. At times you might search for a source that you cited in another document by using the Manage Sources command.

  1. On the References tab, in the Citations & Bibliography group, click Manage Sources.

If you open a new document that does not yet contain citations, all of the sources that you used in previous documents appear under Master List.

If you open a document that includes citations, the sources for those citations appear under Current List, and all sources that you have cited, either in previous documents or in the current document, appear under Master List.

  1. To find a specific source, do one of the following:
  2. In the sorting box, sort by author, title, citation tag name, or year, and then search the resulting list for the source that you want to find.
  3. In the Search box, type the title or author for the source that you want to find. The list dynamically narrows to match your search term.

NoteYou can click the Browse button in Source Manager to select another master list from which you can import new sources into your document. For example, you might connect to a file on a share, on a research colleague's computer or server, or on a Web site that is hosted by a university or research institution.

Edit a citation placeholder

Occasionally, you may want to create a placeholder citation, and then wait until later to fill in the complete bibliography source information. Any changes that you make to a source are automatically reflected in the bibliography, if you have already created one. A question mark appears next to placeholder sources in Source Manager.

  1. On the References tab, in the Citations & Bibliography group, click Manage Sources.
  1. Under Current List, click the placeholder that you want to edit.

NotePlaceholder sources are alphabetized in Source Manager, along with all other sources, based on the placeholder tag name. Placeholder tag names are numbers by default, but you can customize the placeholder tag name with whatever tag you want.

  1. Click Edit.
  2. Begin to fill in the source information by clicking the arrow next to Type of source.

For example, your source might be a book, a report, or a Web site.

  1. Fill in the bibliography information for the source. Use the Edit button to fill in fields instead of having to type names in the appropriate format.

To add more information about a source, click the Show All Bibliography Fields check box.

Create a bibliography

You can create a bibliography at any point after you insert one or more sources in a document. If you don't have all of the information that you need about a source to create a complete citation, you can use a placeholder citation, and then complete the source information later.

NotePlaceholder citations do not appear in the bibliography.

  1. Click where you want to insert a bibliography, usually at the end of the document.
  2. On the References tab, in the Citations & Bibliography group, click Bibliography.
  1. Click a predesigned bibliography format to insert the bibliography into the document.