Creating Citations and a Bibliography in Word 2010 Introduction Word 2010 is able to automatically create citations and a bibliography for you. To do this, you build up a list of references. The list is stored with your profile at NMIT. A citation is the short inline reference to an author that you have quoted or directly referenced in the body of the text. Inserting a Citation NOTE: To use the Citations and Bibliography features of Word, you must save the document in Word 2010 format, (with a.docx suffix). A citation typically takes this form: (Anderson, 2006). 1. To create a citation, first make sure your cursor is in the position you want the citation to appear 2. Click on the Insert Citation button on the References ribbon 3. Select Add New Source 4. Select the type of source from the dropdown list. That changes the types of information you can fill in 5. Enter information in the boxes appropriately for the citation you want to create Choose the type of source Choose the referencing style usually APA Edit author name(s) to easily add NOTE: For journal articles, you ll want to tick the Show All Bibliography Fields tick box, because this allows you to enter more info about the month, page numbers, etc. You can show more fields for any type of source. This allows you to enter as much information as you have available. Single vs If you want to Add a single author then The name can entered as firstname lastname, as in the above example (John Anderson) Creating a Bibliography in Word 2010.docx 1
Single vs (continued) If you want to Add joint Add a corporate author Edit names then These need a special layout (eg, Smith, J; Jones, R; Evans, P.) so use the Edit button for easy insertion of eg. Nelson Mail, tick the Corporate Author box and enter details as appropriate. This is also useful if you want the name to appear in an exact way (not surname, firstname). Click the Edit button to open an edit dialog box Repeating existing citations Create as many citations as you require for your work. To put the same citation in a second position in the text, click the Insert Citation button again. This time, you will see a list of all the citations that you have created. Choose the one you want, and that citation will appear where the cursor is. A citation is a special field A citation in Word is a special field. When you click the mouse on a citation in the text, it shows with a special border and a blue shade. page number to a citation Each citation in your text is unique and can be edited. Although the source information for the citation remains the same throughout the document, you can customise the individual citation. This includes adding a unique page number if you wish. To add a page number to a specific citation, right click on it and select Edit Citation. You can enter a page number in the space provided. After doing this, the citation now looks like this: If you use a citation more than once, each one can have a different page number. Creating a Bibliography in Word 2010.docx 2
placeholder citation A placeholder is a citation that has yet to filled in, like this: (Placeholder1). This is useful if you don t have all the information at your fingertips to start with. You can edit the citation later. You can enter a short name for the placeholder by clicking on it and entering a name that you will recognise later. The Master List and the Current List View all citations by clicking Manage Sources on the References ribbon. Citations are compiled into a Master List. This list is available in other documents you might create in the future. The Current List shows those citations that you have used in the current document (see the image below). You can make previously saved citations available in the current document by copying them to the Current List window. Editing a citation source If you need to add more information or edit a source, click Manage Sources on the References ribbon. This opens a box showing all your citations. Select a citation from either the Master List or Current List, and click Edit. (If you edit one on the Current List, changes only occur in this document). Note that Placeholder citations are shown with a question mark next to them. A preview of what both citation and bibliography will look like is shown at the bottom of the box. reference that is not cited Sometimes you wish to add a reference to a source that you have used in your research but is not necessarily cited. This type of source would appear in a Bibiography but not in a Reference List. To add this kind of source, open the Manage Sources window (shown above), and click the New button. You can enter information in exactly the same way as for a cited source. Sources that are cited in your work show with a tick next to them. Creating a Bibliography in Word 2010.docx 3
bibliography When you have finished your work, place your cursor at the end of the document. It is common to have a bibliography on a new page, so if you want to do this, first select the Insert ribbon and click on the Blank Page button. First, select the Reference Style you want (APA, etc) from the drop down box. Now, on the References ribbon, click the Bibliography button. You can select one of the styles shown. Note that if you choose a bibliography style, the bibliography includes its own title. If you want to add your own title (especially if you want to use a style for the heading that is consistent with other headings in your document), just click the Insert Bibliography button at the bottom. Choose referencing style Includes a title No title The bibliography will appear at the position of the cursor, as shown below. Bibliography Anderson, J. (2006). The Life of the Humpback Whale. Auckland: Smith and Sons. Smith, J., Jones, R. and Evans, P. (2005, June). Humpback Whale Song. Journal of Zoology, 25-30. Keeping the bibliography updated When you add more sources to your list of sources, Word does not automatically update the bibliography or reference list that you have added at the end of the document. You must do this as a deliberate action. To update a bibliography, right click anywhere on the bibliography and select Update Field. This will add any new sources, alter any edited ones, and reorganise all sources alphabetically. Creating a Bibliography in Word 2010.docx 4
Reference List versus Bibliography There is a technical difference between a Bibliography and a Reference List. Some tutors require you to use both in one document, while others allow you to list all sources in one Bibliography. A Reference List is the list of sources you have actually cited in your document. A Bibliography is a list of all sources you have used for your research, but have not actually cited in your document. This does NOT include any sources you have separately listed in a Reference List. If you use both, insert the Reference List first. To show both a Reference List and a Bibliography in a document using the Word referencing tools, you first create two lists, and then edit each one to remove the entries that do not belong. Each list will initially look exactly the same. However, you can edit the list(s) by clicking within them and deleting those items you don t require. Just highlight the text, then use the delete or backspace key. NOTE: This can be a bit fiddly, because each time you update the Bibliography or Reference List, Word automatically puts back ALL citation sources in both lists. For this reason, it is a smart idea to finalise your Reference List and Bibliography once you have done all your work. Formatting a bibliography or reference list Word automatically formats your bibliography in a particular style, but you can change this if you wish. Select the whole bibliography, and use the Paragraph formatting tools on the Home ribbon, Paragraph group. For more specific formatting (e.g. hanging indent), click on the arrow at the bottom right of the Paragraph group. NOTE: If you update your Bibliography, you lose any customised formatting, so do this at the end! Creating a Bibliography in Word 2010.docx 5