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[Author's note: Office 2010 Service Pack 1 includes updates to the Word 2010 Citations & Bibliography group. After installing the service pack you'll notice the new bibliography styles: APA 6th Edition, MLA 7th Edition, Harvard- Anglia 2008, and IEEE 2006. Screenshots in this blog post have been updated to reflect these changes. Download Office 2010 Service Pack 1 to update your computer.]
Did you know that it's easy to create a bibliography based on common citation formats in Microsoft Word? I describe how, below.
But first, let me share one student's story... the inspiration for this post.
A few months ago, we were asking students about how they write a research paper. Jon, a freshman at a local community college, had just completed a huge term paper that counted for a large percentage of his overall grade in a class. While describing how he wrote this paper, he told me he hated writing bibliographies because he couldn't remember the proper format for citing sources. Unaware that Word has a built-in solution to his problem, he had turned to an online alternative.
When I told him about the citation generator in Word he said, "Word does what? Where's that at?" Ouch.
In Microsoft Word 2007 and Word 2010, you can automatically generate a bibliography of the sources you used to write your paper. Basically, every time you add a new citation to the document, you also create a new source that will appear in the bibliography.
Since it's that time of year, again, and students are busy researching, gathering references, and writing papers, I thought I'd share this information with you. So, if you're like Jon and don't like writing bibliographies, here's how you can insert citations into Word and format bibliographies using common formats, such as MLA, APA, and Chicago-style.
To add a citation after a quote:
When you've completed these steps, the citation is added to the Insert Citation button, so the next time you quote this reference, you don't have to type it all out again.
If you want to create a bibliography from your sources, do the following:
If you want to learn more about using citation placeholders and editing sources, have a look at Creating a bibliography in Word 2010 or Creating a bibliography in Word 2007. Or if you want to export your bibliography sources to another computer, check out this post on the Microsoft Word blog.
There's one issue with the APA 5th Edition citation style I want to call out. APA style uses the author's name and publication date. If you have multiple citations from the same author, there is a known Word 2010 bug where the citation generator fills in the publication title when it's not supposed to. If this happens to you, here's how to fix the problem:
1. In the Word document, click the citation.
2. Click the down-arrow and then click Edit Citation.
3. Click the Title checkbox and then click OK.
-- Jennifer Bost
The APA style manual is now in its sixth edition and the Chicago Manual of Style is now in its sixteenth edition. Does Microsoft plan to update the formatting tool to reflect this? Also, many authors and editors would find it helpful if a choice for using the formatting style of the tenth edition of the AMA [American Medical Association] Manual of Style: www.amamanualofstyle.com/.../index.html.
Make that "... helpful if there were a choice for using ..."
Great catch, Katharine! I'm checking into this and will post an answer soon.
The MLA style is now in its seventh edition and can you update the biblography styles to include MLA 7?
OK, I've got the scoop from the Word team. They're currently working on format style updates, which will be available in a future service pack release. Thanks, Katharine and "somebody", for reading the blog and sharing your questions.
Thanks very much for the update, Jennifer. It's much appreciated.
I am using Microsoft’s Office 2010, which supports bibliography. So far, so good. The feature, like anything new, leaves room for improvement. What I see as a bug, is that for authors with more than one work, not only it drops in the name and publication year, when citing the work in the text, but it also insert the work’s title.
(Schwab, The Practical 3: Translation into Curriculum, 1973)
(Schwab, The Practical 4: Something for Curriculum Professors to Do, 1983)
If you have a channel with Microsoft’s tech support, please pass it along. Thanks.
Excellent question, Panosh. I wanted to understand your issue, so I tried reproducing your experience on my computer. To receive the expected result, "(Schwab, 1973), (Schwab, 1983)", I selected the APA style. If you have time, could you try changing your style format to see if this solution works for you? To do this, in the Citations & Bibliography group, click the arrow next to Style, and select APA Fifth Edition.
Let me know if it works.
Let me understand, you have at least TWO references by the same author in your sources, and when you cite the particular author, yes, using APA 5th, you do NOT get the title of the book embedded between the author's last and the year of the publication? I do get the title ALL the time; again, only for authors for who I have two or more sources. And this is why I brought it to this blog....
Thanks for working with me to clarify your experience, Panos. I sent this issue to the Word team and they were able to reproduce the problem. Apparently this is a bug. There is a workaround, though. I've updated the blog post (at the bottom) with the workaround instructions. Please let me know if they don't work for you. And thanks again for bringing this issue to the blog. This is great feedback!
I am looking to add a new MLA "Type of Source" for PowerPoint presentations. I have the format but can't figure out how to add a new "Type of Source". Any ideas?
@gmichal: Unfortunately the citation feature is specific to Microsoft Word and is not available in Microsoft PowerPoint. I have seen people add a Bibliography slide to the end of their presentations and use a text box to type in their citations. However, this is a manual solution and not something built in to the program itself.
I'm forwarding your comment to the PowerPoint team, so they hear your "feature" request.
Good luck with your bibliography!
I noticed that there are quite a few bugs they need to fix with this, unless I am doing something wrong. First this is for APA style. If you put in a source with no date it is my understanding that the text should be (Smith, n.d.) as it will show on the reference page. Second it give you options for works cited or bibliography but not references as it would be titled for APA. So if you do use one of the other formats then the titles of book have capitalization when only the first would should be.
How do we update Office 2010 to include our purchased version of Styleease and/or get access to APA 6th edition
I'm looking forward to the MLA 7 update. I really wish Microsoft would show us (or even allow?) the public to write our own updates so these could get pushed out to the community at a faster rate. Crowd sourced would work great for this type of system. The current pull down menu allows for perfect integration of this system too. Install "MLA 7 crowd-sourced" and away you go.