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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
My understanding of APA is that the Reference List should have a hanging indent for on lines beyond the first for each work. Although I have selected APA as my format, it produces a Reference List justified on the left. I can manually add a hanging indent, although if I change my rererences and update the list, it looses all of my manual changes.
Has anyone else had any luck with this?
I just noticed another problem. I can't figure out why, but the automatic Reference list inserts a <space> between the Journal Title and the Volume number. It is hard to notice, except in the case where it put the comma at the beginning of the second line instead of follwoing the Journal Title on the first line. Then I checked the other references of journal articles and they all hard spaces between the title and comma as well. Is there a way to change this code or do I have to manually edit it?
Thanks for your help.
I really love this feature in Word. I teach freshman composition at a university, and I've found it a very helpful for myself and for my students. However, I haven't been able to recommend that they use it since the seventh edition of the MLA guide was published. Please send out an update on this issue quickly.
I have Office 2007 on my home and office computers, and I don't think either I or my school will be updated to 2010 very quickly. Will the style guide update be available to 2007 users as well?
Thank you for all of your comments. I''ll follow up with the Word team after the holidays and will post a comment, or update the blog post, when I can share more information.
@Nan: The Word team is currently working on format style updates, which will be available in a future service pack release. Unfortunately, these updates will not apply to Word 2007. One ray of hope, for me at least, is that all of the comments from this blog post have been sent to the Word team. I'm not making any promises, but grass roots revolutions have been known to change the world.
So, keep those comments coming everyone!
@Jennifer: Thank you for passing on my comments.
Do you have any idea when the Mircosoft team will update the APA to the sixth edition?
Thanks for your question, Richard. I wish I could give you a date, but an official release date hasn't been publicly disclosed. But believe me, I will update this blog post the instant these updates are announced and available for download.
The idea of having an reference manager is great, but not complete. It is more than nessecary to create an automated tool for importing citations from search engines (pubmed, science direct, or even google scholar or bing).
I'm still waiting for the APA 6th edition style.
I've only just started using the in-built word citation manager. However, when I cite the same reference more than once in a piece of work in APA format, it should change to first surname et al., year rather than repeating all the authors again. Is there a way to get it to do this or do I have to change them all manually?
Also when I insert a bibliography, why does it import all my current references not just those cited in the text? This means if I decide to delete a reference it still shows up in the bibliography?
Please help, this is really frustrating and I'm starting to wish I'd stuck to refworks which I've always used before.
Oh wait, I think I worked out the bibliography thing - I was accidentally copying them over from master list every time I put a new one in, can delete them so that solves that problem.
However, still confused about repeated references.
@Richard & whiterose62: Thanks for the comments. I'm sending them along to the Word team. Unfortunately, due to legal reasons, I can't announce service pack release dates until the "official" channel gives the okay. I know that's frustrating and I apologize. As soon as the release date is announced, I will update this blog post with the download location and relevant information.
@Hannah100: I think I understand your problem.
Here's how you delete a citation, so that it doesn't appear in your bibliography:
1. In Word, click the References tab.
2. In the Citations & Bibliography group, click Manage Sources.
3. Click to select the source you want to delete, and then click Delete.
Note: If you've already cited the source in your document, make sure to delete the source from both the Master List and the Current List.
4. Click Close to exit the Manage Sources dialog.
If you've inserted a Bibliography into your document, you'll need to update it. To do this:
1. Mouse over the Bibliography table in your document.
2. Click the Update Citations and Bibliography button.
Did this fix your bibliography? Let me know if I didn't understand the problem and you still need help.
@Jennifer, which version of MLA style does Word 2010 use? I would REALLY appreciate the 2009 MLA Guidelines for the automatic citations. Do you know if that style is available? If not, do you know if it is in development? Thanks, looner.