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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
Hi, I'm having trouble working out why my bibliography has inconsistent styles. I have added all my citations the same (and have checked this), but using Chicago formatting sometimes the bibliography cites a reference as "First author et al." and sometimes lists all authors. I would greatly appreciate any tips as to how to get consistent citations.
Hi Jennifer, Just checking to see if there is any word on when the new service pack with APA 6th edition will be available. I'm anxious, as I'm sure many others are, to see this upgrade! Please forward that to the Word product team. Thanks for all you do!
@cdpjax: Thanks for the nudge. In fact, the new service pack is available! I've updated the blog post with a link to the download location and I've updated the screenshots in the post, so you can see what's changed.
Has anyone written an n MS Word 2010 citation style sheet for the McGill 6th legal citation format? It would help lawyers all over Canada if this was a standard citation format in your menu options.
@Becky Sharpe: Thank you for leaving a comment. I've forwarded your suggestion to the Word team. I can't make any promises regarding future functionality, but at least your vote has been counted. Thanks for the suggestion!
Along with Ben, I have come up against the problem of parentheses around citations in the footnotes. I love the bibliography manager; but this feature has been commented on by my supervisor as being a problem when it comes to presenting the final thesis (for PhD). Is there a work around, or is it going to be fixed? I didn't see an answer to his comment.
@Ben: I apologize for missing your comment and not responding earlier.
@TomObedlam: Thanks for bringing Ben's question to my attention. I wish I had good news here. Unfortunately, Word doesn't currently support footnote/endnote citations. I passed your feedback on to the team, so they're aware of your feature request. Thanks for leaving a comment and letting us know about your need.
Thank you Jennifer!!! This is GREAT news!
I am currently writing a technical electrical engineering paper for a client and was glad to find that the IEEE 2006 style has been added with SP1 to Microsoft Word 2010. However, when I attempted to generate a bibliography using this style, I found that the bibliography formatting was incorrect. In particular, book titles and journal titles are in normal font rather than italicized. Furthermore, journal articles did not appear in quotation marks. Such issues were not encountered when I tried other citation formats (e.g. iso-690). Is this a known bug with the IEEE 2006 style?
@NickZ: Thank you so much for the feedback. I sent your comment to the Word team and they are investigating the issue. I'll let you know when I hear back from them.
@NickZ: Hi again. I heard back from the Word team. They did some testing and weren't able to reproduce the issue. They'd really like to learn more about your experience. Would it be possible to get a copy of the document? Or if not that document, then a dummy document that shows the same issue. Email the document to email@example.com.
If it's not possible to email a file, my only other advice would be to double-check that you have the correct source type selected. (See the screenshot below step 6 in the blog post. The very first option is the Type of Source drop-down list.) For IEEE 2006, use the Type of Source drop-down arrow to select: Book, Book Section, Journal Article, Article in a Periodical, Conference Proceedings, Reports, or....
When I select 'Journal Article' as the type of source, then the citation appears with the journal name italicized and the title is enclosed within quotes.
Hope this helps!
Thank you very much for your help. I think I now have resolved some of the issues. When I started on the document, I did not have access to SP1 and thus did not have the IEEE 2006 style. As such, I chose the iso-690 style with numerical references. However, to get that to produce bibliography entries that met my needs, I found that I had to place citation entries into improper fields. In particular, I placed journal titles in the "publisher" field rather than in the "journal name" field. When I upgraded to SP1 and obtained the new IEEE 2006 style, I attempted to apply the style. This new style exposed the incorrect entries, which I had completely forgotten about.
After fixing some of the entries in my bibliography sources and applying the IEEE 2006 style, I now get proper entries for journal references. However, I still find that titles of books are not properly italicized. I double checked my entries and confirmed that I did specify them as books and did put the title in the proper field. Furthermore, I verified on the IEEE website that book title should be italicized in bibliographies. I will send a very simple document illustrating the problem to the address that you provided. Thanks again.
@NickZ: Well, darn. Sorry to hear that you're still seeing an issue with italicizing the book title. Thank you for creating a sample document and emailing it to us. That will help the team analyze the issue. I'll keep a look out for your email and let you know what we uncover. Thanks, again, for all of the helpful feedback!
I am using APA 6th edition in Word 2010, sp1. Love having a built in references manager. Two problems though:
1) APA 6th edition uses "References" not Bibliograaphy or Works Cited. But References is not one of the choices.
2) I'm using CDC websites in my references. For author I left it blank but I checked Corporate author and put Centers for Disease Control. The problem is I am also using another web page from the CDC and I also put corporate author as Centers for Disease control. Now both in-text citations look identical even though they refer to separate web pages--in text citation just says (Centers for Disease Control) for both, no way to distinguish which web page. I think I am not supposed to list an author if I don't know it anyway so I went back in and unchecked corporate author; it then put Centers for Disease Control into the normal Author field. I erased that, hit ok, hit yes to update all my lists -- and nothing changed! When I edit that source again, it once again has corporate author checked and Center for Disease Control listed as the author and the in text citations are the same. I can't get rid of that corporate author! I think it must be a bug or I'm doing something wrong.
One more thing. In my in text citation, for APA 6th ed, I need to put a year. Since I don't know the year of the CDC web sites, I need to put n.d.
The n.d. does show in the Bibliography, but my in-text will not put n.d. How do I do this without changing to static text and fixing it myself?