Microsoft Word 2010 : Adding Supplementary Elements - Creating a Bibliography

11/19/2011 5:34:20 PM
A BIBLIOGRAPHY LISTS SOURCES cited indirectly in a document (that is, sources you do not directly quote or paraphrase but from which you have drawn key conclusions, ideas, or concepts). You first must insert each citation, or reference, to the sources in the text where appropriate. Like footnotes and endnotes, citations follow a particular style, such as MLA or the Chicago Manual of Style, so you need to find out which style to use for your class, school, professional discipline, or organization. Word formats each citation you add according to the selected style. For example, a citation in the MLA style might have just the author last name or author last name and cited page number in parentheses, as in (Smith) or (Smith 235).

To also include other sources that you’ve drawn on even more indirectly in the bibliography, you have to add those sources separately. Note that you should also check on the style of your school or organization with regard to including footnoted/endnoted sources in the bibliography. Most styles call for you to also include footnoted/endnoted sources in the bibliography, in which case you must add the sources manually, while some instructors may consider footnotes/endnotes and a bibliography separate elements. Some styles frown on using both footnotes/endnotes and parenthetical citations, so you should use citations and a bibliography only in that instance.

Once you’ve completed all the citations and sources, you can compile the bibliography.

Adding Citations

Start by selecting the citation style and inserting citations in the document, like this:

  1. Choose References > Citations & Bibliography > Style, and then click the style you want in the list, as shown in Figure 1.

    Figure 1. Citation styles.

  2. Click to position the insertion point where you want the citation to appear in the document.

  3. Choose References > Citations & Bibliography > Insert Citation > Add New Source. The Create Source dialog box appears.

  4. Select the type of publication or source that you’re citing from the Type of Source list. Then, fill in the rest of the text boxes with the information about the source. The dialog box will automatically adjust to prompt you for different information based on the citation style you selected in Step 1 and the Type of Source choice.

    Figure 2. A new citation source.
  5. Click OK to finish adding the source and creating the citation.

    Making the Right Entries

    When the insertion point is in a text box in the Create Source dialog box, an Example field at the bottom of the dialog box shows you how to type the information for that text box. For help entering multiple authors, click the Edit button. Enter the name for each author as prompted in the Edit Name dialog box, and then click Add. Click OK to finish adding authors and return to the Create Source dialog box.

  6. To add a page number for the citation, right-click it and click Edit Citation. In the Edit Citation dialog box, type a page number or range in the Pages text box, as shown in Figure 3. To suppress information from appearing in the citation, click the appropriate check box under Suppress. Click OK to finish editing the citation.

    Figure 3. Adding a page number.

  7. Repeat Steps 2 through 6 to add citations from new sources. Or, if you’ve already added the source, choose References > Citations & Bibliography > Insert Citation, and then click the source name in the menu, as shown in the example in Figure 4. You can then add a page number to the subsequent citation as described in Step 6.

Figure 4. Using an existing source.

Adding a Source

You also can include sources in the bibliography that you haven’t directly cited. Doing this is a good practice, as it both ensures you’ve given proper credit to other authors whose ideas you’ve drawn upon, as well as providing your peers and readers a comprehensive reading list so they can verify the information you presented or learn more about a particular topic.

Use these steps to create additional sources for the bibliography:

  1. Choose References > Citations & Bibliography > Manage Sources. The Source Manager dialog box appears.

  2. Click the New button to open the Create Source dialog box. It looks and works just like the Create Source dialog box shown in Figure 2.

  3. Select the type of publication or source that you’re citing from the Type of Source list. Then fill in the rest of the text boxes with the information about the source and click OK.

  4. Repeat Steps 2 and 3 to create additional sources. They will be added to the Current List area at the right (see Figure 5). Note that you also can click a source in the Current List area and use the Delete or Edit buttons to remove or change it.

    Figure 5. Managing sources.


    Sources you cited in other documents appear in the Master List area at the left side of the Source Manager dialog box. To add a source to the current document so that you can use it in citations, click the source in the Master List at the left, and then click the Copy button.

  5. Click Close to finish working with sources.

Generating the Bibliography

Once you’ve added and edited all the citations and have included additional sources that you did not specifically cite, you can create the finished bibliography. Once again, Word properly formats the bibliography based on the style you selected in the Citations & Bibliography group of the References tab.

Follow these steps to finish creating the bibliography:

  1. Press Ctrl+End to go to the end of the document (assuming you haven’t already created the index, in which case you should insert the bibliography on a new page before the index).

  2. Press Ctrl+Enter to insert a hard page break.

  3. Choose References > Citations & Bibliography > Bibliography, and click the Bibliography choice under Built-In. (See Figure 6.) The Bibliography immediately appears in the document.

Figure 6. Adding the bibliography.

To update a bibliography after you change sources, click in the bibliography, then click Update Citations and Bibliography in the tab above it, as shown in Figure 7.

Figure 7. Updating the bibliography.

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