how to make reference in word

Managing references: Word's References tool

• Mendeley Reference Manager
• Word's References tool
• Workshops (EndNote & Mendeley)

Word has its own, basic referencing system available via the 'References' tab on the ribbon. This lets you add references to a document and then create a bibliography at the end of the text. References are stored in a master list, which can be used to add references to further documents.

Note: this system is not as powerful as EndNote, Mendeley or Zotero.

First steps

• Create your document.
• To insert a citation in the text go to the 'References' tab on the ribbon and click on 'Insert Citation' and 'Add new source'.
• Select the 'Type of source' and fill in the boxes.
• Add all the citations to your document.
• When you have finished, go to the end of your document and click on the 'Bibliography' option. Select from one of the preformatted options or just insert the bibliography to format yourself.
• To change the style of your references from the default 'APA' style click on the 'Style' list and select another. Note that the styles available in Word might not match those required for your assignments. Check them carefully and if they don't match you can convert the bibliography to editable text. See the guide below for instruction on doing this.

Further guidance

• Microsoft Word - create a bibliography, citations and references Step-by-step guide and video on using Word's own referencing tool (be aware the styles available might not match your department's requirements)

Microsoft References introductory video

Microsoft don't seem to produce their own video on using this tool, so this one has been taken from YouTube. Although it isn't for the latest version of Word, it gives a clear explanation of the basics, which haven't changed.

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• Last Updated: Aug 15, 2023 10:16 AM
• URL: https://libguides.reading.ac.uk/managing-references

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Erin Wright Writing

Writing-Related Software Tutorials

How to Insert Citations in Microsoft Word (Step-by-Step)

By Erin Wright

Managing citations for research papers, theses, dissertations, and other nonfiction works can be overwhelming. However, you can ease the process by learning how to insert citations in Microsoft Word using the software’s citation and bibliography tools.

This tutorial covers six topics:

• How to select a citation style
• How to insert citations for new sources
• How to insert citations for existing sources
• How to edit sources
• How to use citation placeholders
• How to insert bibliographies, reference lists, or works cited lists

Important Note: At the time this tutorial was published, Microsoft Word did not offer the most up-to-date formatting for several of our primary style guides , including APA, Chicago, MLA, and Turabian. Therefore, I encourage you to review the available styles before using the citation and bibliography tools. We will cover the steps to customize citation and bibliography styles in a separate tutorial.

This tutorial is also available as a YouTube video showing all the steps in real time.

Watch more than 200 other writing-related software tutorials on my YouTube channel .

The images below are from Word in Microsoft 365. The steps are the same in Word 2021, Word 2019, and Word 2016. However, your interface may look slightly different in those older versions of the software.

How to Select a Citation Style in Microsoft Word

• Select the References tab in the ribbon.

• Select your citation style from the Style menu in the Citations & Bibliography group.

How to Insert Citations for New Sources in Microsoft Word

• Place your cursor where you want to insert the citation.

• Select the References tab in the ribbon (see figure 1).
• Select the Insert Citation button in the Citations & Bibliography group.

• Select Add New Source from the drop-down menu.

• Select the source type from the Type of Source menu in the Create Source dialog box.

• Enter the source information into the bibliography fields.

• (Optional Step) Select Show All Bibliography Fields if you need to add additional information.

• (Optional Step) Enter the source information into the additional fields.

• Select the OK button.

Your citation should appear in your text.

How to Insert Citations for Existing Sources in Microsoft Word

Once you enter a source, as shown in the section above, you can create additional citations for that source without reentering the information.

• Place your cursor where you want to insert the citation (see figure 3).
• Select the Insert Citation button in the Citations & Bibliography group (see figure 4).
• Select the source from the drop-down menu.

Your citation should appear in your text (see figure 11).

How to Edit Sources in Microsoft Word

When you edit an existing source, you will also edit any existing citations for that source in your current document.

• Select the Manage Sources button in the Citations & Bibliography group.

• Select the source you want to edit in the Master List or the Current List in the Source Manager dialog box.

Pro Tip: The Master List is stored in your computer and is accessible in all your documents. The Current List is part of your current file and is only accessible in that file. By default, Word stores new sources in the Master List and the Current List.

• Select the Edit button.

• Enter your edits in the Edit Source dialog box. (Select Show All Bibliography Fields , if necessary.)

• Select Yes or No in the alert box stating that you will be updating the source in both the Master List and the Current List. (Strongly consider selecting Yes to update both lists if you plan to cite this source in future documents.)

• Select the Close button in the Source Manager dialog box.

How to Use Citation Placeholders in Microsoft Word

You can use placeholders if your source information is not available.

• Place your cursor where you want to insert the citation placeholder.
• Select Add New Placeholder from the drop-down menu.

• (Optional Step) Change the name of the placeholder in the Placeholder Name dialog box.

Pro Tip : You can use the same placeholder in the future by selecting it from the Insert Citation drop-down menu (see figure 12).

• When you are ready to replace the placeholder with a source, complete the steps in How to Edit Sources above.

How to Insert Bibliographies, Reference Lists, or Works Cited Lists in Microsoft Word

These steps will only work if you inserted your sources using Word’s citation and bibliography tools.

• Place your cursor where you want to insert the bibliography, reference list, or works cited list.
• Select the Bibliography button in the Citations & Bibliography group.

• Select Bibliography , References , or Works Cited from the drop-down menu.

Your bibliography, reference list, or works cited list should appear in your document.

Related Resources

How to Create Hanging Indents in Microsoft Word

How to Insert Footnotes and Endnotes in Microsoft Word

How to Convert Individual Footnotes to Endnotes in Microsoft Word (and Individual Endnotes to Footnotes)

How to Create a Cover Page in Microsoft Word (Built-In and Custom)

How to Add Citations and a Bibliography in Google Docs

Updated May 21, 2023

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Add citations in a Word document

In Word, you can easily add citations when writing a document where you need to cite your sources, such as a research paper. Citations can be added in various formats, including APA , Chicago-style , GOST, IEEE, ISO 690, and MLA . Afterwards, you can create a bibliography of the sources you used to write your paper.

To add a citation to your document, you first add the source that you used.

Add a new citation and source to a document

On the References tab, in the Citations & Bibliography group, click the arrow next to Style and click the style that you want to use for the citation and source. For example, social sciences documents usually use the MLA or APA styles for citations and sources.

Click at the end of the sentence or phrase that you want to cite.

On the Reference tab, click Insert Citation and then do one of the following:

To add the source information, click Add New Source , and then, in the Create Source dialog box, click the arrow next to Type of Source , and select the type of source you want to use (for example, a book section or a website).

To add a placeholder, so that you can create a citation and fill in the source information later, click Add New Placeholder . A question mark appears next to placeholder sources in Source Manager.

If you chose to add a source, enter the details for the source. To add more information about a source, click the Show All Bibliography Fields check box.

Click OK when finished. The source is added as a citation at the place you selected in your document.

When you've completed these steps, the citation is added to the list of available citations. The next time you quote this reference, you don't have to type it all out again. You just add the citation to your document . After you've added a source, you may find you need to make changes to it at a later time. To do this, see Edit a source .

If you've added a placeholder and want to replace it with citation information, see Edit a source .

If you choose a GOST or ISO 690 style for your sources and a citation is not unique, append an alphabetic character to the year. For example, a citation would appear as [Pasteur, 1848a].

If you choose ISO 690-Numerical Reference and your citations still don't appear consecutively, you must click the ISO 690 style again, and then press ENTER to correctly order the citations.

Add citations to your document

Click at the end of the sentence or phrase that you want to cite, and then on the References tab, in the Citations & Bibliography group, click Insert Citations .

From the list of citations under Insert Citation , select the citation you want to use.

Find a source

The list of sources that you use can become quite long. At times, you might need to search for a source that you cited in another document.

On the References tab, in the Citations & Bibliography group, click Manage Sources .

If you open a new document that does not yet contain citations, all of the sources that you used in previous documents appear under Master List .

If you open a document that includes citations, the sources for those citations appear under Current List . All the sources that you have cited, either in previous documents or in the current document, appear under Master List .

To find a specific source, do one of the following:

In the sorting box, sort by author, title, citation tag name, or year, and then look for the source that you want in the resulting list.

In the Search box, type the title or author for the source that you want to find. The list dynamically narrows to match your search term.

Note:  You can click the Browse button in Source Manager to select another master list from which you can import new sources into your document. For example, you might connect to a file on a shared server, on a research colleague's computer or server, or on a Web site that is hosted by a university or research institution.

Edit a source

In the Source Manager dialog box, under Master List or Current List , select the source you want to edit, and then click Edit .

Note:  To edit a placeholder to add citation information, select the placeholder from Current List and click Edit .

In the Edit Source dialog box, make the changes you want and click OK .

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MS Word Referencing Tool

• Setting the Bibliographic Style
• Inserting In-text Citations

How to create a Reference List

• Managing Sources
• Editing Citations
• Updating your Reference list

When you have added citations for your sources, you can use the referencing tool to automatically generate a Bibliography or Reference List.

• Put the cursor in your document where you want the Reference List or Bibliography to appear
• Click the drop-down arrow beside ‘ Bibliography ’ in the References tab
• Use your mouse to hover over ’Bibliography’ or ’References’ or 'Works Cited' and click to select your choice. Your reference list will then appear.

The only difference between ‘Bibliography’, ‘References’ and ‘Works Cited’ using the Microsoft Word Referencing tool is the title that Word gives your list. All of the lists created will include all the sources that you have in the ‘ current list ’ for your document. You can check this list anytime by clicking on ‘ Manage Sources ’.

Any sources typed in on a different occasion in a different document which appear in your ‘ Master list ’, but not the ‘Current list’ can be copied over to the current list by clicking copy ->.

If you require a Reference List only, check your ‘ Current list ’ to ensure that only the references that you have actually cited in your document are listed there. Sources in the ‘Current List’ which have a tick next to them have been cited in the text.

• << Previous: Inserting In-text Citations
• Next: Managing Sources >>
• Last Updated: Aug 25, 2023 11:54 AM
• URL: https://atlantictu.libguides.com/mswordreferencing

University of Tasmania, Australia

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Insert a Citation in Word

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• Insert a Citation in-text
• Another way to insert a Citation

To insert a Citation into Word document

1. Have your EndNote Library open 2. Open the Word document, position your cursor in the document where you want an in-text citation 3. Go to the opened EndNote library, highlight the reference(s) in your library

You are taken to the Word document, where the in-text citation is inserted and a bibliography entry is instantly formatted at the end of the document according to the Output Style you have chosen.  

Alternatively come back to the Word document and hit "Insert selected Citation"

Note: Inserting multiple references? Within the EN library, use the CONTROL key to highlight multiple references prior to inserting the citations into Word.

To insert a citation:

• Open your EndNote Library containing your references
• Open the Word document. 
• From the Word EndNote toolbar, click 'Insert Citation'
• Use the Find function to locate your reference - you can search by title, author or any of the information in that reference record
• Select the reference you want and click Insert
• Your reference will be inserted in the text, formatted according to your selected style. If this is the first time you cite this particular reference, an entry for the bibliography will also be added to the end of your document.
• << Previous: Adding Styles
• Next: Edit citations and text >>
• Last Updated: Aug 18, 2023 4:41 PM
• URL: https://utas.libguides.com/EndNote

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How to Insert a Citation in Word

How to Create Citations and Bibliographies in Word

If you are working on a document that uses information from outside sources, add citations so that you can properly credit the original author. Word can make citing sources and creating a bibliography very easy.

Create a Citation

Before inserting a citation in a document, you’ll need to first create it by filling in the relevant information.

• Click in the document where you want to insert a citation.
• Click the References tab.
• Click the Styles list arrow.

This menu lists common citation styles. Different styles are preferred for different academic disciplines, with APA, MLA, and Chicago as the most common.

• Click the Insert Citation list arrow.

If you’ve added some sources already, you can select them here. If you have a new source you need to add, you can do that here as well.

The Create Source dialog box opens, where you can enter information for the new source. The available fields will vary depending on the citation style and type of source.

The citation is created and inserted. The appearance of the citation is based on the selected citation style.

Add a Bibliography

Once you’ve added several sources that you’ve referenced in a document, you can automatically generate a properly formatted bibliography.

• Click in the document where you want to insert a bibliography.
• On the References tab, click the Bibliography button.

A gallery appears, with a few different bibliography styles that contain different titles.

The bibliography is created and automatically filled in with the sources you’ve cited.

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How To Create a Works Cited in Microsoft Word

Last Updated: April 19, 2023 References Tested

Inserting In-Text Citations

Using footnotes or endnotes, creating your bibliography.

This article was co-authored by wikiHow staff writer, Jennifer Mueller, JD . Jennifer Mueller is a wikiHow Content Creator. She specializes in reviewing, fact-checking, and evaluating wikiHow's content to ensure thoroughness and accuracy. Jennifer holds a JD from Indiana University Maurer School of Law in 2006. The wikiHow Tech Team also followed the article's instructions and verified that they work. This article has been viewed 96,261 times. Learn more...

Microsoft Word has many automatic features that can help you write a report or academic paper. Among these, you can keep a list of sources and citations to automatically generate a bibliography (also called a "Reference List" or "Works Cited") at the end of your paper. If you need footnotes or endnotes, Word has features that can help you format those as well.

Things You Should Know

• Click Style within the "References" tab in Microsoft Word to select your desired citation style.
• Click Add New Source to enter info about a source, which can then be used when you next click Insert Citation .
• Click Bibliography under the "References" tab to open a menu of different bibliography formats, including an MLA Works Cited.

• Make sure the edition is the same as the one you need to use. Word typically offers the most recent edition of each style, but if you have an older version of Word you may need to upgrade. If you have a subscription version, simply download the latest update. [1] X Research source

• A dialogue box will appear with the necessary fields for the citation, including spaces for the author, title, year of publication, city, and publisher. Enter all the information you have for your source, then click "OK."
• If you have additional information about the source that doesn't fit into any of these basic fields, check the box next to "Show All Bibliography Fields."

Tip: If you don't have all the information for the source, or if you don't want to interrupt your train of thought to add a new source, you can click "Add New Placeholder" instead. This alerts you that you need to add a citation there.

• To edit an individual citation, such as if you wanted to add a page number for a direct quote, right-click the citation for citation options and click "Edit Citation." [2] X Research source

• Choose the source you want to edit from your master list. As you edit, you'll see a preview of the final citation in the lower box.
• If you inserted placeholders while you were writing, you can also use this menu to add information for those sources.

• Word will automatically create a superscripted number in your text and move the cursor to the footnote or endnote field.

Keyboard shortcuts:

Insert Footnote: Alt+Ctrl+F (PC); Command+Option+F (Mac) Insert Endnote: Alt+Ctrl+D (PC); Command+Option+E (Mac)

• By default, footnotes or endnotes will continue sequential numbering throughout your document. If you want the numbers to restart at the beginning of each new section or chapter, you can specify this in the settings.

If you need to convert footnotes to endnotes, click on the "Insert" menu, then "Footnote," then "Options." Select "Convert" from the menu, then click on "Endnotes."

• You can also use the "Placeholder" tool if you don't yet have all the information for the source and need to add it in later.
• Check the formatting against your style guide to make sure it's correct before you continue.

• Similarly, you can double-click a superscripted footnote number in the text to check that footnote, edit, or add to it. While you can also simply scroll down the page, this is a quicker way to get there.

To delete a footnote or endnote, highlight the footnote or endnote number in your text and press the delete key. Word will automatically renumber your other footnotes or endnotes to accommodate for the deletion.

• For example, if you're writing your paper in MLA style, you would want a "Works Cited" bibliography. Assuming you chose MLA as the style for your source citations, the "Works Cited" format would be the first format option in the "Bibliography" drop-down menu.

• The bibliography is considered a separate object from the paper you're writing, and will automatically start on a new page.

Tip: You don't have to wait until you've finished writing your paper to create your bibliography. Word will auto-populate your bibliography with any new sources you add after the bibliography has been generated.

• For example, if you made a typographical error when entering the information about the source, that error would carry over into your bibliography.

Expert Q&A

• The steps and information in this article are accurate for Word for Office 365, Word 2019, Word 2016, Word 2013, Word 2010, and Word 2007. If you have a different edition of Word, your menu options may differ slightly. [10] X Research source Thanks Helpful 0 Not Helpful 0

You Might Also Like

• ↑ https://support.office.com/en-us/article/how-do-i-upgrade-office-ee68f6cf-422f-464a-82ec-385f65391350
• ↑ https://support.office.com/en-us/article/create-a-bibliography-citations-and-references-17686589-4824-4940-9c69-342c289fa2a5
• ↑ https://support.office.com/en-us/article/insert-footnotes-and-endnotes-61f3fb1a-4717-414c-9a8f-015a5f3ff4cb?ui=en-US&rs=en-US&ad=US
• ↑ https://guides.lib.umich.edu/c.php?g=283073&p=1888261
• ↑ https://www.pcworld.com/article/2687533/how-to-use-microsoft-words-works-cited-tools-sources-footnotes-and-more.html
• ↑ https://edu.gcfglobal.org/en/word-tips/how-to-create-a-bibliography-or-works-cited-page-in-word/1/

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How do I indent my references in Microsoft Word?

To create a hanging indent on the References page for  APA :

• Highlight the References list.
• Under  Home tab, click on the arrow by  Paragraph .
• In the Indentation section, use the drop down under Special to choose Hanging .  

Using keyboard shortcuts, highlight the text then press CTRL + T for a hanging indent

Thank you for using ASK US. For more information, please contact your Baker librarians .

• Last Updated Feb 22, 2021
• Views 351022
• Answered By Baker Librarians

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Comments (62)

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• Was very helpful. Thank you. by trix on Jan 15, 2016
• Another way to create a hanging indent is, after highlighting the area you want indented, right click on the highlighted area and from the list select Paragraph. This will give you the option to change the drop-down menu under Special: to Hanging. by Patrick Mullane on Feb 03, 2016
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