How to Add Citations and Bibliography in Microsoft Word

How to Add Citations and Bibliography in Microsoft Word


How to Add Citations and Bibliography in Microsoft Word

Word is versatile and allows you to add quotes in many popular formats such as APA, MLA, Chicago-Style, GOST, IEEE, and ISO.

The steps are simple and the process is streamlined. We are subscribed to the Microsoft 365 plan and would use Microsoft Word installed on Windows 10. However, the steps should also be quite similar for other versions of Word available.

Let’s get started.

How to add, find, and edit quotes in Word

Let’s start by adding and editing quotes in Word.

Step 1: Open the Word document and click where you want to add quotes.

2nd step: On the References tab, click the arrow next to Style to select a citation style. The default is APA.

How to Add Citations and Bibliography in Microsoft Word 1


How to Add Citations and Bibliography in Microsoft Word 1

Step 3: Click Insert Quote just before the Style option to select Add New Source. Select the Add a new placeholder option if you want to create a placeholder and add the citation details later. A pop-up will appear to give the placeholder a name.

How to Add Citations and Bibliography in Microsoft Word 2


How to Add Citations and Bibliography in Microsoft Word 2

Step 4: You should display the Create Source pop-up window. Add relevant details like source type, author name, city, publisher, etc. Click OK to save the citation.

How to Add Citations and Bibliography in Microsoft Word 3


How to Add Citations and Bibliography in Microsoft Word 3

This is how the quote seems to play.

How to Add Citations and Bibliography in Microsoft Word 4


How to Add Citations and Bibliography in Microsoft Word 4

Step 3: Click Insert Quote just before the Style option to select Add New Source. Then select the Add new placeholder option if you want to create a placeholder and add the citation details later. A pop-up will appear to give the placeholder a name.

Step 4: You should display the Create Source pop-up window. Add relevant details like source type, author name, city, publisher, etc. Click OK to save the citation.

How to Add Citations and Bibliography in Microsoft Word 5


How to Add Citations and Bibliography in Microsoft Word 5

Once a citation has been created, you might want to find it and edit it later to correct a mistake or add more information.

Step 1: Click Manage Sources on the References tab.

How to Add Citations and Bibliography in Microsoft Word 6


How to Add Citations and Bibliography in Microsoft Word 6

2nd step: In the pop-up window that follows, you will find a list of all the quotes created in the Word document with a preview at the bottom. Select the quote you want to edit and click the Edit button. You can also sort citations by author, label, title, and year using the drop-down menu next to the search bar, which is another handy way to quickly find citations.

How to Add Citations and Bibliography in Microsoft Word 7


How to Add Citations and Bibliography in Microsoft Word 7

Step 3: Make the necessary changes to the citation in the pop-up window and click OK to save the changes.

How to Add Citations and Bibliography in Microsoft Word 8


How to Add Citations and Bibliography in Microsoft Word 8

Step 4: Click on “Show all bibliography fields” to add even more information about the cited source.

How to Add Citations and Bibliography in Microsoft Word 9


How to Add Citations and Bibliography in Microsoft Word 9

How to add, find, and edit a bibliography in Word

Once you have finished writing your document, you can add a bibliography to list all your sources at the bottom. We recommend that you create a new page for the bibliography to keep the document clean and easy to read and reference.

Step 1: On the References tab, click the Bibliography button. From the drop-down menu, click Insert Bibliography to add and format a bibliography from scratch or choose one of the templates to create one automatically. We will choose the first option, which is Built-In.

How to Add Citations and Bibliography in Microsoft Word 10


How to Add Citations and Bibliography in Microsoft Word 10

2nd step: A bibliography with all citations will be added where you placed the cursor under the Bibliography heading. In our case, there are two quotes.

How to Add Citations and Bibliography in Microsoft Word 11


How to Add Citations and Bibliography in Microsoft Word 11

And that’s all.

Now the bibliography would not be updated if you add more citations later. To update the bibliography manually, select the bibliography and click on the “Update citations and bibliography” button which should appear just above.

How to Add Citations and Bibliography in Microsoft Word 12


How to Add Citations and Bibliography in Microsoft Word 12

You don’t like the look and the reading of the bibliography? You can easily choose another format. Select the bibliography and click the arrow button next to the book icon to choose a different format.

How to Add Citations and Bibliography in Microsoft Word 13


How to Add Citations and Bibliography in Microsoft Word 13

Did you know that you can add source in one Word document and use it on another Word document? You don’t have to do anything more. Word would automatically save any sources you added as citations in a master list called “Master List of Sources”.

Again, just click the Manage Sources button under the References tab to find all of the sources you’ve added so far. We have already seen above how you can edit and manage sources here.

How to Add Citations and Bibliography in Microsoft Word 14


How to Add Citations and Bibliography in Microsoft Word 14

Now the sources are listed under the main list on the left. Select the source you want to add and click the Copy button to copy it to the current list on the right. You will need to do this for each source that you want to add to the current document.

How to Add Citations and Bibliography in Microsoft Word 15


How to Add Citations and Bibliography in Microsoft Word 15

Now you can add this source from the Insert Citation menu under the References tab.

How to Add Citations and Bibliography in Microsoft Word 16


How to Add Citations and Bibliography in Microsoft Word 16

So where are these sources or the master list stored? And why bother? It might come in handy in case you bought a new computer. You will find the main list named source.xml in the location below in the file explorer. Replace the word “username” with the name of your computer.

C:UsersusernameAppDataRoamingMicrosoftBibliography

How to Add Citations and Bibliography in Microsoft Word 17


How to Add Citations and Bibliography in Microsoft Word 17

Simply copy and paste the file to the same location on the new PC and you are good to go.

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Microsoft Word is a powerful tool for researchers and writers. Word makes it easy to add citations and a bibliography that you can easily find and edit later. Once you add a source, you can cite it in any document in the future, which is a well thought out feature. Useful when you are working in a niche and find yourself citing the same sources over and over. It could save you a lot of time and effort. This is what separates a great tool from the rest. It saves you precious time with nifty little tips and tricks.

Last updated on July 26, 2021

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