Tools for Organizing: Word 2007/2010/2016 Reference Tools

Update on January 1, 2017:  Please note that Microsoft Word has not substantially changed the configuration of this tool in any current version; therefore, the information below remains current and can be used confidently. The 2016 version has, indeed, updated the problems I pointed out with journal entries, so I have removed that paragraph.

The Reference ribbon on Word 2007 makes me happy about 80% of the time.

It is not that difficult to use, and it really helps me to ensure that all of my sources are cited. However, there are a few tips and tricks that you will need after you get the basics, and I'll be adding them in as I remember them.

To use the References tools, you must first set your Style to APA using the drop-down box in the Citations & Bibliography tools group.

When you are ready to insert a citation, click the Insert Citation button in the Citations & Bibliography tools group.

• For a new source, click Add New Source.


• For a source you have already used, click it from the drop-down menu.

If you click Add New Source, the Create Source dialog box appears. Use the drop-down "Type of Source" box to change the blanks that you will complete. Additional fields can be found using the Show All Bibliography Fields option. Click OK to add this source to your personal Reference List.
You can always view your list of sources by using the Manage Sources button in the Citations & Bibliography tool group.

But what if you know you'll need a citation but you don't have the bibliographic information yet? Under Insert Citation, you can use Add New Placeholder. Insert a word that will remind you of what you need, and that word will appear in parentheses behind your text.

Once you have inserted a citation, there is a direct link between the citation and the bibliography entry. Clicking the citation itself will bring up several other options for you, including the ability to

• Edit the Citation to add page numbers.
• Edit the Source to make changes to the bibliography entry.
• Convert to static text to remove the connection between the citation and the source.
• Update Citation and Bibliography to change all citations related to a bibliography to match the changes you have just made.

When you have finished your paper, you will need to add your reference section from the bibliography entries you've created.

• Place your cursor in the document where you want the bibliography list to appear.
• Click Bibliography on the Reference ribbon in the Citations & Bibliography tool group.
• Click Insert Bibliography.

You will still have to go to each entry and use CTRL+T to insert a hanging indent, but it's a heck of a lot easier than the way we were doing it! And did I mention that your list will be alphabetized?