Formatting references in word

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

1. 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.

   

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

3. 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.

4. 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.

5. 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.

Notes: 

• 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

1. 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.

2. 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.

1. 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.

2. 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

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

   

2. 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.

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

   

Insert and Manage Dynamic Cross-Reference Fields in Microsoft Word

by Avantix Learning Team | Updated October 9, 2021

Applies to: Microsoft^® Word^® 2010, 2013, 2016, 2019 or 365 (Windows)

In Microsoft Word, you can insert a cross-reference to content in another part of your Word document and then update it if the target of the cross-reference changes. A cross-reference can refer to a heading, bookmark, the caption of a table or figure as well as other target items. Since a cross-reference is a field, it can be updated and formatted manually, using styles or using switches in the field.

Recommended article: How to Keep Text Together in Microsoft Word (Paragraphs, Lines or Words)

The information inserted by a cross-reference field can be text, a page number, a section number, a paragraph number, a caption number, a caption label or a combination of items. The cross-reference field is a code so it can also include special information in the code (called a switch) that make the field act or appear in a specific way. For example, a cross-reference field may act as a hyperlink so you can jump directly to the target of the cross-reference by Ctrl-clicking the field.

It’s easiest to create cross-references to built-in heading styles but they can also be used with bookmarks, footnotes or endnotes.

For example, you could insert a cross-reference to a built-in heading style as follows:

See Section 4: About Our Services on page 5.

In this case, the cross-reference refers to a style’s paragraph number, paragraph text and a page number so you would need to insert three separate cross-references and type some of the text (like the word See) as well as appropriate spacing.

Inserting a cross-reference to a built-in heading

It’s common to create a cross-reference to a built-in heading in Microsoft Word.

To insert a cross-reference to a built-in heading in the current document:

1. Position the cursor where you want to insert your cross-reference.
2. Type text that you want to precede the cross-reference (such as See) and any necessary spacing.
3. Click the References tab in the Ribbon.
4. In the Captions group, click Cross-reference. A dialog box appears.
5. In the Reference type drop-down menu, select Heading.
6. In the Reference to drop-down menu, select Heading text, Page number, Heading number, Heading number (no content) or Heading number (full content).
7. In the For which heading list, click the item you want to reference.
8. Ensure Insert as hyperlink is selected If you want to be able to Ctrl-click the cross-reference to jump to the referenced item.
9. Click Insert. Word inserts an invisible bookmark to the target.
10. Repeat for other items you want to include in the cross-reference. The dialog box can remain open.
11. Click Close.

In the following example, note that Heading has been selected as the Reference type in the Cross-reference dialog box:

In the Cross-reference dialog box, the Separate numbers with and Include above/below check boxes are enabled under some conditions.

All paragraphs that are formatted with one of the built-in heading styles (Heading 1-9) are automatically shown in the dialog box. Although you can use outline levels, it’s best to use the built-in heading styles (these appear in the Home tab in the Ribbon in the Styles group and in other areas in Word).

Inserting a cross-reference to a bookmark

You can also insert a bookmark and then insert a cross-reference to the bookmark.

To insert a cross-reference to a bookmark in the current document:

1. Position the cursor where you want to insert a bookmark.
2. Click the Insert tab in the Ribbon.
3. Click Bookmark in the Links group. A dialog box appears.
4. Type a name for the bookmark without spaces.
5. Click Add.
6. Click where you want to insert the cross-reference to the bookmark.
7. Type text that you want to precede the cross-reference (such as See) and any necessary spacing.
8. Click the References tab in the Ribbon.
9. In the Captions group, click Cross-reference. A dialog box appears.
10. In the Reference type drop-down menu, select Bookmark.
11. In the Reference to drop-down menu, select Bookmark text, Page number or one of the other options as required.
12. In the For which heading list, click the item you want to reference.
13. Ensure Insert as hyperlink is selected If you want to be able to Ctrl-click the cross-reference to jump to the referenced item.
14. Click Insert.
15. Repeat for other items you want to include in the cross-reference. The dialog box can remain open.
16. Click Close.

The following is an example of a bookmark created in the Bookmark dialog box:

Inserting a cross-reference to a table or figure

You can cross-reference tables and figures in Word if you have inserted captions using Insert Caption on the References tab in the Ribbon.

To insert a cross-reference to a table or figure in the current document:

1. Click where you want to insert the cross-reference to the table or figure (which has already been captioned).
2. Type text that you want to precede the cross-reference (such as See) and any necessary spacing.
3. Click the References tab in the Ribbon.
4. In the Captions group, click Cross-reference. A dialog box appears.
5. In the Reference type drop-down menu, select Table or Figure.
6. In the Reference to drop-down menu, select the required option – Entire caption (which includes the figure caption or table title with the label and number), Only label and number (such as Table 10), Only caption text (which includes the figure caption or table title without the label and number), Page number or Above/below (which inserts the word above or below with no additional text related to the table or figure).
7. In the For which heading list, click the table or figure you want to reference.
8. Ensure Insert as hyperlink is selected If you want to be able to Ctrl-click the cross-reference to jump to the referenced item.
9. Click Insert.
10. Repeat for other items you want to include in the cross-reference. The dialog box can remain open.
11. Click Close.

In the following example, note that Table has been selected as the Reference type in the Cross-reference dialog box:

Showing or hiding field codes

Cross-references are fields. Normally, the result of a field is displayed but you can also view the field codes.

To show or hide all field codes in your document, press Alt + F9.

The following is an example of a field code:

{ REF _Ref46507086 h }

Understanding cross-reference field codes

When you insert a cross-reference, a field code will be inserted based on what the reference refers to.

There are three types of cross-reference fields in Word – PAGEREF, NOTEREF and REF. The first part of the field code of a cross-reference field indicates which type of field it is.

A cross-reference field that refers to the page on which the target is found is a PAGEREF type. When you select Page number as the Reference to insert in the Cross-reference dialog box, the inserted cross-reference field will be PAGEREF.

A cross-reference field with a footnote or an endnote as the target will be the NOTEREF type.

All other cross-reference fields will be the REF type.

Part of the field code inside a cross-reference field refers to a bookmark that points to the target. A bookmark in Word is a named location or a named block of text or other content in a document.

If you refer to a built-in heading style in a cross-reference, Word automatically adds a bookmark around the heading text at the beginning and the end (excluding the paragraph mark) if a bookmark is not already found. The name of the bookmark is included in the field code of the cross-reference field. Bookmarks that are automatically added are named _Ref followed by eight or nine digits.

If you are inserting a cross-reference to a caption, a bookmark will also be added to enclose the part of the caption content to be displayed by the cross-reference field. The bookmark will include different parts of the caption depending on the kind of caption reference you select (such as the entire caption or only the label and number).

The following is an example of a cross-reference for a REF field:

{ REF _Ref449977221 p h d».»* CHARFORMAT }

The syntax for REF fields is:

{ REF Bookmark [* Format Switch ] [Switches ] }

Switches are optional.

The underscore at the start of the bookmark name means that the bookmark is being treated as a hidden bookmark in Word. You cannot add hidden bookmarks manually.

Hidden bookmarks are invisible in the document even if you turn on display of bookmarks. You can view invisible bookmarks in the Bookmarks dialog box, but you must turn on Hidden bookmarks to display them.

Formatting cross-references

Cross-references can be formatted manually, using styles or using switches in the field code. A switch holds special information that causes the field to act or appear in a specific way.

One easy way to format a cross-reference is by using a character style such as Emphasis or Intense Emphasis.

To apply the Emphasis, Intense Emphasis or Intense Reference character style to a cross-reference:

1. Select the cross-reference as well as any surrounding text that refers to it.
2. Click the Home tab in the Ribbon.
3. Click the More down arrow in the Style gallery in the Styles group.
4. Click Emphasis, Intense Emphasis or Intense Reference.

The benefit of this method is that you can later modify the style or find and replace the style with a different style.

In a future article, we’ll take a look at more advanced formatting techniques for cross-references.

Updating cross-references

If a document has been edited, you will likely need to update the cross-references since cross-references do not update automatically.

It is important that the markers that are added at the beginning and end of the target of a cross-reference are not deleted or moved during editing. If they are, you will need to reinsert the cross-reference because you will receive an error when you update.

You can update cross-references manually by pressing Ctrl + A to select all and then pressing F9.

Cross-references will also be updated when you switch to Print Preview or when you print (if the Word option Update fields before printing is turned on).

To ensure that fields are updated before printing:

1. Click the File tab in the Ribbon.
2. Click Options.
3. Select Display in the categories on the left.
4. In Printing options, select Update fields before printing.
5. Click OK.

Be sure to check after update to see if there are any errors in your cross-references.

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In your Word document, click on the References tab in the Ribbon. In the Citations & Bibliography group, click the arrow next to Style. Click the style that you want to use for the citation and source. Click at the end of the sentence or phrase that you want to cite.

Firstly, How do you list references in APA?

Order of references:

1. For APA the reference list is arranged in alphabetical order of authors’ surnames.
2. Arrange by first author’s name, then by second author if you have the same first author, etc. …
3. If a reference has no author, list it alphabetically according to the title.

Then What is APA Format Reference Example? APA in-text citation style uses the author’s last name and the year of publication, for example: (Field, 2005). For direct quotations, include the page number as well, for example: (Field, 2005, p. 14).

Actually How do I fix references in Word?

Use the Citations tool to edit a source

1. On the Document Elements tab, under References, click Manage.
2. In the Citations List, select the citation that you want to edit.
3. At the bottom of the Citations tool, click. , and then click Edit Source.
4. Make the changes that you want, and then click OK.

What is bibliography and example?

A bibliography is a list of all of the sources you have used (whether referenced or not) in the process of researching your work. In general, a bibliography should include: the authors’ names. the titles of the works. the names and locations of the companies that published your copies of the sources.

What is APA Format example?

APA in-text citation style uses the author’s last name and the year of publication, for example: (Field, 2005). For direct quotations, include the page number as well, for example: (Field, 2005, p. 14).

What are examples of references?

Book references: general form

• Author, A. A., & Author, B. B. (year). Book title. Location: Publisher.
• Author, A. A., & Author, B. B. (year). Book title. Retrieved from http://www.xxxxxx.
• Author, A. A., & Author, B. B. (year). Book title. …
• Editor, A. A. (Ed.). (year). …
• Editor, A. A., & Editor B. B. (Eds.). (year).

How do you list references in an article?

Reference list entries should be alphabetized by the last name of the first author of each work. For multiple articles by the same author, or authors listed in the same order, list the entries in chronological order, from earliest to most recent.

How do you write APA format?

The most important APA format guidelines in the 6th edition are:

1. Use 12 pt Times New Roman.
2. Set 1 inch page margins.
3. Apply double line spacing.
4. Insert a running head on every page.
5. Indent every new paragraph ½ inch.

Ensure you use the correct date depending on the version of the book you have read and are citing in your work.

1. Author/editor (if it is an editor always put (ed.) …
2. Title (this should be in italics)
3. [E-reader version]
4. Edition (if not the first edition)
5. Place of publication (where available)
6. Publisher.
7. (Year of publication)

How do I show formatting marks in Word?

Show or hide tab marks in Word

1. Go to File > Options > Display.
2. Under Always show these formatting marks on the screen, select the check box for each formatting mark that you always want to display regardless if the Show/Hide. button is turned on or off. Clear any check boxes for ones you don’t want always displayed.

How do you do APA format?

APA Paper Formatting Basics

1. All text should be double-spaced.
2. Use one-inch margins on all sides.
3. All paragraphs in the body are indented.
4. Make sure that the title is centered on the page with your name and school/institution underneath.
5. Use 12-point font throughout.
6. All pages should be numbered in the upper right hand corner.

How do you write a bibliography example?

Collect this information for each Web Site:

1. author name.
2. title of the publication (and the title of the article if it’s a magazine or encyclopedia)
3. date of publication.
4. the place of publication of a book.
5. the publishing company of a book.
6. the volume number of a magazine or printed encyclopedia.
7. the page number(s)

What are the 2 types of bibliography?

Bibliographies may be divided into two categories: the APA citation and MLA citations, which in turn contain the different bibliography types. These include analytical bibliographies, enumerative bibliographies, and lastly, annotated bibliographies.

Is a bibliography the same as references?

A reference list is the detailed list of references that are cited in your work. A bibliography is a detailed list of references cited in your work, plus the background readings or other material that you may have read, but not actually cited.

What is proper APA format?

General APA Guidelines

Your essay should be typed and double-spaced on standard-sized paper (8.5″ x 11″), with 1″ margins on all sides. You should use a clear font that is highly readable. APA recommends using 12 pt. Times New Roman font.

What is APA Word format?

Instructions to format an APA paper in Word:

APA format requires certain font formatting. … In the Font Group, select one of the recommended fonts: Times New Roman, size 12 pt., Calibri, size 11pt., or Arial, size 11pt.

What are the five major types of reference sources?

There are many types of reference sources, including dictionaries, encyclopedias, thesauri, directories, and almanacs. More broadly, reference sources can also include bibliographies, manuals, handbooks, atlases, and gazetteers. You can find these resources in print and online.

Where do I find references?

Indirect Cited Reference Searching (search for the specific author and title, than check who has cited)

• ScienceDirect.
• SciFinder Scholar’s Chemical Abstracts.
• Emerald.
• Sage Journals Online.
• PubMed.
• JSTOR.

What do you put on a resume for references?

This list should include each reference’s name, job title, company, address, phone number, and email address. If the job listing asks you to submit a list of references but does not tell you how many you need, include three on the list. This is the typical number of references that employers want for each candidate.

What are CV references?

Your CV references are people, called referees, who can vouch for your character, skills and experience to potential employers. Consider your referees as your personal brand ambassadors, ready to promote your best-selling points as a candidate.

What is a running head in APA format example?

A running head, also called a page header, is a line at the top of each page of a document that gives the reader important information. For APA format, the running head includes a shortened version (no more than 50 characters) of the title of the document IN CAPITAL LETTERS, as well as the page number.

What is APA format used for?

APA Style provides fairly comprehensive guidelines for writing academic papers regardless of subject or discipline. However, traditionally, APA is most frequently used by writers and students in: Social Sciences, such as Psychology, Linguistics, Sociology, Economics, and Criminology. Business.

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