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Citation Shortcuts: Using the MS Word Reference Tool
February 21, 2019 | Blog, Learning Center
If you’re writing an academic paper, thesis, dissertation, or journal article, correctly citing your sources is critical. Citation styles like APA, MLA, and Chicago require specific formatting that can be time-consuming to apply manually. Fortunately, using Microsoft Word’s referencing tool allows you to manage citations and bibliographies efficiently and accurately—without the need for external software.
Word’s built-in referencing tool lets you insert in-text citations, store source details, and automatically generate a bibliography or reference list that complies with your selected style guide. Integrating this tool into your writing workflow not only improves consistency but also saves hours of editing time.
How to Use Microsoft Word’s Referencing Tool (Word 2010 & Newer Versions)
Step 1: Access the References Tab
Open your Word document and click on the References tab in the ribbon. This tab is available in all modern versions of Word, including Word 2010, 2016, 2019, 2021, and Microsoft 365.
Step 2: Choose a Citation Style
In the Citations & Bibliography group, open the Style dropdown menu. Select the citation style required by your institution or publisher—e.g., APA, MLA, Chicago, or Harvard.
Step 3: Add Citations While You Write
- Click Insert Citation and choose Add New Source.
- Select the source type (e.g., book, journal article, website) from the dropdown menu.
- Enter the required reference details and click OK.
Word will insert a properly formatted in-text citation. The source will also be saved for future use in the Source Manager.
Step 4: Create a Bibliography or Reference List
- Click where you want the bibliography to appear (usually at the end of your document).
- Select Bibliography in the Citations & Bibliography group.
- Choose from built-in formats: Bibliography, References, or Works Cited.
Word will generate the bibliography automatically based on the sources you’ve cited in your document.
Using the Source Manager
The Manage Sources button opens Word’s Source Manager, which allows you to:
- View all saved references (Master List) and those used in the current document (Current List).
- Copy, edit, or delete sources.
- Reuse saved sources in new documents, eliminating redundant data entry.
Referencing in Microsoft 365, Word 2021 & Word Online
Microsoft 365 and Word 2021 offer enhanced functionality and interface improvements. Key features include:
- Cloud-based source saving: your references are saved to your account and accessible across devices.
- Updated citation styles: APA 7, MLA 9, ISO 690, and more are pre-installed.
- Improved interface and dropdowns with auto-suggestions when entering source data.
In Word Online (browser version), referencing tools are available under References > Citations. You can add new sources, select a citation style, and insert citations directly into your document from any browser.
Why Use Microsoft Word’s Referencing Tool?
- Accuracy: Avoid formatting mistakes by relying on auto-generated citations.
- Speed: Insert citations and generate a full bibliography in seconds.
- Consistency: Maintain uniform citation formatting across long documents.
- Portability: Store and reuse sources across multiple projects.
Video Tutorials: Learn by Watching
Prefer visual instructions? The following tutorials walk you through how to use the referencing tool in various Word versions:
For detailed instructions, see Microsoft Word’s tutorial on how to add citations and bibliographies using the Microsoft Word referencing manager.
Becoming familiar with how citations and references work will help you catch formatting errors and enhance your academic credibility. But using Microsoft Word’s referencing tool allows you to automate most of the work—saving time, ensuring accuracy, and letting you focus on writing and research.
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