Learning Development Unit
A Little Guide
to
Managing References
in Word 2007
2010
Contents
Table of Figures .....................................................................................................................ii
1
Introduction .................................................................................................................... 1
1.1
2
A note of caution ..................................................................................................... 2
Creating a list of sources................................................................................................ 3
Creating sources with multiple authors and editors ............................................................ 4
2.1
3
4
Managing the Master and Current Lists .................................................................. 5
Making in-text reference to sources ............................................................................... 6
3.1
Inserting (Author, Year) citations ............................................................................. 6
3.2
Inserting (Year) citations ......................................................................................... 7
3.3
Including page numbers in citations ........................................................................ 7
3.4
Inserting multiple citations ....................................................................................... 8
Inserting automated bibliographies and works cited lists ................................................ 9
4.1
Removing unreferenced sources from the Current List ......................................... 10
4.2
Inserting a bibliography or end-of-text list of references ........................................ 11
i
Table of Figures
Figure 1: Using the Source Manager to create a new source ................................................ 3
Figure 2: Edit Name dialogue box ......................................................................................... 4
Figure 3: Managing lists in the Source Manager ................................................................... 5
Figure 4: The Edit Citation dialogue box................................................................................ 7
Figure 5: Removing unreferenced sources from the Current List ........................................ 10
Figure 6: Inserting an end-of-text list of references ............................................................. 11
ii
1 Introduction
As part of the evidence-based approach to writing you are expected to adopt when
completing a written assignment, you will be required to cite (or refer to ‘in-text’) any
sources (books, book chapters, journal articles, web-based resources, etc.) that you have
read in order to support your argument and discussion. You will also be expected to list
these sources accurately and in the appropriate style at the end of the assignment (‘end-oftext’) in the form of a reference list or bibliography.
Word 2007 includes a citation and bibliography management tool that may help to streamline
the process of dealing with in-text references and end-of-text reference lists in your
assignments.
Note that by default, Word 2007 does not offer Harvard referencing as one of its available
styles. In order to access this and ensure that your references conform properly to the
Harvard style as required by Bucks New University, you will need to download and install the
relevant files. A simple and easy to use installation package is available from Blackboard to
support you in this. Go to the Academic Study Skills organisation and then follow the
Referencing link to locate the necessary installation file.
It should be noted, however, that not all possible reference types are included in Word’s
citation and bibliography management tool. At present, only the following types of reference
are properly available:
Books with authors
Books with editors
Book sections (chapters)
Journal articles
Periodicals (newspapers, magazines, etc.)
Reports (including undergraduate and postgraduate theses)
Electronic sources (websites, etc.)
Live dance performances
Audio recordings
Managing references with Word 2007 involves the following processes:
Creating lists of sources you wish to include in your assignment (or adding them one
by one as you proceed through your work)
Inserting in-text references, or citations
Inserting an ‘end-of-text’ list of sources at the end of your assignment (this is referred
to as a bibliography or list of Works Cited in Word 2007)
1
1.1 A note of caution
Please note that although Word’s citation and bibliography management tool should help to
streamline the tasks of creating and managing in-text referencing and end-of-text reference
lists, successful use of the tool still depends on your understanding of the referencing
process, where to find the information required and how to use it to make a proper
reference.
Students who feel unsure about how to include references, whether in-text or end-of-text,
should make use of the LDU’s Little Guide to Referencing and the university’s new, 2010
guidance on Harvard Referencing, available from Blackboard > Organisations >
Academic Study Skills > Referencing
In any case, it is always recommended that you check both your in-text and end-of-text
references against university requirements before submitting your assignments – the
responsibility for correct referencing remains with you, whether you have used Word’s
reference management tool, or not…
2
2
Creating a list of sources
Word allows academic writers to build up a Master List of sources (books, book chapters,
journal articles, etc.) which can then be quickly and easily inserted into their work as
required. A further, document-specific list, referred to as the Current List, is created as
individual sources are included as references (or citations) in a particular assignment
The current list can be created at the beginning of the writing process, when all of your
readings can be entered before you begin writing your assignment, or created and edited
throughout the process as you see the need to call upon new sources of evidence to support
your argument.
To create a list of sources:
1. Go to the Citations & Bibliography group under the References tab
2. Ensure that Harvard - Bucks is selected in the drop-down Style menu
3. Click Manage Sources to open the Source Manager dialogue box
4. Click New to open the Create Source dialogue box
5. Select the type of resource and complete the relevant fields (see Figure 1, below)
6. Click OK
Figure 1: Using the Source Manager to create a new source
3
Creating sources with multiple authors and editors
To create a source with more than one author or editor:
1. Go to the Citations & Bibliography group under the References tab
2. Ensure that Harvard - Bucks is selected in the drop-down Style menu
3. Click Manage Sources to open the Source Manager dialogue box
4. Click New to open the Create Source dialogue box
5. Click Edit to the right of the Author (or Editor) field to open the Edit Name dialogue
box (see Figure 2, below)
6. Enter the first author or editor’s surname and first and middle names (or initials) if
known in the relevant fields
7. Click Add
8. Repeat the process for the remaining authors in the order in which they are listed in
the source itself
9. If it is necessary to adjust the order of the authors/editors, click on the relevant name
in the Names field and click Up or Down as required
10. Click OK
Figure 2: Edit Name dialogue box
4
2.1 Managing the Master and Current Lists
All new sources that are added to the source manager in a document are automatically
included in both the Master List and the Current List. You will notice that the master list also
includes any sources added to the source manager on previous occasions1.
The Current List is important because it from this list that Word compiles the menu of works
available for citation under the Insert Citation button. It is also this list that is used by Word
to create automated bibliography and works cited lists (see section 3.4, p.8).
To copy existing sources from the master list to the current list:
1. Go to the Citations & Bibliography group under the References tab
2. Click Manage Sources to open the Source Manager dialogue box (see Figure 3,
below)
3. Click on the source in the Master List
4. Click Copy ->
5. Click Close
Figure 3: Managing lists in the Source Manager
1
Note that due to the security measures in force on university pooled computers, your Master list is
likely to be erased when you log off. The Current list, however, is saved with individual documents
and, as such, should always be available when working on that document. You will not face this issue
when working on your own computer.
5
3 Making in-text reference to sources
Once you have added sources to the current list in the source manager, you can refer to
(cite) them in the text of your assignment.
In-text references (or citations) can be made in the following forms:
(Author, Year)
E.g., The Communist Manifesto (Marx and Engels, 1848) is considered one of the
founding documents of Communism.
(Year)
E.g., Marx and Engels (1848) laid the foundations of Communism in their work, the
Communist Manifesto.
It is also possible to include reference to specific page numbers when adding citations for
direct quotations:
E.g., The Communist Manifesto ends with that famous revolutionary call to arms:
‘Working men of all countries unite!’ (Marx and Engels, 1848, p.51).
It is also possible to add multiple citations:
E.g., …most students make rather limited use of note-taking techniques such as
abbreviations, diagrams and symbols (Badger et al., 2001; Sutherland et al., 2002).
3.1 Inserting (Author, Year) citations
To insert an (Author, Year) citation:
1. Click to create an insertion point where you would like the citation to appear in your
assignment text
2. Go to the References tab
3. Click Insert Citation in the Citations & Bibliography group
4. Select the required source from the drop-down menu (or select Add New Source
and follow the procedure in 2 above)
6
3.2 Inserting (Year) citations
To insert a (Year) citation:
1. Follow the procedure for inserting an (Author, Year) citation (see 3.1, above)
2. Right click on the citation
3. Select Edit Citation from the drop-down menu to display the Edit Citation dialogue
box (see Figure 4, below)
4. Under Suppress, tick Author and Title
5. Click OK
Figure 4: The Edit Citation dialogue box
3.3 Including page numbers in citations
To include a page number in a citation:
1. Right click on the citation
2. Select Edit Citation from the drop-down menu to display the Edit Citation dialogue
box (see Figure 4, above)
3. Enter the page number (or numbers) under Add Pages in the following format:
7 for a single page
43-44 for multiple pages.
4. Click OK
7
3.4 Inserting multiple citations
To insert multiple citations:
1. Insert the first citation in the usual way (see 3.1 and 3.2, above)
2. Click inside this citation to create an insertion point just inside the closing bracket
3. Insert the next citation
Note that multiple citations of this kind should be organised alphabetically, e.g., (Arkwright,
2007; Bestwick, 2005; Charleston, 2010). Unfortunately, due to a limitation in the
implementation of the bibliography and citation management tool, Word will not automatically
arrange multiple references in this way. Therefore, it is necessary to enter the citations in the
appropriate order in order to ensure that they are presented correctly.
8
4 Inserting automated bibliographies and works cited lists
Compiling end-of-text lists of references and bibliographies by hand requires great attention
to detail and can be enormously time-consuming. Using the Bibliography tool in Word,
however, is quick and easy and, assuming that your references are of the type that Word
‘understands’, you can also be sure that your sources will be properly presented according
to the requirements of the Harvard referencing style.
At Bucks New University, a distinction is drawn between bibliographies and lists of
references. Bibliographies are end-of-text lists that include all of the works that have been
cited in an assignment and any other works relating to it that the author has read, but which
have not been cited in the text. A list of references, on the other hand, contains only those
works that have been cited in the text, and never includes background reading that has not
been cited.
However, Word makes no such distinction and, although it lists bibliography and works
cited as separate options in its Bibliography tool, both are simply assembled from all of the
works in the Current List in the Source Manager, whether they have been cited in the
assignment or not
To ensure that only those sources that have been referenced in the assignment are
included in the end-of-text list, all unreferenced sources must be removed from the current
list before the Bibliography tool is used.
9
4.1 Removing unreferenced sources from the Current List
To remove sources from the current list that have not been referenced to in a text:
1. Go to the Citations & Bibliography group under the References tab
2. Click Manage Sources to open the Source Manager dialogue box (see Figure
3Figure 5, below)
3. In the Current List, click to select those sources that are not listed as cited (cited
sources are indicated with a tick)
4. Click Delete
5. Repeat if necessary (note that holding down [Ctrl] will allow you to select multiple
items in the list at a time
6. Click Close
Figure 5: Removing unreferenced sources from the Current List
10
4.2 Inserting a bibliography or end-of-text list of references
To insert a list of all sources in the current list in your document:
1. Click to create an insertion point at the point at which you would like to insert the
bibliography
2. Go to the References tab
3. Go to the Citations & Bibliography group
4. Click Bibliography
5. Select Bibliography or Works Cited from the drop-down menu (see Figure 6,
below)
Figure 6: Inserting an end-of-text list of references
11