Before you begin to insert citations, it is helpful to first choose the Style you are using. This affects the way citations are inserted into the document. If you later need to change the style (for example, if an article or paper is being repurposed for a publisher that requires a different style), you can change styles on-the-fly. Because citations and bibliographies are inserted using field codes, when you change styles, all citations and bibliographical entries are reformatted to match the selected style.

To set the style, click the drop-down arrow next to Style in the Citations & Bibliography group in the References ribbon. As shown in Figure 36.1, Word has ten common styles from which to choose. Click to choose the style needed for the current document. If you've already inserted citations, they will automatically be reformatted to match the selected style.

There are two ways to insert a source from scratch. You can use Insert Citation

Add New Source

To add a new source and cite it at the same time, choose Insert Citation

Figure 36.2. Use the Create Source dialog box to add a source to the Master List and Current List.

Tip

Key fields to keep in mind are Author, Title, Tag name, and Year. In the Source Manager, which you'll see shortly, you can sort sources by those fields, which makes them useful organizational resources. This might not matter when you have a dozen sources. When you have hundreds, however, it will matter.

For entering authors' names, you can type them as you ordinarily would—for example, Joseph Priestly, Samuel F. B. Morse, or Susan B. Anthony. After you click OK, they will be changed to last name first, e.g., Priestly, Joseph; Morse, Samuel F. B.; and Anthony, Susan B. You can enter them as last name first as well. Word will "see" the comma and adjust as needed.

To enter multiple authors for a reference, separate them with semicolons. You can also use the Edit button, if you prefer, although many users find it somewhat clumsy. The easiest way to enter names is if you already have them available in another window. Copy them to the Clipboard and paste them using Ctrl+V or by right-clicking and choosing Paste. Note, however, that unlike many Windows text boxes, you cannot drag text into the Create Source dialog box's fields.

Click the checkbox next to Show All Bibliography Fields to display the full range of information you can enter. Unfortunately, this field does not "stick." Even if you always want this option enabled, you have to enable it each and every time you visit this dialog box.

Note

The Create Source dialog box also indicates the current style. With Show All Bibliography Fields enabled, red asterisks appear next to fields, indicating that they are recommended for the selected style. While the fields available for entry do not vary according to which style is selected, the presence of asterisks does change. Therefore, while it's not essential that you pick the style before creating a source, it is useful. Remember also that if you use the same source with a different style, different data elements might be emphasized. Therefore, as time permits, it pays to add as much information as possible when creating a source.

When you're done, click OK. Word does several things. Visibly, Word inserts the citation at the insertion point, including parentheses, using the selected bibliographic style (APA, Chicago, etc.). Less visibly, as shown in Figure 36.3, the added source is added to the Citation Gallery, and will be available the next time you choose Insert Citation from the References ribbon. At the same time, the source is added to both the Current List and the Master List in the Source Manager, which you'll learn about shortly.

Figure 36.3. As you add sources in the current document, they are listed in the Citation Gallery.

Citation Gallery

Unlike many other galleries in Word, the Citation Gallery lists only sources that are in the Current List. In other words, it lists only sources that are available for use in the current document. Otherwise, as you begin to add sources to it, the gallery would become hopelessly large, and finding sources in it would become increasingly difficult.

Citation Field Code

To create citations, Word inserts a citation field code. The Insert Field dialog box provides virtually no built-in support for inserting field codes using that approach. Therefore, you're better off using the Insert Citation tool in the References ribbon.

The syntax for the citation field is as follows:

{ CITATION tag [s pages y ] l language }

Example: { CITATION Cooper s "p. 233" y l 1033 }

In the example, the tag name is Cooper. The citation will include, p. 233. The , y, and switches are used to suppress the author's name, the year, and the title, respectively.

Note

The CITATION field inserted by the Insert Citation command is locked programmatically so that you cannot edit it by hand. Using Ctrl+Shift+F11 (Unlock Fields) will not unlock it. If you want to experiment with the CITATION field, you'll need to insert one using Insert

In addition to creating citations from scratch, as shown in the preceding section, you can use existing citations. As noted previously and shown in Figure 36.3, once you have created a source—either directly using Insert Citation

Figure 36.4. Use the Source Manager to create new sources as well as copy sources between the Master and Current Lists, among other things.

If a source exists in your Master List but not yet in the Current List, you can use the Source Manager to copy it. In the References ribbon, click Manage Sources to display the dialog box shown in Figure 36.4. In the Master List, click on the sources you want to copy. Use normal Windows techniques for selecting multiple items from the list. Notice that the arrow by Copy now points toward the Current List. Click Copy to add the selected items to the Current list, and then click Close.

Before you can cite a source, it has to exist in the list of sources for the current document. You can add sources to Word in several ways. Once sources have been associated with the current document, they appear in the Citation gallery (refer to Figure 36.3). To insert a citation for the source, move the insertion point to where you want it to appear, and then choose Insert Citation and click on the source.

When writing, if you stop to insert a citation, it often interrupts your train of thought. It's often more creatively efficient to insert a temporary placeholder, and then come back to it later. To insert a placeholder citation, choose Insert Citation

Figure 36.5. Remind yourself to find a citation later, and then continue writing.

When you create a placeholder, Word doesn't add it to the Master List (although you can add placeholders using the Source Manager), but it does get added to the Citation Gallery.

If information about a source changes, or if you simply get new information, as happens when you are converting placeholders into ready-to-use sources, it is easy to edit the source. When you need to update the information about a source (or to convert the placeholder into an actual source), there are several ways to proceed:

However you proceed, you'll see the Edit Source dialog box shown in Figure 36.6. Add the source information as described earlier in "Add New Source," and click OK. When you do this, all citations in the current document are updated.

Figure 36.6. When you edit a source, all citations in the document are updated.

If the identical source (identified by Tag Name) is included in both the Master List and the Current List, you will be prompted about which lists should be updated, as shown in Figure 36.7. Say No only if you want to update only the list associated with the method you used to access the Edit Source process. If you accessed Edit Source by using a citation in the document and now click No, then only the Current List version of the source will be updated. If, on the other hand, you selected the source in the Master List from the Source Manager and clicked Edit, then clicking No will update only the Master List version of the source.

Figure 36.7. Click Yes to update both the Master List and the Current List. Click No to update just the Master List.

When and why might the two lists differ? The two versions of the source might be different, for example, if the Master List includes a whole book, while the Current List item includes only one chapter.

Ordinarily, you probably won't need to delete sources from your Master List. Most collectors tend to keep resources they've acquired. However, if you acquire source lists from other people or over the Internet, you sometimes will discover that you have slightly different versions of the same source, with one being slightly more complete than the other or each having details that the other lacks. There is no built-in way to consolidate such "duplicates" into a single item that uses information from all available sources. Given that the quality of the information might vary as well as the quantity of information, it's not even clear that you would want Word making such decisions about which source to believe.

Therefore, you would need to sort through the information manually by inspecting the different sources, copying missing details to the pick of the litter, and then deleting the inferior versions. When you're ready to delete a source, choose Manage Sources, click the source(s) you want to zap, and then click Delete.

Note that you can delete from the Master List as well as from the Current List. You might want to delete from the Current List if you discover you have duplicates with different Tag Names. You might also want to delete from the Current List if you decide not to use a given source. Keep in mind, however, that Word is capable of distinguishing between sources consulted and sources cited (see "Inserting a Bibliography"), so don't delete sources you consulted but didn't cite. The fact that you consulted a source might ultimately prove useful, even if you don't include it in the list of sources cited that you include with the finished document.

As suggested earlier, you're not limited to sources that you develop and enter. You can exchange source lists with colleagues, download sources from libraries that adopt Word 2007's bibliographic standard, as well as establish source lists on local/organizational servers.

The process for actually getting external sources to "stay" in Word is unintuitive and a bit tricky. With a little bit of patience, however, it can be done. To load an external list of sources into Word, in the References ribbon, click Manage Sources

If you've created any sources, you should see a file named Sources.xml. Ordinarily, Word users would expect that additional source files copied to this folder would automatically be loaded by Word. Not this time. Word automatically loads only the Sources.xml file, so if you copied a file here expecting it to be automatically adopted by Word, click on it and then click Open. Or, if your list of sources resides elsewhere, navigate to it, and then click Open.

Back in the Source Manager, your added sources now display in the Master List. They're not there to stay, however. That's because they're just guests at the moment. When you close and reopen Word, the guests will have left. To get them to stay, you have to adopt them.

To adopt them, do the following:

To insert a bibliography, click the Bibliography drop-down arrow in the References ribbon. Word offers the bibliography gallery alternatives shown in Figure 36.9, plus one more, which is scrolled out of view in this picture.

Figure 36.9. Word offers several bibliography alternatives in the Bibliography Gallery.

In addition to the gallery items, you can choose Insert Bibliography. This option inserts a list of works cited, and does not include a title or a page break.

Ordinarily, there should never be a need to edit or update a bibliography inserted using Word 2007's Citations & Bibliography commands. When you add sources and/or cite them, any bibliographies are updated automatically. The only time you might need to update a bibliography would be if you need to fix an accidental edit.

If you need to have both works consulted and works cited lists in your document, the easiest way is to insert one of the items from the bibliography gallery, and use the Bibliography

To delete a bibliography, click the content control handle (upper left), and press the Delete or Backspace key. If only part of the bibliography field is selected, the text will be deleted. However, the next time any citation or source change occurs in the document, the edit will be undone. If you want to perform manual edits to a bibliography and have the edits survive updates, you would need to convert the bibliography into static text.

To convert a bibliography into static text, click the drop-down arrow at the end of the content control container and choose Convert Bibliography to Static Text, as shown in Figure 36.10.

Figure 36.10. To copy a bibliography elsewhere, convert it to static text. (Filter Languages appears only if you have multiple languages installed on your computer.)

Note that once you convert the bibliography into static text, that does not completely divorce it from the process. For one thing, the static text version of the bibliography is still within the content control container. For another, note the control at the upper-left corner of the container, shown in Figure 36.11. If you click the drop-down arrow there, you will see the Bibliography Gallery options. If you choose one, the static bibliography is replaced with the corresponding bibliography field from the Gallery.

Figure 36.11. Even after being converted into static text, a bibliography is still connected to the citation process.

If you really want to remove a bibliography from the whole citation process, after unlinking it, copy the contents of the field to the Clipboard, making sure that no part of the container is selected. Then, paste it somewhere outside of the container, and delete the container.

You can save a bibliography for future use, and it will appear in the Bibliography Gallery along with the built-in items. To do this, select the bibliography and any formatting or other text (including page breaks, section breaks, etc.), and choose Bibliography

If the bibliography is saved as a field, then only its formatting will be used, not any source content. For example, the four built-in gallery items determine only two factors:

If you determine that you need a title, a section break, special formatting, and so on, you can include it in gallery items you save. When you insert that gallery item, it will then determine how the Current List items in any given document will appear. It won't display the sources that were in the bibliography used to create the gallery item.

You can, however, convert a gallery to static text before saving it to the gallery. When you do that, the bibliography itself (along with title, formatting, text, etc.) is saved. When you insert the resulting gallery item, the actual sources themselves will appear, even if they aren't cited or otherwise sourced in the document in which they are inserted.