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In desktop Word, select a citation style, place the cursor where the citation belongs, and choose References > Insert Citation > Add New Source. Enter the source details and select OK. To generate a reference list, place the cursor where it should appear and choose References > Bibliography. The exact labels and available features can vary by Word version and platform.
Insert a citation and build a reference list
- Choose a style. On the References tab, open the Style menu and select the format required for your assignment or publication.
- Place the cursor. Click after the sentence or phrase that uses the source.
- Add the source. Select Insert Citation > Add New Source. In the Create Source dialog, choose a source type, such as a book section or website, fill in its details, and select OK. Word inserts the citation and saves the source record.
- Reuse the source. At another citation point, select the saved source from Insert Citation.
- Insert the reference list. Place the cursor where the list should go—often at the end of the document—and select References > Bibliography, then choose a format.
Microsoft documents this workflow for Word 2016 through Microsoft 365 and newer listed desktop releases. Menu names can differ by version. See Microsoft’s instructions for adding citations and its guide to creating and updating a bibliography.
Choose and check the citation style
Word offers styles including APA, Chicago-style, GOST, IEEE, ISO 690, and MLA. The selected style controls how Word formats citations and bibliography entries. Follow the exact edition or local rules specified by your instructor, journal, or organization: Microsoft cautions that APA and MLA formats can change, and automatic formatting does not guarantee that every entry meets the latest requirements. Proofread the generated citations and references against the applicable guidance. Microsoft provides an overview of automatically formatted bibliographies.
Add a page number or other citation detail
After inserting a citation, select it and open Citation Options > Edit Citation, where available, to add details such as a book page number. The available options depend on the Word version and citation style. Microsoft describes citation options and bibliography controls.
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Edit sources and resolve placeholders
Use Manage Sources to find, edit, or organize source records. Word distinguishes the Current List for sources in the open document from the Master List for sources used across documents; Source Manager can also browse another master list. If you do not yet have all the source details, choose Add New Placeholder. A placeholder is incomplete, so edit it in Source Manager and replace missing details before finalizing the document. Microsoft explains source management and placeholders.
Update the bibliography after making changes
If you add a source after creating the bibliography, click inside the bibliography and select Update Citations and Bibliography. A works-cited list conventionally includes sources cited in the text; a bibliography may also include works consulted. Choose the output that your assignment or publication requires. For Mac-specific source and bibliography guidance, see Microsoft’s Word for Mac instructions.
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Know which Word feature you need
Footnotes and endnotes
Footnotes and endnotes are separate from citations created through Source Manager. Insert them with References > Insert Footnote or References > Insert Endnote; Word places the note at the bottom of the page or at the end of the document. See Microsoft’s guide to inserting footnotes and endnotes.
Legal citations and Tables of Authorities
A Table of Authorities is a separate feature for organizing legal citations, not an ordinary bibliography. Microsoft says it is supported in Word for Windows desktop, but not Word for Mac or Word for the web. See its Table of Authorities instructions.
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The References ribbon workflow above describes desktop Word. Word for Mac uses a Citations pane and Source Manager, while web and mobile versions may not include all the same controls. Check the instructions for your specific edition rather than assuming every platform has identical menus.
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