Ms Word Apa Format Bibliography

Add a citation after a quote

  1. On the References tab , in the Citations & Bibliography group, click the arrow next to Style.

  2. Click the style that you want to use for the citation and source. 

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

  4. Click Insert Citation and then select Add New Source

  5. In the Create Source box, type in the citation details, and then click OK.

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, just click Insert Citation and select the citation you want to use.

Create a bibliography from your sources

If you want to create a bibliography from your sources, do the following:

  1. Click where you want to insert a bibliography. Typically, they are at the end of a document. 

  2. On the References tab, in the Citations & Bibliography group, click Bibliography.

Similar to the Table of Contents builder in Word, you can select a predesigned bibliography format that includes a title, or you can just click Insert Bibliography to add the citation without a title.

If you want to learn more about using citation placeholders and editing sources, take a look at Create a bibliography. Or, if you want to export your bibliography sources to another computer, check out this post on the Microsoft Word blog.

How to Format References in APA Style using Microsoft Word 2011 for Mac OSX

By Matthew Rathbone on November 09 2012ShareTweetPost

If you write a lot of academic papers in the social sciences (like my wife does) you’re likely going to have to manually format some references at one time or another. 

If you’re like my wife, you’ll likely start inserting tabs and newlines all over the place, but then if you ever have to edit your references you’ll end up with a mess you’ll have to fix manually, which can be frustrating.

Seeing as I’m usually the dogs-body who ends up fixing APA reference formatting on an almost weekly basis, I thought I’d document it so maybe my wife will learn how (hint hint).

So here is my guide:

1) Get the basics in order.

  • Authors are listed Surname, Initials: “Rathbone, M.A.”. Comma separate multiple authors.
  • Then you put the year of the paper in parens (1994)
  • Then the title of the paper. Not every word is capitalized: “How to format references”
  • Then the journal in Italics “Harvard Educational Review
  • Then the issue, and the page number.

Here’s the complete example:

Rathbone, M.A. (1994). How to format references. Harvard Educational Review, 33(1) 1-20.

2) Tricky line formatting stuff

APA requires that all lines other than the first be ‘hanging’, that means indenting them by 1/2 inch. And unlike the rest of your paper they should be single spaced.

Do NOT add tabs to do this, there’s a better way:

A) Select all your references by dragging over them with your mouse.

B) Navigate to Format -> Paragraph

C) In indentation, select Hanging

D) In Spacing ensure line-spacing is ‘Single’, and enter ‘16pt’ in the field labelled ‘after’. This is the amount of space to leave between paragraph blocks. Click ok.

E) Set your font to Times New Roman, size 12.

That’s it! Your references should be in good shape.

Bonus tip:

You’ll likely add / remove references in the process of editing, so it’s best to save the reference style for quick application in the future. Thankfully this is pretty easy:

select a reference that you just formatted by dragging over it with your mouse

Go to Format -> Style

Now select ‘New’

The selection will default to the format of the text you have selected (your reference), which is correct. Name this something like ‘APA Reference’, ensuring ‘Add to Quick style list’ is also selected, and click ok.

Now you can select unformatted references and simply select the style from the Home Ribbon:


APA Formatting Book

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