How to insert reference numbers in word

Managing citations for research papers, theses, dissertations, and other nonfiction works can be overwhelming. However, you can ease the process by learning how to insert citations in Microsoft Word using the software’s citation and bibliography tools.

This tutorial covers six topics:

1. How to select a citation style
2. How to insert citations for new sources
3. How to insert citations for existing sources
4. How to edit sources
5. How to use citation placeholders
6. How to insert bibliographies, reference lists, or works cited lists

Important Note: At the time this tutorial was published, Microsoft Word did not offer the most up-to-date formatting for several of our primary style guides, including APA, Chicago, MLA, and Turabian. Therefore, I encourage you to review the available styles before using the citation and bibliography tools. We will cover the steps to customize citation and bibliography styles in a separate tutorial.

This tutorial is also available as a YouTube video showing all the steps in real time.

Watch more than 150 other writing-related software tutorials on my YouTube channel.

The images below are from Word in Microsoft 365. The steps are the same in Word 2021, Word 2019, and Word 2016. However, your interface may look slightly different in those older versions of the software.

How to Select a Citation Style in Microsoft Word

1. Select the References tab in the ribbon.

1. Select your citation style from the Style menu in the Citations & Bibliography group.

How to Insert Citations for New Sources in Microsoft Word

1. Place your cursor where you want to insert the citation.

1. Select the References tab in the ribbon (see figure 1).
2. Select the Insert Citation button in the Citations & Bibliography group.

1. Select Add New Source from the drop-down menu.

1. Select the source type from the Type of Source menu in the Create Source dialog box.

1. Enter the source information into the bibliography fields.

1. (Optional Step) Select Show All Bibliography Fields if you need to add additional information.

1. (Optional Step) Enter the source information into the additional fields.

1. Select the OK button.

Your citation should appear in your text.

How to Insert Citations for Existing Sources in Microsoft Word

Once you enter a source, as shown in the section above, you can create additional citations for that source without reentering the information.

1. Place your cursor where you want to insert the citation (see figure 3).
2. Select the References tab in the ribbon (see figure 1).
3. Select the Insert Citation button in the Citations & Bibliography group (see figure 4).
4. Select the source from the drop-down menu.

Your citation should appear in your text (see figure 11).

How to Edit Sources in Microsoft Word

When you edit an existing source, you will also edit any existing citations for that source in your current document.

1. Select the References tab in the ribbon (see figure 1).
2. Select the Manage Sources button in the Citations & Bibliography group.

1. Select the source you want to edit in the Master List or the Current List in the Source Manager dialog box.

Pro Tip: The Master List is stored in your computer and is accessible in all your documents. The Current List is part of your current file and is only accessible in that file. By default, Word stores new sources in the Master List and the Current List.

1. Select the Edit button.

1. Enter your edits in the Edit Source dialog box. (Select Show All Bibliography Fields, if necessary.)

1. Select the OK button.

1. Select Yes or No in the alert box stating that you will be updating the source in both the Master List and the Current List. (Strongly consider selecting Yes to update both lists if you plan to cite this source in future documents.)

1. Select the Close button in the Source Manager dialog box.

How to Use Citation Placeholders in Microsoft Word

You can use placeholders if your source information is not available.

1. Place your cursor where you want to insert the citation placeholder.
2. Select the References tab in the ribbon (see figure 1).
3. Select the Insert Citation button in the Citations & Bibliography group (see figure 4).
4. Select Add New Placeholder from the drop-down menu.

1. (Optional Step) Change the name of the placeholder in the Placeholder Name dialog box.

1. Select the OK button.

Pro Tip: You can use the same placeholder in the future by selecting it from the Insert Citation drop-down menu (see figure 12).

1. When you are ready to replace the placeholder with a source, complete the steps in How to Edit Sources above.

How to Insert Bibliographies, Reference Lists, or Works Cited Lists in Microsoft Word

These steps will only work if you inserted your sources using Word’s citation and bibliography tools.

1. Place your cursor where you want to insert the bibliography, reference list, or works cited list.
2. Select the References tab in the ribbon (see figure 1).
3. Select the Bibliography button in the Citations & Bibliography group.

1. Select Bibliography, References, or Works Cited from the drop-down menu.

Your bibliography, reference list, or works cited list should appear in your document.

Related Resources

How to Create Hanging Indents in Microsoft Word

How to Insert Footnotes and Endnotes in Microsoft Word

How to Convert Individual Footnotes to Endnotes in Microsoft Word (and Individual Endnotes to Footnotes)

How to Create a Cover Page in Microsoft Word (Built-In and Custom)

Updated August 22, 2022