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Step 3: Insert In-Text Citations

Step 3: Insert In-Text Citations

Once a source is in the document’s database, it remains there, and you can re-use it as many times as needed the document. Each time insert a citation, Word places a field code in the document that shows the citation in the correct format for whatever citation style you chose in step 1. If you change the citation style for the document later, Word automatically updates the style of all in-text citations.

To insert a citation, follow these steps:

  1. Position the insertion point where you want the citation to appear, such as at the end of the sentence in which you refer to its data (but before the sentence’s end punctuation).
  2. On the References tab, click Insert Citation. A drop-down list appears of the sources you entered earlier.
  3. Click the desired source to cite.
  4. In Figure 3, for example, there are two sources from which to choose. You can also choose Add New Source. Adding a new source prompts you to enter the source information, and then automatically enters a reference to it.

    Figure 3: Select one of your already-entered sources, or enter a new source if it’s not already there.

    Usually you will have a source in mind before you refer to it, but sometimes you might know that you want to cite a source but you don’t have the source’s information handy. For example, you might remember that you read somewhere on the OSHA web site that there are currently no federal regulations for mold, but you haven’t had time to look that up yet. In that situation you would insert a placeholder, which is a citation that doesn’t have a source behind it yet. To enter a placeholder, do the following:

  5. Position the insertion point where you want the citation to appear.
  6. On the References tab, click the Insert Citation button.
  7. On the menu that appears, click Add New Placeholder. The Add Placeholder dialog box opens.
  8. Type a name for the placeholder, or accept the default name.
  9. Click OK. A parenthetical citation appears at the insertion point. It looks like a regular citation but it does not refer to any source. You can finalize it later, after you have looked up the source.
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