Change Bibliography Style Word List

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.

Please note: This article is not about how to create a bibliography in Word 2007 — it’s about the limitations of the list of available bibliographic styles that come with Word.

The good

One of the neat new features in Word 2007 is the ability to create automated citations and bibliographies that follow a particular style, such as Chicago, APA, Turabian, etc.

The not so good

However, it soon becomes apparent that if you’re using some variation of these, or another style altogether (perhaps a house style), you’re very limited in what you can do. In fact, you may well abandon the whole idea of automated citations and bibliographies.

For example, the style my client uses for a citation is ([authoring body] [year of publication]), such as (Smith 2005). However, many of the default citation styles in Word 2007 use a format such as (Smith, 2005) — note the comma separating the author and the year. But that’s not how we do it where I’m currently working.

And when it comes to the bibliography or reference list, even the formatting that’s the closest to what we use is not exactly right. So we’re in a dilemma — do we take on one of the default styles provided in Microsoft Word 2007, or do we just not use the automated citation and bibliography function?

One final thing — the automated citations and bibliographic references in Word 2007 are all fields, but they are not clickable in Word so you can’t click a citation and go directly to that reference in the bibliography. In fact, that missing function was the reason I went on this hunt in the first place!

A possible solution

Being an inquisitive person, I hunted the Microsoft Word online help to see if there was a way to modify a style that was reasonably close, or to add a new style of my own. Well, the Help is not helpful on that at all, yet you can do it. How do I know? Because one of the resources the Microsoft Help pointed me to was BibWord (, which seems to be part of a Microsoft open source effort (no, that’s NOT an oxymoron!).

Here’s what the BibWord website offers:

  • A downloadable zip file of XSL documents for numerous other styles — just add these XSL files to your Bibliography Style directory (default: C:\Program Files\Microsoft Office\Office12\Bibliography\Style) and they are now all available to you in Word 2007. Pick the one you want to apply to your citations and bibliographies and off you go. For most people, this is all you would need. (You can download the zip file from here:
  • A very small Extender executable file (available from the same page at the Styles, above), which, among other things, adds functions such as letter suffixes for multiple works by the same authoring body in the one year.
  • BibWord — the source code XSL Stylesheet that you can modify if you know a bit about XML. HINT: Make a copy before you start changing it! BibWord allows you to do lots of customization and modification, including defining the citation as being clickable, thus letting the user go directly to the referenced work in the bibliography. BibWord is available from: There’s a 30 page user guide that you can download from this page too.
  • Finally, there’s BibType and its related schema and type definitions, as well as its own user guide, available from: Again, you should be pretty familiar with XML before you go digging around in here.

Bottom line:

  • Using the BibWord styles, you can add more styles to the default list in Word 2007.
  • Using the BibWord XSL and XML files, you can create your own or modify existing style formats. But you DO need to know something about XML before you go fiddling around in them. PLEASE make a back-up of the original files before you fiddle with them! And follow the advice on the BibWord website, its documentation, and check the user Discussion area for help and guidance.
  • BibWord is free!

See also:

[Links last checked December 2010]

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Posted in Word| Tagged citations, references|

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