Shoaib needs to insert a citation in a footnote so that the citation uses the IEEE format. He's not sure how to do this and wonders if there is a way that Word can do it automatically.
The answer is that there is no way to do this automatically in Word, but the program gives you enough tools that you can make sure that citations follow whatever editorial format you desire. Such a statement presupposes that you must become familiar with the format you want. In other words, you must learn what is required for IEEE citations so that you can implement them in Word. This is a pretty good introduction to the topic of IEEE citations:http://wwwlib.murdoch.edu.au/find/citation/ieee.html
To start with, you need to make sure that your footnotes or endnotes are set up properly. This is not a problem with footnotes; they are always inserted with Arabic numerals. Endnotes, however, are normally inserted using lowercase Roman numerals. If you are using endnotes, modify them (as described in other issues of WordTips) so that they use Arabic numerals.
At this point you can insert your footnotes or endnotes as you normally would, but you'll want to make sure that the footnote or endnote text matches the format required by IEEE. If you need some help with this, there are a number of online sites that can help format your citations properly for IEEE format; this is one:http://www.ecf.utoronto.ca/~writing/bbieee-f1.html
Once you have the citation formatted correctly, you just need to paste that formatted citation in a regular Word footnote or endnote.
When you have finished with all your footnotes or endnotes, you need to modify the actual footnote or endnote reference so it is enclosed within brackets, as required by IEEE. (By default, Word uses superscripted footnote and endnote references.) Follow these steps:
- Press Ctrl+H. Word displays the Replace tab of the Find and Replace dialog box.
- Make sure the insertion point is in the Find What box and that there is nothing in the box.
- Click the More button if it is available.
- Click Format and then click Style. Word displays the Find Style dialog box.
- In the dialog box, select either the Footnote Reference or Endnote Reference style, depending on which you used in your document.
- Click OK to close the Find Style dialog box.
- In the Replace With box enter the following: [^&]
- Click Replace All.
At this point you should have brackets around all your footnote or endnote references. They may, however, still be formatted as superscript. If so, modify the Footnote Reference style or the Endnote Reference style, as appropriate, so it does not appear as superscript. (How you modify styles has been covered in other issues of WordTips.)
There are also a number of Word templates available that you can use to implement IEEE formatting in a document. (This is not just for citations, but for the entire document.) Here are a couple to check out:http://bibword.codeplex.com/http://www.ieee.org/publications_standards/publications/authors/authors_journals.html
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (7789) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: IEEE Citation Format.
With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. Learn more about Allen...
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Not a lot of people know how to do proper IEEE referencing in Word 2007 or 2010. The benefits of doing this are immense both for individuals and teams. It allows automatic renumbering of references, automatic bibliography creation, as well as providing a collection of your references in one file – even when multiple people work on the same document. This also works on OS X, you just need to find the corresponding folders. Sounds appealing? Right, let’s get started.
IEEE Reference Style
First thing’s first, download the above file. It’s hosted on my server, but the original is created by Yves at Codeplex. You can check that out as well.
Next, you’re going to want to copy the file to:
C:\Program Files\Microsoft Office\Office 12\Bibliography\Style
Depending on your installation it may be in a different location (i.e. 64-bit installation) but I’m sure you can figure this out.
Start up Microsoft Word (or restart it if it was open). Now browse to the References tab on the ribbon. Under the Citations & Bibliography section (highlighted below), click Style and a new item should have appeared, choose IEEE.
IEEE Style in Word 2007
With this selected we need to start by entering our first reference. So click Manage Sources. You should be presented with this dialog box. I filled it in with some information from a journal article but you could just as easily use a website, book, magazine, etc.
Creating a source for the first time
After you’re done, this reference will show up in your list of sources. As you can see I have many others (all related to this one word document). My methodology is to add to this list of sources as I go, rather than all at once at the end of a report. It proves much simpler in the end.
List of all sources available in this document
Now, when I want to use one of these sources all I have to do is click Insert Citation (from the Citations & Bibliography section), and choose the citation I want. You should see a number appear encased in square brackets, . That’s your first IEEE reference. You can repeat this as many times as you want with the same reference or new ones. When you’re done you’re going to want to create a list of references. Scroll down to the bottom of your document and click Bibliography and then choose either one, it doesn’t matter. I usually remove the words “Bibliography” and replace it with something less Artsy, like “References” (sorry Arts students but you had tons of reference styles to choose from off the bat, so you’re lucky!).
Create a bibliography from your list of used sources
Voilà you should be very happy with your new IEEE style referencing in Word.
I’d like to mention, but won’t go into detail, that with the software, Mendeley (my chosen research tool), you can get a word plugin that will do all of this as well. It’s not as tight, but at least you don’t have to enter in all your references details if it gets it from the citation. But that’s not for this post anyways – I will write something up on Mendeley and Word integration later.
Updated for OS X
In order to get this working on your version of Microsoft Office 2011 on Mac OS X, the folder location specified above needs to be:
/applications/Microsoft Office 2011
Here are some detailed steps from a random old forum I found online:
- Unzip the IEEE_Reference.zip file that you downloaded
- Close Word if it’s open
- Open Applications
- Navigate into the Microsoft Office folder
- Right click on the file Word.app or just Word if you have the file extensions hidden, click ‘Show Package Contents’
- There should now be a folder called Contents, open the folder.
- Then open Resources
- Then open Styles
- Copy the .xml style you want into this folder
- Launch the Word application and the styles you copied in should be available.