CHAPTER 21

Documenting Your Sources

IN THIS CHAPTER

• Inserting footnotes and endnotes
• Adding footnote and endnote separators
• Footnote and endnote styles
• Creating a list of bibliography sources
• Citing sources in a document
• Editing citations
• Inserting a bibliography
• Inserting and formatting a table of authorities

In addition to including tools to help a reader navigate a long, formal document as you learned in Chapter 20, “Identifying the Contents and Terms in Your Document: TOC, Captions, and Indexing,” it's necessary to document the sources you've used to develop the document content. In academic reports, scientific publications, legal documents, and more, crediting your sources is a matter of ethics and professionalism. You enhance your own credibility and avoid any appearance of plagiarism by giving credit where credit is due.

This chapter covers the automated features for crediting sources in Word. It shows you how to insert footnotes and endnotes, the two most basic ways of crediting sources. From there, the chapter moves on to cover how to create and insert citations within text, and how to compile cited sources into a bibliography, a feature often required for scholarly books or publications. Finally, the chapter shows how to insert a table of authorities, used to cite legal rulings, statutes, and other information within a legal document.

Footnotes and Endnotes Basics

Footnotes and endnotes contain material that, if presented in the text, tends to disrupt the reader's train of thought. In some types of documents—academic, professional, and legal, for example—footnotes or endnotes are mandatory. In these types of documents, the footnotes or endnotes typically identify the source for quoted or paraphrased information. In less formal documents, footnotes and endnotes can be used to cite sources or to share the author's thoughts or other side commentary.

Footnotes appear at the bottom of the same page where the reference is made. In certain citation-heavy documents, such as legal and scientific documents and papers, it is not uncommon for footnotes to begin on one page and extend onto one or more additional pages. Though a bit awkward for readers, it is often less awkward than having to search for an endnote at the end of the document to find an explanation for what was said in the text.

Endnotes are compiled at the end of the document. In a book, endnotes often occur at the end of each chapter. In magazines and journal articles, they usually occur at the end of the article.

Word enables you to use footnotes, endnotes, or both. You can also determine how they are presented, up to a point. Word even enables you to specify the footnote and endnote separators, continuation separators, and the continuation notice itself. Because many publishers and publications are rather specific about how to present footnotes and endnotes, Word's flexibility usually helps you conform to those varying specifications.

The Footnotes group of the References tab on the Ribbon, shown in Figure 21.1, holds the tools for working with footnotes and endnotes. Figure 21.1 shows the entire References tab, as you'll be working with more of its tools throughout the rest of this chapter.

FIGURE 21.1

Use the Footnotes group to insert footnotes and endnotes and to launch the Footnote and Endnote dialog box.

Footnote and endnote options

Open the Footnote and Endnote dialog box by clicking the dialog launcher button in the lower-right corner of the Footnotes group shown in Figure 21.1. You can also display the Footnote and Endnote dialog box by right-clicking a previously added footnote or endnote area in the document and choosing Note options. The options in the Footnote and Endnote dialog box, shown in Figure 21.2, are explained in Table 21.1. After making the desired changes, click Apply, or click Insert to insert a new footnote or endnote using the specified settings.

FIGURE 21.2

Change footnote and endnote options using the Footnote and Endnote dialog box.

TABLE 21.1 Footnote and Endnote Options

Option	Choices
Footnotes under Location	Bottom of page or Below text. Bottom of page puts the footnotes inside the bottom margin area, above any footer. Below text puts them above the margin area at the end of the text on the page where they occur, making it easier for the reader to find the footnotes on short pages.
Endnotes under Location	End of document or End of section. Notes begin at the end of the document or the section in which they occur, immediately after the text, above the margin area.
Columns under Footnote layout	If the section holding the insertion point is formatted in more than one column, this setting becomes active. The Match section layout option formats the notes in the same number of columns as the section. Or choose 1 column, 2 column, 3 column, or 4 column to specify the number of columns for the notes.
Number format under Format	Endnote and Footnote number formats are independent of one another. Both offer identical numbering formats (1, 2, 3/a, b, c/A, B, C/i, ii, ii/I, II, III, and legal footnote symbols). When specifying the legal symbols, they will double, triple, and so on, if the list of available marks is exhausted.
Custom mark under Format	Choose a custom mark to use for the footnote or endnote symbol. You can specify only one. If you choose the ever-popular *, you will get *, **, ***, and so on, for the first, second, third, and so on, notes.
Start at under Format	Specify the number where you want footnote or endnote numbering to start. This is usually used in conjunction with the Apply changes to this section setting.
Numbering under Format	Can be continuous throughout the document, restarted each section, or restarted each page.
Apply changes to under Apply changes	Options are Selected sections, This section, and Whole document.

Inserting a footnote

To insert a footnote, put the insertion point immediately after the character where you want the footnote reference mark to appear (usually a superscripted number or symbol that appears in the text immediately to the right of the material being cited), and press Alt+Ctrl+F, or click Insert Footnote in the Footnote group of the References tab on the Ribbon. If you're composing in Print Layout view, the insertion point jumps to the footnotes area, as shown in Figure 21.3. If you're composing in Draft view, the Footnotes pane, shown in Figure 21.4, opens.

Type the footnote, including any desired formatting and punctuation. Then click back in the text to continue typing.

FIGURE 21.3

In Print Layout view, footnotes are composed in the footnote area, either under the text or at the bottom of the page.

FIGURE 21.4

In Draft view, footnotes are composed in the Footnotes pane.

Inserting an endnote

To insert an endnote, with the insertion point where you want the reference mark to appear, press Alt+Ctrl+D or click Insert Endnote in the Footnotes group of the References tab on the Ribbon. As with inserting footnotes, where the insertion point jumps to depends on whether you are in Draft or Print Layout view. Type the endnote text, and then return to the document text using one of the same methods previously described for footnotes.

Displaying and editing footnotes and endnotes

You have several ways to display and access footnotes and endnotes, depending on your settings. In both Print Layout view, as shown in Figure 21.5, and Draft view, you can hover the mouse pointer over a footnote or endnote reference mark in the text to display the text of the note in a tooltip. Note that the hover method does not work if you have customized Word not to display tooltips. In File Options Display tab, under Page display options, verify that Show document tooltips on hover is checked, and click OK.

FIGURE 21.5

Hover the mouse over a footnote/endnote reference mark to display a tooltip containing the note contents.

To edit a footnote or endnote, use either of the following methods:

• In the References tab Footnotes group, click Show Notes. In Print Layout view, this provides access just to the notes on the current page. In Draft view, this provides access to all notes, using the notes pane.
• In the text, double-click on the reference mark for the note you want to edit. This opens the note or the notes pane, depending on the current view.

When the footnote or endnote you want to edit is displayed, edit it using ordinary editing techniques.

For navigating footnotes, in the Footnotes group of the References tab, you can use the drop-down arrow by the Next Footnote tool to select Next Footnote, Previous Footnote, Next Endnote, or Preview Endnote. When the insertion point is in the text, this moves you to the indicated reference mark in the text area. When the insertion point is in the notes area or notes pane, this moves you to the next or previous footnote or endnote.

Deleting footnotes and endnotes

Deleting footnotes and endnotes is easy, but potentially confusing. Among many users, the first impulse is to delete the most visible aspect of the footnote/endnote—the footnote/endnote itself. However, that deletes only the text of the note, stranding the footnote or endnote reference mark in the text.

To delete a footnote or endnote, select the note reference mark in the text area of the document and press Delete or Backspace. This removes the reference mark as well as the footnote or endnote.

Converting footnotes and endnotes

If you change your mind and decide that a given endnote/footnote should really be a footnote/endnote, respectively, you can make the change easily. Double-click the reference mark for the footnote or endnote to display it in the footnote/endnote area in Print Layout view or the notes pane in Draft view, right-click anywhere in the footnote or endnote you want to convert, and choose Convert to Footnote or Convert to Endnote, as shown in Figure 21.6, whichever is appropriate.

FIGURE 21.6

You can easily convert between footnotes and endnotes.

Working with Footnote and Endnote Styling

As for many of the reference elements you learned about in Chapter 20, a set of default styles apply to footnote and endnote formatting. Although you can format footnotes and endnotes directly, it is much more effective—not to mention easier and more consistent—to change the styles involved. Of course, if you want an italic or bold word, direct formatting is fine. For underlining or italicizing references, however, you'd be better off using character styles, just in case somebody suddenly tells you that you need to reformat them all according to the East Podunk Manual of Style.

Footnote Text and Endnote Text styles

The Footnote Text and Endnote Text styles control the basic appearance for footnotes. These are both linked styles that can be used to format paragraphs or smaller selections of text. Typically, however, you would use them for formatting the entire footnote or endnote.

To modify either of these, the easiest way is to display the note for editing, and press Ctrl+Shift+S to display the Apply Styles pane. Verify that Footnote Text or Endnote Text is displayed, as shown in Figure 21.7, and click Modify. Use the techniques shown in Chapter 7, “Using Styles to Create a Great-Looking Document,” to modify the style, taking care to enable the New documents based on this template setting if you want the style change to become part of the document's template.

FIGURE 21.7

The Apply Styles pane (Ctrl+Shift+S) provides handy access when you want to quickly modify a style.

Reference mark styles

The footnote and endnote numbers themselves are controlled by the Footnote Reference and Endnote Reference styles. Unlike the Footnote/Endnote Text styles, the reference styles are character styles. These two styles are used to format the reference marks in the body of the document as well as at the beginning of the actual footnotes and endnotes themselves. To modify the style for either of these, select a reference mark—in the text area or in the notes area—and press Ctrl+Shift+S as indicated previously, click Modify, and so on.

Separators and Continuation

When you use footnotes and endnotes, Word uses a combination of separators and continuation notices to identify the footnote and endnote sections for the reader. If the built-in separators and continuation notices don't meet your needs, you can specify different ones.

To change, set, or reset separators and continuation marks, you must be in Draft view. On the References tab in the Footnotes group, click Show Notes. If the document contains both endnotes and footnotes, a Show Notes dialog box prompts you to specify which area you want to view. Click View footnote area or View endnote area, according to which one you want, and then click OK.

Using the drop-down arrow shown in Figure 21.8, pick the item you want to change. It will appear in the pane. Reformat what's shown or delete it and insert your own. Note that with any separator or continuation item selected, a Reset button appears to the right of the drop-down arrow. If you want to revert to Word's default for the displayed item, click Reset. When you're finished making changes, click the X to close the notes pane.

FIGURE 21.8

The notes pane can display a variety of notes-related items.

Making a Bibliography

In Word 2013 it is easy to add cited sources into a document so they'll always be available. Once you've added a source, you can insert a citation to that source anywhere in the current document. Then, when you finish adding citations, you can tell Word to insert the bibliography with all the sources used in the current document.

To develop this feature, folks from Microsoft spent countless hours interviewing undergraduate students, graduate students, professors, and researchers in a variety of disciplines to see how they work and what their needs are. The result is a set of citation and bibliography tools that can save many academic and professional writers a lot of time.

Identifying the Sources for Your Bibliography

To be able to use citations in your Word documents, you need the bibliographic information (title, author, and so on) for each source you want to cite. Word's citation and bibliography feature enables you to use several methods to enter that information into your document:

• Insert a source from scratch using the Create Source dialog box. This inserts the source into your Master List as well as in your Current List. The Current List is just for the current document, and the Master List is all the sources you've ever created.
• Copy an existing source from the Master List to the Current List.
• Import sources you exchange with colleagues (or even set up a shared source list that you and colleagues can all access and contribute to) or sources you find in online libraries.

The citation and bibliography features are available in the Citations & Bibliography group in the References tab of the Ribbon, shown back in Figure 21.1. You use the tools in this group to add sources, insert citations in the current document, initiate library searches, manage sources using the Manage Sources dialog box, choose the style for the references in the current document, and insert a bibliography into the current document.

Style first

Before you begin to insert citations, it is helpful to first choose the appropriate bibliographic style as required. In this case, style does not refer to the text formatting, but instead to a standard or convention dictating what details are included in the citation and how they are presented when the citation is inserted and included in a bibliography. Before selecting a style, be sure you understand what citation style is required by your school or publisher. The MLA style (Modern Language Association) is widely used for research reports and publications. Also for research papers, APA style (American Psychological Association) is often required for documenting reports in the fields of psychology and sociology. Writers in the fields of literature, history, and the arts generally use Chicago style (Chicago Manual of Style) citations. In addition to these three widely used styles, Word offers several other styles, some of which pertain to other specific disciplines or areas of study.

If you later need to repurpose an article or paper, you can change styles when needed. Because citations and bibliographies are inserted using field codes, when you change styles, all citations and bibliographical entries are reformatted to match the selected style.

To set the style, click the drop-down arrow next to Style in the Citations & Bibliography group on the References tab. As shown in Figure 21.9, Word has several common styles from which to choose. Click to choose the style needed for the current document. If you've already inserted citations, they will automatically be reformatted to match the selected style.

FIGURE 21.9

Choose the citation style required for your publication.

Inserting sources from scratch

You have two ways to insert a source from scratch. You can use Insert Citation Add New Source, or you can use the New button from the Manage Sources dialog box. The former adds the source and inserts a standard citation into the document at the insertion point. The latter adds the source but does not immediately cite it.

Adding a new source

To add a new source and cite it at the same time:

1. Click in the document to position the insertion point where you need to insert the citation. As with footnotes and endnotes, this typically means clicking just to the right of the material being cited.
2. Click the References tab, and in the Citations & Bibliography group, choose Insert Citation Add New Source. This displays the Create Source dialog box, shown in Figure 21.10.

   FIGURE 21.10

   Use the Create Source dialog box to add a new source.

   

   TIP

   Key fields to keep in mind are Author, Title, Tag name, and Year. In the Source Manager, which you'll see shortly, you can sort sources by those fields, which makes them useful organizational resources. This might not matter when you have a dozen sources. When you have hundreds, however, it will matter.

3. Open the Type of Source drop-down list and choose the source publication type, if needed. This choice determines the fields available. The list also enables you to select a digital source such as a web page. Note that if you are required to prepare a more detailed bibliography or want to store more details about a source for your own purposes, you could click the Show All Bibliography Fields check box near the lower-left corner of the dialog box to see all available bibliography fields.
4. In the Bibliography Fields for section, make an entry in each text box. After you click in each field, check the Example at the bottom to see how to enter it properly for the given style. For example, as shown in Figure 21.10, author names should be entered as last name, a comma, and then first name and multiple author names separated by semicolons in the Chicago style. You also can click the Edit button beside the Author text box and use the Edit Name dialog box that appears to add authors. After entering the information for each name, click Add. Use the Up, Down, and Delete buttons to work with the selected name in the Names list, and click OK to finish adding Names.
5. Click OK. Word finishes creating the source and inserts the citation, including parentheses, using the selected bibliographic style (APA, Chicago, MLA, and so on). Figure 21.11 shows an example citation. Keep in mind that the citation format differs from the source information and does not include all the source information; the more detailed source information is used when you compile a bibliography.

   FIGURE 21.11

   The citation appears in parentheses to the left of the insertion point.

   

Less visibly, as shown in Figure 21.12, the source is added to the Insert Citation gallery, and will be available the next time you choose Insert Citation from the References tab. At the same time, the source is added to both the Current List and the Master List in the Source Manager, which you'll learn about shortly.

FIGURE 21.12

As you add sources in the current document, they are listed in the Insert Citation gallery.

Adding new sources using the Source Manager

You can also add sources using the Source Manager, which creates the source without inserting a citation in the document. In the Citations & Bibliography group of the References tab, click Manage Sources to display the Source Manager dialog box shown in Figure 21.13. From there you can:

• Add a new source: Click New to open the Create Source dialog box (refer to Figure 21.10), and add the source as described earlier. Once you click OK to add the new source, it appears in the Source Manager (Current and Master Lists) as well as in the Insert Citation gallery.
• Copy a source from the Master List to the Current List (current document's sources): In the Master List at the left, select the source(s) you want to copy. You can use Shift+click or Ctrl+click to select multiple sources, if desired. Notice that the Copy button arrow now points to the Current List at the right. Click Copy to add the selected items to the Current list.

Note in Figure 21.13 that the Current List shows a check mark to the left of any source for which you've inserted a citation in the current document. Click Close to close the Source Manager dialog box when you finish using it.

FIGURE 21.13

Use the Source Manager to create new sources as well as copy sources between the Master and Current Lists, among other things.

Inserting existing citations

In addition to creating citations from scratch, as shown in the preceding section, you can use existing citations. As noted previously and shown in Figure 21.12, once you have created a source—either directly using Insert Citation Add New Source, or by clicking the New button in the Source Manager—that source is added to the Insert Citation gallery. To insert a citation of a source:

1. Click to position the insertion point at the location where you want to insert the citation.
2. Click the References tab, and click Insert Citation in the Citations & Bibliography group.
3. Click the source to insert in the gallery.

To create citations, Word inserts a citation field code. The Insert Field dialog box provides no explanation of the switches for this type of field. However, here's a little help with that. The default syntax for the citation field is as follows:

{ CITATION tag l 1033 }

This inserts a basic citation including the tag for the source and the language; English, in the above case. You can also include the following switches to change the citation appearance as needed:

{ CITATION tag [s pages y ] l language }

Example:

{ CITATION Cooper s “p. 233” y l 1033 }

In the example, the tag name is Cooper. The citation will include p. 233. The , y, and switches are used to suppress the author's name, the year, and the title, respectively.

Inserting a placeholder citation

When writing, if you stop to insert a citation it often interrupts your train of thought. It's often more creatively efficient to insert a temporary placeholder and then come back to it later. To insert a placeholder citation at the insertion pint, choose Insert Citation Add New Placeholder. In the box provided, shown in Figure 21.14, type a name for the placeholder and click OK. Placeholder names have some silly rules—the same rules used for bookmark names. Names can include letters (including accented letters), numbers, and the underscore character. That's it. No dashes, no spaces. Names are case sensitive (for example, Cooper, COOPER, and cooper are different placeholder names), so be careful with that Shift key.

FIGURE 21.14

Remind yourself to find a citation later, and then continue writing.

When you create a placeholder, Word doesn't add it to the Master List (although you can add placeholders using the Source Manager), but it does get added to the Citation gallery.

Edit Source and converting a placeholder to a source

If information about a source changes, or if you simply get new information, as happens when you are converting placeholders into ready-to-use sources, it is easy to edit the source. When you need to update the information about a source (or to convert the placeholder into an actual source), you have several ways to proceed:

• Right-click any occurrence of the citation in the document and choose Edit Source.
• Click the citation or placeholder to display its container, click the drop-down arrow at the right end of the container, and choose Edit Source.
• Open the Source Manager, select the source or placeholder, and choose Edit. (A placeholder appears in the Current List choices and incudes a question mark to the left of its name.)

However you proceed, you'll see the Edit Source dialog box, which is virtually identical to the Create Source dialog box shown in Figure 21.10. Add the source information as described earlier in “Adding a new source,” and click OK. When you do this, all citations in the current document are updated with the new information.

If the identical source (identified by Tag name) is included in both the Master List and the Current List, you will be prompted about which lists should be updated, as shown in Figure 21.15. Say No if you want to update only the list associated with the method you used to access the Edit Source process. If you accessed Edit Source by using a citation in the document and now click No, only the Current List version of the source will be updated. If, on the other hand, you selected the source in the Master List from the Source Manager and clicked Edit, clicking No will update only the Master List version of the source.

FIGURE 21.15

Click Yes to update both the Master List and the Current List. Click No to update just the Master List.

When and why might the entry in the two lists differ? The two versions of the source might be different, for example, if the Master List includes a whole book, whereas the Current List item includes only one chapter.

Editing Citations

You might have noticed that when you insert a citation, you aren't provided with any options. A minimal citation is inserted based on the selected bibliography style. Suppose, for example, that you're using the same citation in different parts of a paper and want to focus the reader's attention only on certain pages of a particular book or article. You could handle this by creating different sources, but that approach tends to make the list of sources rather unwieldy and confusing later. A better way is to edit the citation to add the additional information.

To edit a citation, right-click the citation or click the citation container's drop-down arrow and choose Edit Citation. In the Edit Citation dialog box, shown in Figure 21.16, type the page number, or click to check citation details you might want suppressed. Note that when adding page numbers, Word does not supply the p. or pp. in the resulting citation. You'll need to type any desired abbreviation yourself in the Pages text box of the Edit Citation dialog box, as in the example in Figure 21.16.

FIGURE 21.16

Edit the citation to provide page numbers or to suppress Author, Year, or Title.

Deleting sources

Ordinarily, you probably won't need to delete sources from your Master List. However, if you acquire source lists from other people, you sometimes will discover that you have different versions of the same source, with one being slightly more complete than the other or each having details that the other lacks. There is no built-in way to consolidate such “duplicates” into a single item that uses information from all available sources. Given that the quality of the information might vary as well as the quantity of information, it's not even clear that you would want Word making such decisions about which source to believe.

Therefore, you would need to sort through the information manually by inspecting the different sources, copying missing details to the pick of the litter, and then deleting the inferior versions. When you're ready to delete a source, choose Manage Sources, select the source(s) you want to delete from either the Master List or Current List, and then click Delete.

You might want to delete from the Current List if you discover you have duplicates with different tag names. You might also want to delete from the Current List if you decide not to use a given source. Keep in mind, however, that Word is capable of distinguishing between sources consulted and sources cited (see “Inserting a bibliography”), so don't delete sources you consulted but didn't cite. The fact that you consulted a source might ultimately prove useful, even if you don't include it in the list of sources cited that you include with the finished document.

Acquiring external sources

Word stores the sources you create in a single .xml file: C:Usersuser nameAppDataRoamingMicrosoftBibliographySources.xml. As suggested earlier, you're not limited to sources that you develop and enter. You can exchange source lists with colleagues, download sources from libraries that adopt Word 2013's bibliographic standard, as well as establish source lists on local/organizational servers. For example, a colleague could create a copy of his or her own Sources.xml file, rename the copy, and provide it to you to use with your own documents.

To load a new list of sources you've acquired:

1. Open the document for which you want to use the sources.
2. Click Manage Sources in the Citations & Bibliography group of the References tab. The Source Manager dialog box opens.
3. Click Browse.
4. Use the Open Source List dialog box to navigate to the alternate source file, click it, and click Open.
5. Verify that the new sources appear in the Master List.
6. Delete any unneeded entries from the Current List and add entries from the Master List there as needed.
7. Click OK.

When you want to revert back to your original sources if they don't load automatically, repeat the above process and select your Sources.xml file.

Ordinarily, Word users might expect that additional source files copied to the C:Usersuser nameAppDataRoamingMicrosoftBibliography folder would automatically be loaded by Word. Not so in this case. Word automatically loads only the Sources.xml file, so if you copied a file to the same folder expecting it to be opened automatically by Word, that won't work. The process for getting external sources to be permanently available in Word is unintuitive and a bit tricky. It requires two overall operations: loading the .xml file of new sources into Word, and then using a blank document to copy them to the Master List along with your own sources, as follows:

1. Open the file with the new sources as described earlier, and then close the Source Manager dialog box.
2. Open a new blank Word document.
3. Click Manage Sources in the Citations & Bibliography group of the References tab.
4. Use the Source Manager to copy the “guest” sources from the Master List into the Current List as described earlier in the section “Adding new sources using the Source Manager.” They should now be listed in both places.
5. Click Close to close the Source Manager.
6. Save and close the Word document that now has the “guest” sources associated with it.
7. Close Word.
8. Open Word and reopen the Word document into which you copied the sources.
9. Click Manage Sources in the Citations & Bibliography group of the References tab. Verify that your default sources now reappear in the Master List and that the imported sources are in the Current List.
10. In the Current List, select the sources and click Copy.
11. Click Close to close the Source Manager.
12. Save and close the file, and close Word again. The next time you reopen Word, the Source Manager should include the copied external sources in the Master List.

Compiling the Citations into a Bibliography

Just as you saw when you learned how to insert a table of contents in Chapter 20, Word enables you to use automated choices to insert a bibliography. This section explains how to choose what type of list to insert, as well as how to maintain, delete, and work with the inserted list.

Inserting a bibliography

To insert a bibliography, first select the location for the bibliography. In most documents, you need to insert the bibliography on its own page at the end of the document. Use the Breaks button in the Page Setup group of the Page Layout tab to insert either a Page break or Next Page section break, and then position the insertion point on the new page. Click the Bibliography drop-down arrow in the Citations & Bibliography group of the References tab. Word offers the Bibliography gallery alternatives shown in Figure 21.17.

• Bibliography, References, or Works Cited: Inserts a list of all sources associated with the document, whether cited or not, and includes Bibliography, References, or Works Cited as the title. The list is contained within a content control.
• Insert Bibliography: Inserts a list of all sources associated with the document, whether cited or not, and does not include a title or content container.

FIGURE 21.17

Word by default offers three Built-In bibliography alternatives in the gallery.

Updating a bibliography

Ordinarily, there should never be a need to edit or update a bibliography inserted using Word's Citations & Bibliography commands. When you add sources and/or cite them, any bibliographies are updated automatically. The only time you might need to update a bibliography would be if you need to fix an accidental edit.

To update any type of bibliography list:

1. Click in the list to display its content control.
2. On the tab at top, click Update Citations and Bibliography, shown in the example in Figure 21.18.

Deleting a bibliography

To delete a bibliography, click in it; then click the three dots at the left of the content control tab and press the Delete or Backspace key. If only part of the bibliography field is selected, the text will be deleted. However, the next time any citation or source change occurs in the document, the edit will be undone. If you want to perform manual edits to a bibliography and have the edits survive updates, you will need to convert the bibliography into static text.

Converting a bibliography into static text

Bibliographies, like citations themselves and some other features you learned about in Chapter 20, are inserted using field codes. To convert a bibliography into static text, click in it to display its content control, click the three dots at the left end of the tab to select the entire list, click the Bibliographies button, and choose Convert bibliography to static text, as shown in Figure 21.19.

Note that once you convert the bibliography into static text, the static text version of the bibliography is still within the content control container. If you want to remove a bibliography from the whole citation process, after unlinking it copy the contents of the field to the Clipboard, making sure that no part of the container is selected. Then, paste it somewhere outside of the container and delete the container.

FIGURE 21.18

The tab at the top of the bibliography control enables you to update its contents.

FIGURE 21.19

To copy a bibliography elsewhere, convert it to static text. (Filter Languages appears only if you have multiple languages installed on your computer.)

Save Selection to Bibliography Gallery

You can save a reformatted bibliography for future use, and it will appear in the Bibliography gallery along with the built-in items. To do this, select the bibliography and any formatting or other text (including page breaks, section breaks, and so on), and from the Citations & Bibliography group of the References tab, choose Bibliography Save Selection to Bibliography Gallery. The bibliography you're adding to the gallery can be a field or static text.

If the bibliography is saved as a field, only its formatting will be used, not any source content. If you determine that you need a title, a section break, special formatting, and so on, you can include it in gallery items you save. When you insert that gallery item, it will then determine how the Current List items in any given document will appear. It won't display the sources that were in the bibliography used to create the gallery item.

You can, however, convert a gallery to static text before saving it to the gallery. When you do that, the bibliography itself (along with title, formatting, text, and so on) is saved. When you insert the resulting gallery item, the actual sources themselves will appear, even if they aren't cited or otherwise sourced in the document in which they are inserted.

Understanding a Table of Authorities

Unless you work in the legal field, you probably will never need to care about tables of authorities. However, if you're an attorney, a paralegal, or a legal assistant, you will likely work with tables of authorities on a frequent basis.

A table of authorities is a list of references in legal documents, such as briefs, certifications, court orders, and decisions. References include court cases, decisions, statutes, ordinances, articles, books, rules, and regulations, along with additional details necessary to enable the reader to see the connections being asserted.

A table of authorities works a bit like the Citations & Bibliography tools in that there are citations and a resulting table of authorities (like a categorized bibliography) that lists the references (authorities) on which your arguments, assertions, and billing statements rely.

Creating a table of authorities is a two-step process:

1. Type the citation into the document and then mark it as a table of authorities citation.
2. Insert/build the table of authorities.

Word 2010's table of authorities tools reside in the Table of Authorities group in the References tab, shown back in Figure 21.1.

Creating Citations for a Table of Authorities

The first step, as noted in the preceding section, is to mark the citations. Citation entries come in two flavors:

• Long: Long citations are the full legal reference that actually appears in the table of authorities itself. These include the name of the authority (case name or statute name, for example) and the full legal reference for it. You use a long citation the first time an authority is cited. An example of a long citation is Boutilier v. Immigration & Naturalization Service, 387 U.S. 118 (1967).
• Short: Short citations are informative but shorter versions of long citations. These are used subsequent to the first time an authority is cited, and are not used in the table of authorities itself. These are very similar to the kinds of citations shown earlier in this chapter. An acceptable short version for the long citation of the case just cited would be Boutilier v. INS (1967).

Marking citations

To begin, enter the citation in the document, and then follow these steps:

1. Select the citation you want to mark (this isn't essential, but usually saves time).
2. Click the Mark Citation button in the Table of Authorities group in the Reference tab, or press Alt+Shift+I. As shown in Figure 21.20, the selected text is copied to both the Selected text and the Short citation text fields in the Mark Citation dialog box.

   FIGURE 21.20

   Word copies the selected citation text to two text boxes in the Mark Citation dialog box.

   

   TIP

   Use the Selected text box as a formatting vehicle. Often, you want an item structured and/or formatted differently in the table of authorities itself from how it appears in the text. Use cut, copy, and paste to edit the Selected text field as needed. Use shortcut character formatting keystrokes to format the text as you want it to appear in the table of authorities itself: Ctrl+B, Ctrl+I, Ctrl+U, and so on, including Ctrl+D, work in the Selected text field.

3. The full selected citation was also copied to the Short citation field; edit it so that it matches all occurrences of the short citation in other parts of the document. Note that character formatting keystrokes do not work in the Short citation field.
4. Open the Category drop-down list and click the appropriate one for the authority being cited. If there is no category that fits, click the Category button. As shown in Figure 21.21, click one of the number placeholders (8 through 16) and type a new category name in the Replace with text box. Click Replace to replace the number with the category you type. You can replace additional ones as well while the dialog box is open. When you're ready, click OK. Back in the Mark Citation dialog box, ensure that the correct category is selected.

   FIGURE 21.21

   Word has several built-in authorities categories. You can add several additional categories.

   

5. Click Mark to mark the current citation, or Mark All to mark all citations matching the text in the Short citation field. After clicking Mark or Mark All, the contents of Selected text moves down into the Long citation field, and the Mark Citation dialog box remains open.
6. Click Close to finish marking the citation.

Removing citations

The table of authorities interface does not provide a neat way to remove or edit citations. You might need to remove a citation if it contains an error, or if you no longer refer to it in the text. Notice in the Mark Citation dialog box that there is no Edit, Delete, or Remove button. If you need to remove citations, you simply delete the field code at the location where you marked the citation in the text. To completely remove all citations of a given authority/source, if there are multiple citations, you have to remove all occurrences of that field code.

Citation fields

When you mark a citation, it is inserted as a noncollapsible field code with hidden text formatting applied. To see the citation fields, which all begin with TA, you might need to toggle the display of hidden text as described under “Marking entries for the table of contents” in Chapter 20. A typical TA field appears as follows:

{ TA l “Carey v. Brown, 447 U.S. 455, 467 (1980)” s “Carey v. Brown
(1980)”
c 1 }

Inserting the Table of Authorities

To insert a table of authorities, first click to position the insertion point at the location where you need to insert the table, inserting a page or section break first, if needed. Click the Insert Table of Authorities button in the Table of Authorities group on the References tab. As shown in Figure 21.22, the Table of Authorities dialog box appears. Make your selections and then click OK to insert the table of authorities.

FIGURE 21.22

Use the Table of Authorities dialog box to insert a table of authorities for any or all categories.

Category

Word can insert tables for any one or all categories. You can't pick and choose multiple categories to insert using the Category list of the Table of Authorities dialog box (except by repeatedly using Insert Table of Authorities). If you click All, Word inserts only those categories that actually occur in the document. Word inserts a separate TOA field with a heading for each category. For example, Figure 21.23 shows the TOA entries with the Cases category assigned.

FIGURE 21.23

This table of authorities shows the Cases category entries.

Use passim

Passim is commonly used in a table of authorities to indicate that a case is cited multiple times throughout the document. Specifically, if the Use passim option shown in Figure 21.22 is enabled, Word replaces the page number with passim in the table of authorities.

Formatting

When you select a citation and use Mark Citation, Word uses any character formatting that is applied to the selection when it copies that text to the Selected text field. You can make any modification you need in the Selected text field as noted earlier. Once you click Mark or Mark All, from then on, Word ignores the formatting of the original item in the document, and “original formatting” thereafter refers to the formatting that appears in the Long citation field.

Use the Keep original formatting option in the Table of Authorities dialog box to apply the formatting specified in the Long citation field when Word creates the table of authorities. If this option is turned off, Word uses only the formatting specified in the Formats drop-down list.

Tab leaders are used to connect listed legal sources with the page numbers. Use the Tab leader drop-down list in the Table of Authorities dialog box to choose one of the available styles.

For overall formatting of the table of authorities, Word offers a choice between the current template table of authorities styles (TOA Heading and Table of Authorities) and one of the four preset formats shown in Figure 21.24.

If none of the preset formats suits your needs, leave From template selected in the Formats drop-down list, and then choose Modify, which displays the dialog box shown in Figure 21.25. Word uses the TOA Heading style for each category (for example, Cases, Statutes, Regulations, and so on), and uses the Table of Authorities style for the individual authorities cited. Click the style you want to change, and then click Modify to use the Modify Style dialog box to change the selected style. See Chapter 7 for more information on modifying styles.

FIGURE 21.24

Choosing a different Format choice applies the specified template's TOA Heading style to each category heading and the Table of Authorities style to the individual cases/sources.

FIGURE 21.25

Choose a different style for the table of authorities, if desired; click Modify to change the formatting of the selected style.

Updating a table of authorities

To update the table of authorities, right-click the section you want to update and choose Update Field. Alternatively, if the References tab is showing, click the Update Table button in the Table of Authorities group. To update the entire table of authorities, select all of the components. Now you can press F9, click the Update Table of Authorities tool in the Reference tab, or right-click the selection and choose Update Field.

Removing page numbers

In many legal documents, the accepted standards do not use page numbers. This is especially true in short briefs for which the use of page numbers isn't particularly useful. Unfortunately, Word's table of authorities feature makes no provision for suppressing page numbers entirely. The switch, which so neatly suppresses page numbers in a table of contents field, has no effect in a table of authorities.

If you need to suppress page numbers in a table of authorities, wait until the document is finished. Edit the TOA entries to delete the page numbers and any dot leader displays. Then protect the document against edits and updates as described in Chapter 26.

Summary

In this chapter, you've learned about the automated tools Word provides for inserting and managing footnotes and endnotes, marking citations and making a bibliography, and marking legal citations in a legal document for inclusion in a table of authorities. You should now be able to perform the following tasks to document sources in long documents:

• Insert and edit footnotes and endnotes
• Change the appearance of footnotes and endnotes by modifying their respective styles
• Control and set footnote and endnote numbering and location on the page
• Convert footnotes to endnotes and vice versa
• Use the Style tool to apply a variety of bibliography styles (APA, Chicago, and so on) to an article or paper
• Insert properly formatted parenthetical citations to sources used in a research paper
• Import sources from other source lists
• Insert a bibliography that contains all sources
• Mark legal citations
• Format long citations to control how they appear in a table of authorities
• Create short citations so that they match all occurrences in a document
• Insert and format a complete table of authorities
• Remove page numbers from a table of authorities as needed