Create and Manage References

This module starts with bookmarks and hyperlinks, which can help you as a document author or your document readers get around in the document. Then we’ll look at how to insert a standard table of contents and update a table of contents. We’ll also learn how to add a cover page. 

We’ll take a look at captions, footnotes, and endnotes to provide additional information about certain types of content. Then you’ll learn how to track and cite sources you use for your bibliography. 

Create Bookmarks and Links 

Topics in this Lesson Insert a bookmark Insert a hyperlink 

Insert a Bookmark 

Bookmarks can be used via the Go To dialog box, which we discussed in Module Two. They can also be used to create hyperlinks, which we’ll look at in the next topic. 

Show participants how to insert a bookmark. 

  1. Place your cursor where you want the bookmark to identify, such as the beginning of a section or paragraph. 
  1. Select the Insert tab from the Ribbon. 
  1. Select Bookmark
  1. Enter a Bookmark name. The name cannot have spaces or punctuation. 
  1. Select Add

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Insert a Hyperlink 

Hyperlinks have ushered in the Information Age. Word allows you to link elsewhere in your current document or anywhere on the web. 

Show participants how to insert a hyperlink to a bookmark.  

  1. Select the text that will be clicked to follow the hyperlink. 
  1. Select the Insert tab from the Ribbon. 
  1. Select Link
  1. Select Bookmark
  1. Select the Bookmark to which you want to link. 
  1. Select OK in the Select Place in Document dialog box. 
  1. Select OK in the Insert Hyperlink dialog box. 

Creating Common Front Matter 

Topics in this Lesson Insert a standard table of contents Update a table of contents Insert a cover page 

Insert a Standard Table of Contents 

A table of contents gives your document a professional polish. It also helps your reader get around in the document. 

Here’s how to insert a standard table of contents. 

  1. Place your cursor in the document where you want the table of contents to appear. 
  1. Select the References tab from the Ribbon. 
  1. Select Table of Contents
  1. Select one of the Automatic Table of Contents styles to insert it into the document. 

The Table of Contents includes the text from paragraphs in your document that have a built-in heading style of Heading 1, Heading 2, or Heading 3 applied. It also includes the page number where those styles appear. 

Update a Table of Contents 

Word does not automatically update the Table of Contents page numbers or text. So if you change the headings in your text or add or remove content that changes the page numbers, you’ll want to update the table of contents. 

Here’s how to update a table of contents. 

  1. Right-click anywhere in the table of contents. It is highlighted slightly gray. 
  1. Select Update Field
  1. In the Update Table of Contents dialog box, select Update entire table
  1. Select OK

Insert a Cover Page 

A cover page creates your first impression for readers of your document. Use one of Word’s built-in cover pages to create one with minimal formatting and design work. 

Here’s how to insert a cover page. 

  1. Select the Insert tab from the Ribbon. 
  1. Select Cover Page
  1. Select the cover page style you want to use. 
  1. For each of the elements on the page, click on the field and enter the new text. For example, in the following illustration, when you click anywhere on [Document title], the entire field is selected. Begin typing to enter the Title. 

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Using Captions, Footnotes and Endnotes 

Topics in this Lesson Add figure or table captions Modify caption properties Add a footnote Add an endnote Modify footnote and endnote properties 

Add a Figure or Table Caption 

Captions provide a consistent way to label figures and tables in your document. Using captions for figures or tables allows them to be automatically numbered. This way, if captions are added, deleted, or moved, Word will handle updating the numbering. 

Here’s how to add a figure or table caption. Use the following procedure. 

  1. Select the image or table you want to caption. 
  1. Select the References tab from the Ribbon. 
  1. Select Insert Caption
  1. In the Caption dialog box, the Label and the Numbering are shown by default. Enter any additional text for your Caption
  1. You can select a new Position for the caption by selecting an item from the drop down list. 
  1. Select OK to add your Caption. 

Modify Caption Properties 

You can change the label, position, and numbering style to modify your caption properties. 

Here’s how to modify caption properties. 

  1. Select the caption.  
  1. Select the References tab from the Ribbon. 
  1. Select Insert Caption
  1. To change the Label, select a new option from the Label drop down list.  
  1. You can check the Exclude Label from Caption box to use only the numbering. 
  1. Select Numbering to choose the format for the caption number. 
     

Add a Footnote 

Footnotes provide additional information at the bottom of the page. 

Here’s how to add a footnote. 

  1. Place your cursor where the notation for the footnote needs to go. 
  1. Select the References tab from the Ribbon. 
  1. Select Insert Footnote
     

Word inserts a number at the cursor location. It is already formatted as a superscript font. Word also inserts a line and the matching number at the bottom of the page. It also places the cursor so that you can type the footnote text. 

  1. Enter the footnote text. 

Add an Endnote 

Endnotes appear at the end of the document (or chapter) instead of at the bottom of the page. 

Here’s how to add an endnote. 

  1. Place your cursor where the notation for the endnote needs to go. 
  1. Select the References tab from the Ribbon. 
  1. Select Insert Endnote

Word inserts a number at the cursor location. It is already formatted as a superscript font. Word also inserts a line and the matching number at the end of the document. It also places the cursor so that you can type the endnote text. 

  1. Enter the endnote text. 

Modify Footnote and Endnote Properties 

You can modify the format and layout of your footnotes and endnotes. 

Here’s how to modify footnote and endnote properties. 

  1. Select the References tab from the Ribbon. 
  1. Select the small square to the bottom right of the Footnotes group. 
  1. Select whether you want to modify Footnotes or Endnotes
  1. Select the Location. Footnotes can be at the end of the page or below the text where the footnote appears. Endnotes can be at the end of the document or at the end of the section. 
  1. For footnotes, select the number of columns for the Footnote Layout
  1. For the note numbering Format, select a Number format from the drop down list, or enter the characters you want to use for a custom note identifier, or select Symbol to choose a custom character. 
  1. If you chose a numbering format, enter the starting number for the list of notes and indicate whether to number continuously or start over at the beginning of each section. 
  1. If your document uses sections, select whether to apply the Footnote and Endnote properties to the current section or the whole document. 

Creating and Managing Reference Markers 

Topics in this Lesson Create Bibliography Citation Sources Modify Bibliography Citation Sources Insert Citations for Bibliographies 

Create Bibliography Citation Sources 

Let Word keep track of your sources for your research. 

Here’s how to create bibliography citation sources. 

  1. Place your cursor where you want to citation to appear. 
  1. Select the References tab from the Ribbon. 
  1. Select the arrow next to Insert Citation in the Citations & Bibliography group. 
  1. Select Add New Source
  1. Select the Type of Source from the drop down list. 

The Create Source dialog box changes to collect the appropriate information for the type of source you selected. 

  1. Enter the information requested for the selected type of source. 
  1. Select OK to save the source information and insert the citation. 

Modify Bibliography Citation Sources 

You can update your source information using the manage Sources dialog box. 

Here’s how to modify bibliography citation sources. 

  1. Select the References tab from the Ribbon. 
  1. Select Manage Sources
  1. Select the source you want to edit. 
  1. Select Edit
  1. Select a new Type of Source from the drop down list, if required. 
  1. Enter or edit the information requested for the selected type of source. 
  1. Select OK
  1. Select OK in the confirmation window to make sure that the source is updated in both the master list and the current list. 
  1. Select Close to close the Source Manager. 

Insert Citations for Bibliographies 

Once you’ve added information for a source, it can be cited anywhere in your document. 

Here’s how to Insert citations for bibliographies. 

  1. Place your cursor in the location where the citation should appear. 
  1. Select the References tab from the Ribbon. 
  1. Select the small arrow next to Insert Citation
  1. Select the citation you want to enter from the list of available sources.