Add a citation while you write

Word lets you insert a citation directly into your document as you write. The citation appears in the format you choose — MLA, APA, Chicago, or others — and Word keeps track of it automatically so you can generate a bibliography later.

To add a citation, place your cursor at the spot in your document where you want the citation to appear. This is usually right after the sentence or quote you're referencing. Go to the References tab at the top of Word. Click Insert Citation, then select Add New Source. A dialog box opens where you enter the author, title, publication date, and other details about the source. Once you fill in the information and click OK, Word inserts the citation in your document in the correct format.

Key Takeaways

  • Citations go in the References tab, not the Insert tab — this is where Word groups all the citation and bibliography tools together.
  • You can add a new source on the spot while writing, or select from sources you have already entered if you're citing the same work twice.
  • Word automatically formats the citation in your chosen style (MLA, APA, Chicago, or others) and updates it if you change styles later.
  • A bibliography is separate from individual citations — you generate it once at the end of your document, and Word pulls in every source you cited.
  • If you paste a citation from another document or need to fix the formatting, you can edit any source directly from the Manage Sources dialog.

Choose your citation style before you start

Word supports several citation formats, and the one you choose affects how every citation in your document looks. The most common are MLA (used in humanities), APA (used in social sciences), and Chicago (used in history and some other fields). Your teacher, professor, or publication will tell you which style to use.

To set your style, go to the References tab and look for the Style dropdown menu on the left side of the ribbon. Click it and select the format you need. This setting applies to all citations you add from that point forward. If you change your mind later, you can switch styles at any time — Word will reformat all your citations automatically.

Add a source you've already entered

If you're citing the same book, article, or website more than once, you don't have to enter the source information again. Word remembers every source you've added to that document.

Place your cursor where you want the citation. Go to References and click Insert Citation. Instead of clicking Add New Source, you'll see a list of sources you've already entered. Click the one you want, and Word inserts it immediately in the correct format. This saves time and prevents typos when you're citing the same source multiple times.

Edit or delete a citation

If you need to change a citation after you've added it — for example, to add a page number or fix an author's name — click directly on the citation in your document. A small dropdown arrow appears next to it. Click that arrow and select Edit Citation. A dialog opens where you can add a page number, suppress the author name, or make other adjustments.

To delete a citation entirely, click on it and press Delete. The citation disappears from your document, but the source stays in Word's memory in case you want to cite it again later. If you want to remove a source from Word's list completely so it doesn't appear in your Manage Sources dialog, go to References, click Manage Sources, find the source in the list, and click Delete.

Generate your bibliography

Once you've added all your citations, you need a bibliography — a complete list of every source you cited, formatted and alphabetized according to your citation style. Place your cursor at the end of your document where you want the bibliography to appear, usually on its own page. Go to References and click Bibliography. Word shows you several pre-formatted bibliography styles. Click the one you want, and Word inserts a complete, formatted list of all your sources.

If you add new citations after you've already created a bibliography, Word will ask if you want to update it. Click Yes, and Word adds the new sources to your bibliography automatically. You don't have to rebuild it from scratch.

Manage your sources in one place

If you have many sources or need to see all of them at once, use the Manage Sources dialog. Go to References and click Manage Sources. A window opens showing every source you've entered for this document on the left side, and sources available from other documents on the right side.

From here you can edit any source by clicking it and then clicking Edit. You can also copy sources from other documents into your current document — useful if you're working on multiple papers on the same topic. If you see a source you don't need anymore, select it and click Delete. Changes you make in Manage Sources update every citation in your document that uses that source.

Troubleshoot common citation problems

If a citation looks wrong or doesn't match your style, the most common cause is that you selected the wrong style at the start. Go back to the Style dropdown in the References tab and make sure you've chosen the right one. Word will reformat all citations instantly.

If a source is missing information — for example, no publication date — Word may show a placeholder or incomplete citation. Click on the citation, select Edit Citation, and go to Edit Source to fill in the missing details. If you're citing a website and Word asks for information you don't have, leave those fields blank rather than guessing; Word will format the citation with whatever information is available.

If you copy and paste text with citations from another document, the citations may not transfer correctly. Delete the pasted citations and re-add them using Insert Citation in your current document. This ensures they format correctly in your document's chosen style.

Frequently Asked Questions

Can I use citations in Word on a Mac?

Yes. The process is identical on Mac and Windows. Go to the References tab, and all the same tools — Insert Citation, Manage Sources, Bibliography — are in the same place. The dialog boxes look slightly different on Mac, but they work the same way.

What if my source type isn't in Word's list?

Word includes common source types like books, journal articles, websites, and interviews. If you're citing something unusual, choose the closest match. For example, if you're citing a podcast, you might use the "Audio or Video Recording" type or "Web Site" type. You can always add custom information in the source details to make it clear what you're citing.

Can I move citations between documents?

Not automatically. If you need the same sources in a different document, open the Manage Sources dialog in your new document, click Copy next to the sources you want, and they'll be available in that document. You'll then need to re-insert them where you want them in the new document.

Does Word update citations if I change the source information?

Yes. If you edit a source in the Manage Sources dialog, every citation using that source updates throughout your document. This is useful if you realize you entered an author's name wrong or need to add a page number to a book.

What happens to citations if I save my document as a PDF?

Citations convert to plain text in a PDF. They won't be clickable or editable anymore, but they'll still be formatted correctly. If you need to edit citations later, keep a copy of your Word document (.docx file) as well.