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Word 2010 References

The Word 2010 References tab is a feature I wish Microsoft had when I was in High School and College. These features would have been great for all those papers I had to write. I will go through each section of the References tab.

Word 2010 References Tab

Table of Contents

Word 2010 References: Table of Contents

The first section is Table of Contents. This is great for those long college reports.

Word 2010 References: Table of Contents Creation

Once your report is finished, you would click on the table of contents drop down arrow and select your style. This will create your table of contents page automatically. It may even go through your document and automatically add content. This is the easiest way to add a table of contents.

Table of contents options

If you would like more options click the down arrow of the Table of contents and select Insert Table of Contents selection. This will open the Table of Contents window.

The top 2 boxes will show you what your Contents page will look like when you click the OK button after making all of your selections.

The check box next to Show page numbers gives you the option to show or hide page numbers.

Right align page numbers places the page number at the far right hand side of the document. If you have this box checked it will let you select from a list of Tab leaders.

The General section lets you select from a list of formats for the text of your Content page. Make your selection and see how it changes the text in the Print Preview box. Levels lets you select how many indentations your table of contents will have in the list.

Word 2010 References: Table of Contents Options

The Options button will open a new Table of Contents Options window. In this window you have the option to select from more styles and enter the number or letter you would like to appear in the content list. Scroll through all of the options with the scroll bar on the right side. When you are finished with your selections click OK to return to the Table of Contents window.

Once all of your selections are made click the OK button in the Table of Contents window and you will be returned to your document with the table of contents inserted.

The next button is Add Text. To use this button go through your report and highlight Text you want to add to your table of contents and click Add Text then select the outline level you want the paragraph to be in your Table of Contents Page.

This will place the text you selected as the description and automatically format the table of contents with the page number. If any additions or deletions are made to your report or when you add text and it does not appear right away all you need to do is click Update Table and the page numbers in your contents page will be updated.

Footnotes Section

In this tutorial you will learn to use the Word 2010 Footnotes section of the References tab. A footnote is used to comment on or provide a reference for text in a document.

A footnote will create two parts in your Word 2010 document; a note reference mark next to the sentence or line you are referencing and the footnote text at the bottom of the page.

To add a footnote to your document select the location you want your reference mark to appear then click the Insert Footnote button. This will bring you to the bottom of the page when you can type your comments. The Insert Footnote button will not only add the footnote but also renumber them as you move text around.

Footnotes are usually for detailed comments and endnotes are used for citations.

To insert an Endnote click in the location you want the reference mark then click on Insert Endnote and it will be placed at the bottom of your document and allow you to type your endnote.

To scroll between all of your footnotes and endnotes click the Next Footnote button. This button gives you the options to go to the next or previous endnote and footnotes. Show Notes scrolls through the document to show you where all of your footnotes and endnotes are located. The show notes button will be grayed out until you have footnotes inserted into your document.

Word 2010 References: Footnote and Endnote

Now click the little icon in the lower right hand corner of the Footnotes section and a window titled Footnote and Endnote will open. This window will give you all of your options to make modifications to your endnotes and footnotes.

If you have inserted Footnotes the Endnotes selection will be grayed out and visa a versa. The first section of the Footnote and Endnote window is Location. In the location section you can choose where you would like your footnote or endnote to appear either at the bottom of the page, document or section. The convert button will convert endnotes to footnotes and footnotes to endnotes.

The Format section is where you choose how your footnotes and endnotes are labeled. Click the down arrow next to number format to see your choices and make a selection.

You can also customize the mark by choosing a symbol. Click the Symbol button and you will get a new window with symbol choices. You can start at any number for your footnotes and endnotes. Use the up and down arrows to choose where you would like to start. The numbers can be Continuous, restarted at the beginning of each section, or restarted at the beginning of each page.

The changes in this window can be applied to the whole document or just a section if you have your document divided into sections.

Citations and Bibliography

Word 2010 References: Citations and Bibliography

The Citations and Bibliography section you can automatically generate a bibliography based on the source information that you provide for the document.

Word 2010 References: Insert Citation

The Insert Citation button lets you cite a book, article, or other information source you need reference for a piece of information you used in your document.

Click the Insert Citation button and you will see three options. The first option is Add New Source. Click on the Add New source selection.

The Create Source window opens for you to enter all of your source information. Select your type of source from the drop down menu use the scroll bar to the right to see all of the options.

Word 2010 References: Citation

Microsoft uses APA style by default for Citations. Make sure you check to make sure you are set to the correct style before creating your source list. Word 2010 shows only the recommended fields by default. If you would like more options check the Show All Bibliography Fields box. Title your source entry in the Tag name field and click OK.

Word 2010 References: Placeholder

The next selection in the Insert Citation button is Add New Place Holder. This can be used to quickly enter a citation entry and edit the information later. Click the Add New Place Holder selection and the Placeholder Name window opens. In this window enter the tag name for your citation and click OK. This will placeholder will be entered into your bibliography page.

The next button in the Citations & Bibliography section is Manage Sources. Manage Sources lets you view all of the sources you have listed. Click the Manage Sources button and the Source Manager window opens.

Word 2010 References: Manage Sources

In the Source Manager window the first tool is Search. If you have a long list of sources you can type a key word to help you find your source.

The next tool is a menu sort option. Click the down arrow next to Sort by Author and you will be able to change the way your sources are sorted.

The next section is Master List. This is a list of all of the sources you have available.

The Current list is a list of your sources and placeholders. You can copy sources back and forth between the two lists by clicking the source and clicking the copy button. You can copy multiple sources by clicking a source holding down the ctrl key on your keyboard and clicking the other sources. To delete a source select it and click the delete button.

If you would like to edit a source click on the source then click the edit button. This will open the Edit Source window and you can make any necessary changes. To create a new source click the New button and the Create source window will open for you to enter all of your information. When you are finished click the Close button to return to your document.

Style lets you choose from a large list of formats for your Citations. Click the down arrow next to Style to see your choices.


Word 2010 References: Bibliography

The Bibliography button creates a list of all sources in your document.This will place your bibliography in your document and use sources you have added with the Manage Sources button.

The Insert Bibliography selection at the bottom will work the same way, it just won't format the bibliography like the Built-In selections.

If you format your bibliography and would like to save the style, select save Selection to Bibliography Gallery and the next time you insert a bibliography you will see your style in the Built-In section.


Word 2010 References: Captions

The Captions section in Word 2010 References tab can be used for Holiday letters, to put a caption with pictures, or to label tables and objects you insert into your word documents.

The first button is Insert Caption.

Word 2010 References: Insert Caption

To insert a caption on a picture or object then click the Insert Caption button. The Caption window will appear. In this window enter the caption you would like to appear under your picture or object in the Caption section.

This window also gives you more options to format your caption. In the label dropdown menu you can choose from Equation, Figure, or Table.

The position dropdown menu gives you option of above or below the selected item. You can exclude the label from your caption by checking the box.

Word 2010 References: New Caption Label

You are also able to create your own labels for your captions. Click on the New Label button. This brings up the New Label window. Type the label you would like to add to the Label dropdown menu and click OK.

Word 2010 References: Caption Numbering

You are able to edit the style of numbers that will appear in your captions. Click the Numbering button. In the Caption Numbering window you can use the drop down arrow next to format to choose your number style.

You can check the Include chapter number to set up numbering by chapter. In order for chapters to work you need to create a multi level list from the Home Tab and link your list items to headings in your document. Once you have made your selections click OK. This will return you to the Caption Window.

Click the OK button in the Caption window and this will place a text box under the image you want the caption to be placed.

Word 2010 References: AutoCaption

The next button in the caption window we are going to cover is AutoCaption. Auto caption is used to insert a caption automatically when you insert the selected objects.

Click the AutoCaption button in the Caption window. The AutoCaption window will open. Go through the list of inserts and place a check mark in the box next to what you would like a caption associated with.

Then choose the type of label you would like, or Click the New Label button and create your own. Then choose what position you would like the caption to be placed in. Click OK.

This will return you to your document. Now every time you insert the type of object you select in the AutoCaption window into your document, Word 2010 will automatically place a caption with the object.

Table of Figures

Word 2010 Captions: Table of Figures

The Insert Table of Figures button will place a list of all the images you have a caption under in a table in your documents so you can reference each one with a page number.

Click the Insert Table of Figures button and the Table of Figures window will come up. In this window you will see to the left a Print Preview pane. This will show you what your table of figures will look like once you have created it.

Next is a Web Preview pane. In this section of the window you can choose to check the Use hyperlinks instead of page numbers. What this will do is change each line into a link that when clicked on will take you directly to that figure.

If you choose to use page numbers check the Show page numbers box and select how you would like the page numbers aligned, and the type of leader you would like displayed.

In the General section of the Table of Figures window click the down arrow next to formats and choose how you would like the text to appear in the Table of Figures. Then select the caption you would like to use, and check or uncheck the box to include or exclude the label and number.

Word 2010 Captions: Table of Figures Options

Now click on the Options button. The Table of Figures Options window will open. If you have used styles in your captions you can use the same style for your table of Figures by selecting the style in this window. This window lets you choose how your table of figures will be displayed. Once you are finished click OK and you will be returned to the Table of Figures Window.

Word 2010 Captions: Table of Figures Style Option

Now that you have returned to the Table of figures window click on the Modify button. This button brings up the Style window. Now click the Modify button again this will bring up the modify style window. In this window you can select and edit the font and format of your table of figures.

Click the OK button when you are finished, click OK in the Style window and you will return to the Table of figures window where you can finish your modifications, and click OK to exit and apply all of the changes to your document.

If you add to your document after creating the Table of Figures click Update Table and the page numbers will be updated.

You can refer to tables, figures, or headings by adding a cross-reference. If you use the Cross-reference button all cross-references will be automatically updated when pages numbers change. By default all cross-references are a hyperlink in the document.


Word 2010 References: Index

The next section is Word 2010 Index. Creating and updating an index in your document has been made very simple. To create an Index click the Insert Index button. This brings up the index window.

Word 2010 References: Insert Index

In this window you can make your selections to format your index. The Print Preview will show you how the selections you make will appear in your document.

Type can be either indented, which is shown in the example, or Run-in will make the index entries in a line separated with a semicolon.

Columns is the number of columns you want your index to appear in.

If you would like the numbers aligned on the right hand side of the page check the Right align page number box; this will make the Tab leader selections available. The Tab leaders can be selected by using the down arrow.

Now click the down arrow in the Formats. Formats are a selection of styles for your text. Play with them to see how they affect the Print Preview. Click the Ok button and this will automatically create the index.

Word 2010 References: Mark Index Entry

As you go through your document highlight words you want included in the Index and click Mark Entry. The Mark Entry button will open the Mark Index Entry window.

In this window the text that you highlighted before clicking the button will be in the Main Entry field.

If you would like a subentry to this Index entry type it in the next box. In the Options section of this window you can have a cross-reference entered in the index by selecting that button and then typing what you would like to cross reference in the text box.

Current page will put the page number of your main entry in the index. If you would like multiple pages you can select page range and book mark the section of your document.

Page number format section allows you to select if you would like your page numbers Bold, Italic or Both.

The Mark Index Entry window will stay open until you click the X to close the window. This allows you to mark multiple entries in your document and saves you a few steps to do it.

When you are finished with each entry click the Mark button. When you are finished click the close button or the red X to return to your document.

Now that you have created an Index and marked entries, click anywhere in your index and notice that the Update Index is now available. Click the Update Index button and you will see all of the entries that you marked appear in your Index.

Table of Authorities

Word 2010 References: Table of Authorities

The final section of Word 2010 References tab is Table of Authorities. A table of authorities is a list of cases, statutes, and other authorities. This section works just like creating an index.

Click the Insert Table of Authorities button.

Word 2010 References: Table of Authorities Window

The Table of Authorities window comes up and gives you a Print Preview section for you to see how the Table of Authorities will be displayed in your document.

For the Category section select what type of authority you will be using in your document. Use the check boxes next to Passim and Keep original formatting to select or deselect the options. When you are checking or unchecking the boxes notice how it affects the Print preview.

The tab leader will only be available if you have the keep original formatting checked. Use the down arrows on Tab leader and formats to see your options.

Word 2010 Table of Authorities Mark Citation

Once you are finished you can click the Mark Citation button to go through your document and select the text you want included in the table of authorities. When you are finished click the OK button to return to your document.

As you go through your document you can highlight additional authorities and click the Mark Citation button. This will put the selected text in the box and give you the options to choose the Category and enter a short or long citation.

The update button will automatically update all page numbers. Click inside the table of authorities that has been inserted into your document and the Update table button will become available.

Please contact me if you want more information or click one of the links below to find a different tutorial.

Next Tutorial: Word 2010 Mailings

This concludes the References tutorial.
Click next to continue to the Word 2010 Mailings tutorial.