Discovering Microsoft Word 2010
Chapter 5: References Tab in Word 2010
Last update: 9/20/15
ESSENTIAL OUTCOMES
5. Apply Citation & Bibliography features using the References tab feature in Word by:
a) Creating and updating Table of Contents
b) Generating Footnotes, Endnotes, Citations, Table of Figures, Bibliography and Work
Cited pages
c) Customizing margins and orientation on multiple pages
d) Attaching captions to objects
e) Connecting key terms in the chapter with application with 85% accuracy
The Focus
In Chapter 5, the focus will be on learning the skill sets that are provided underneath each of the
toolbar sections for the References tab. The focus will be on the skills sets that you need to
know for certification in Microsoft Word 2010. There are six sections listed under the
References tab. They are as follows:
1.
2.
3.
4.
5.
6.
Table of Contents
Footnotes
Citations & Bibliography
Captions
Index (not covered in this Chapter)
Table of Authorities (not covered in this Chapter)
Table e of Contents Toolbar Section
The Table of Contents toolbar allows you to add text into a Table of Content as well as update
the table after you have made changes. A Table of Content is used whenever you want to
display headings and subheadings within a document along with its page number. The Table of
Content is ALWAYS placed after the cover page on page 2 of a paper. The three sections are:
Table of Contents: adds a Table of Content into your document. Once you have added
the Table of Content, click on the “Add Text” feature to add information.
Add Text: after inserting the Table, use this feature to edit your Table.
Update Table: click on this icon when you want to update your Table after editing.
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Table of Contents
Looking at the diagram to the left: when you
click on the drop-down menu, three options will
open. They are:
Automatic Table 1: notice that in the first
example, the heading is different than the other
two. The heading in this example is “Contents.”
Automatic Table 2: The heading in this
example is the “Table of Contents,” but also has
the same headings as Table 1.
Manual Table: Though the manual Table
has the same heading, notice that it does not have
Heading 1, 2 and 3, but provides other options.
Insert Table of Contents: on the diagram to the
left, there is another option that allows you to
modify the format and the style of your Table of
Contents. When you click on the icon, the Table
of Contents box will open (see diagram on the
right).
Formats: By
clicking on the
Format drop down
menu, you can
change the template
style (see the
example above.)
Options: When you click on the Options
feature,
the Table
of
Contents Options box will open up (see diagram on left).
This box will allow you to modify the number of TOC
(Table of Contents) headings that are included in the
TOC. The scroll bar on the right side of the Options box
allows you to scroll down so that you can choose your
options. To modify the headings, either add or delete the
headings you want included in your TOC. Then click on
“Ok.” If you want to go back to the original default
settings, click on “Reset.”
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Modify: The Modify icon on the Table of Contents dialog
box will allow you to change the style of your TOC.
When you click on the TOC1 heading, a description of that
heading will be given in the Preview box (see diagram on the
left, emphasized by the red box). As you click on each of the
headings, you will see that the Preview description changes
for each TOC. The TOC heading that you select should be the
one that fits the style you want to use for your TOC.
Modify Icon on the
Style Box: if you want
to make other
formatting changes to
your table, open up the “Modify” icon on the Style Box.
This option allows you to modify the font style, alignment,
color, etc. for your TOC. Notice that there is also a
“Format” icon
on this box as
well.
Format: the
Format icon will
allow you to add
borders, tabs, paragraphs, etc. (view diagram on the
left). All you have to do
is to select the Format
that you want; then
modify the selected
section so that it fits the
style that you need for
your TOC. In this case,
the “Border” format was
selected, which allows you to modify your TOC by adding
borders.
Updating TOC
The “Update Table” icon is used so that all the entries
referred to in the TOC have the correct page numbers.
Whenever you add information into your document, all
you have to do to update your TOC is to select the icon
“Update Table” and your table will automatically be
updated. You can usually tell that you need to update
your table if a “red” question mark appears next to the
icon.
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When you click on the “Update Table” icon, the Update
box will open, giving you two options in updating the
table. Choose either “Update page numbers only” or
“Update entire table” (see image to the right).
Customizing Margins on Multiple Pages
When you are writing a paper or a report, margin requirements for individual pages may vary.
Microsoft Word allows you to alter your margins page by page. For example, a report you are
working on requires the first page to have a 2” margin, but
the succeeding pages should have only a 1” top margin.
Follow the steps below to change your margins:
1) First Page:
a) Go to the Custom Margin under your Margin tab
under Page Layout.
b) Change your top margin to 2”.
c) Click Ok.
2) Second Page:
a) Go to page 2 and place your cursor at the beginning
of the first line of the first paragraph on page 2.
b) Go to the Custom Margin and change your top margin
to 1”.
c) Go to the bottom of the Page Setup dialog box, and
select the drop down arrow next to “Apply to.”
d) Select “This point forward.”
e) Click Ok.
You would use to process for every page that needs the margins changed.
Portrait and Landscape Orientation
You can also follow this same procedure if you want to
change your orientation within your document. By
selecting the “Margins” tab on the Page Setup box, you
can have one page portrait and another page landscaped.
For example, you have four pages within your report.
The second page needs the landscape orientation, while
the rest of the three pages need to be portrait. Follow
these guidelines to change the orientation within the
report:
c
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1) 2nd Page: to change your orientation from portrait to landscape:
a) Place your cursor at the beginning of the page two.
b) Open up your Page Set-up dialog box and make sure the “Margins” tab is selected.
c) Click on “Landscape.”
d) Then go to “Apply to:” and select “This point forward.”
e) Click Ok.
2) 3rd Page: to change your orientation back to portrait:
a) Place your cursor at the beginning of page three.
b) Open up your Page Set-up dialog box and make sure the “Margins” tab is selected.
c) Click on “Portrait”.
d) Then go to “Apply to:” and select “This point forward”.
e) Click OK.
NOTE: sometimes Word will place an extra blank page in-between the two pages. Just turn on
your formatting marks to see where the page break is and then delete the page break. In most
cases, this will remove the extra page.
Footnotes Toolbar Section
The Footnotes toolbar section allows you to insert footnotes and
endnotes into a document.
The Footnote Section contains four features:
 Insert Footnote: allows you to automatically add
footnotes into a document (number is placed inside the page as well as at the end of the
document.
 Insert Endnote: allows you to automatically add endnotes into a document (placed at the
end of the page)
 Next Footnote: allows you to navigate to the next footnote on the page.
 Show Notes: not covered in this Chapter.
Footnote & Endnote: A footnote number will
automatically be placed inside your document at the
position point of the cursor. So, if you want to place a
footnote following the subheading (see image to right), a
footnote will follow the subheading. The information for
the footnote will be placed in the footer of the same page
(see diagram to the right). Footnotes will automatically be
renumbered as you add them into your document.
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Footnotes Dialog
Box
The Footnotes Dialog
Box can be found on the
ribbon of the Footnotes
toolbar section (see diagram above & to the left). To
open the Dialog box, click on the diagonal arrow in the
corner; the Footnote & Endnote box will open (see
diagram on the left).
This box allows you to change the location of the
footnotes/endnotes, the format of the footnotes/endnotes
and where those changes will be applied.
Citations & Bibliography Toolbar Section
The Citations & Bibliography toolbar section has four
features that help you insert and manage data for either a
Works Cited Page or a Bibliography. The most important
factor to remember is that
Word cannot insert a
Bibliography or a Works Cited page until you insert at least one
citation. Thus, the first step in creating a Bibliography or a Works
Cited Page is to start with “Insert Citation.” The Insert Citation
will give you two choices (see diagram to the right): “Add New
Source” or “Add New Placeholder”.
The Add New Source box will allow you to add a
new Source into your
document. The Type
of Source allows you
to cite a book, journal
article, website or other
periodical as the source for a piece of information in
the document (see diagram to the right). You can
choose from the list of sources you have created or
enter information for a new source. Word formats the
citation according to the style you have selected.
The Add New Placeholder: If you only have one piece of
information for your source, this feature allows you to add one
piece of information with the ability to go back and “Edit” the
source when you have the rest of the information for your source.
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Source Manager Dialog Box
The Source Manager Dialog box provides you
with all of the sources that you have inserted into
your document. This is a quick way to update or
change your sources without having to open up
each source.
Style Feature
The Style Feature (see image to right) allows you to choose the type
of paper that you want to use such as MLA or APA as well as the
version for each. Looking at the diagram to the right, you will see
that you may choose from a variety of styles for your paper as well as
the edition. It is important to check with your teacher that assigns the
paper as to which version you are to use.
Bibliography Feature
The Bibliography features allows you to choose
between two built-in styles: the Bibliography or
Works Cited (see diagram to the left).
Depending on which type of paper you use will
depend on whether you choose the Bibliography or
the Works Cited option. For example, MLA style
papers always use the “Works Cited” style when
inserting document sources.
Captions Toolbar Section
The Captions toolbar section allows you to either add a caption
to an object or insert a Table of figures.
Caption Feature: the caption
features allows you to add a caption to any image. In the box, the
Caption, Figure 1: cannot be deleted. To add a caption, click inside
the Caption box, add two spaces after the # with your space bar, and
then add the caption name for your image (see image to the left).
Figure 1 Caption Box
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Label Option: To choose your label option, click on the dropdown and select the label type. You have three choices:
equation, figure or table.
Position: you can also select whether you want the caption title
to go above or below the label type.
Figure 2 Caption Box
Once you have added the Caption name to the image, you can
delete the “Figure 1: if you do not want it included.
Insert Table of Figures: Just like the
Bibliography, you will need to provide data for
the Table of figures before you can insert the
Table into the document. Look closely at the
diagram on the right. Notice that you have
many of the same features that you have for
your Index, Table of Contents & Table of
Authorities. You also have the same options
such as Formats, Options & Modify.
Next Step in Chapter 5
You are now to show me your highlighted document. Make sure you save this document to your
Chapter 5 folder underneath the Word folder. It is your only proof that you have highlighted
your work. Once you have shown me your work, then you are to complete the Chapter 5
exercises. Go to the class website and check under today’s date, and then download the Chapter
5 Exercises to your Chapter 5 folder. Make sure you create a folder that contains your first and
last name. Save your completed exercises in this folder. This will be the only proof that you
have that you have completed your exercises. Use this handout to locate features in your
exercises. This handout should be the first place you look when you do not understand how
to complete a specific step in your directions.
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