How to Add a New Source to a Bibliography in Word

To add a new source in Word, go to the References tab, select Insert Citation, choose Add New Source, fill in the Create Source form, and select OK. Word saves the source, places a citation at your cursor, and includes the source the next time you insert or update your bibliography. These steps are for the Word desktop app on Windows; the Mac app uses the same feature with a slightly different layout, covered below.

If you want to save a source without citing it yet, use Manage Sources instead. Both methods are explained here.

Before you start: pick your citation style

Word formats each source according to the style shown in the Style box on the References tab, such as APA, MLA, or Chicago. The style also decides which fields Word asks for. Set it first so the form shows the right fields. You can change the style later, and Word reformats your citations and bibliography to match.

Add a new source while you cite it

Use this method when you are writing and want to cite a source you have not entered before.

1. Click at the end of the sentence or phrase that needs a citation.
2. Select the References tab.
3. In the Citations & Bibliography group, open the Style list and choose your citation style.
4. Select Insert Citation.
5. Choose Add New Source. The Create Source dialog box opens.
6. Open the Type of Source list and choose what you are citing, such as Book, Journal Article, or Web site. The fields below change to match that type.
7. Fill in the fields, such as author, title, year, and publisher.
8. If you need a field that is not shown, such as an edition or a DOI, check Show All Bibliography Fields.
9. Select OK. A citation appears in your text, and the source is saved for this document.

Once a source is saved, you can cite it again without retyping it. Select Insert Citation and pick it from the list. For more on placing citations in your text, see our guide to inserting a citation in Word.

Add a source without inserting a citation

The Source Manager lets you build your source list first and cite later. This is handy when you are collecting research before you write.

1. On the References tab, select Manage Sources. The Source Manager opens.
2. Select New. The Create Source dialog box opens.
3. Choose the Type of Source and fill in the fields.
4. Select OK. The source appears in both lists in the Source Manager.
5. Select Close.

The source is now ready to cite from the Insert Citation list.

Master List vs. Current List

The Source Manager shows two lists, and knowing the difference saves a lot of retyping.

A check mark next to a source in the Current List means it is cited in the document. To reuse a source from an older paper, select it in the Master List and select Copy to move it into the Current List. You can also use the search box and Sort list to find a source quickly.

Don’t have the details yet? Add a placeholder

If you know you need a citation but don’t have the full source information in front of you, select Insert Citation and then Add New Placeholder. Give the placeholder a short name and select OK. Later, open Manage Sources, select the placeholder, and choose Edit to fill in the details. Placeholders are not included in the bibliography until you complete them.

Fix a mistake in a source

1. On the References tab, select Manage Sources.
2. Select the source in the Current List.
3. Select Edit.
4. Correct the details in the Edit Source dialog box and select OK.

Word may ask whether to update the source in both lists. Choose Yes if you want the correction saved for future documents too. Your in-text citations pick up the change. If you have already inserted a bibliography, refresh it so it matches. Our guide on updating a bibliography in Word shows how.

Adding a source in Word for Mac

Word for Mac uses the same Create Source form. On the References tab, choose your style, click where the citation belongs, then select Insert Citation and Add new source. Mac versions of Word also offer a Citations pane, where you can edit sources and open the Source Manager. Microsoft’s page on adding or changing sources, citations, and bibliographies covers the Mac layout in more detail.

Common questions

Why doesn’t my new source show up in the bibliography?

An existing bibliography does not refresh on its own. Click inside it and select Update Citations and Bibliography at the top of the bibliography box. Also check that the source is in the Current List of the Source Manager, not only the Master List.

Can I add a source that has more than one author?

Yes. In the Create Source dialog box, select Edit next to the Author field. You can add each author separately so Word formats the names correctly for your style. If the author is an organization, check Corporate Author instead.

What comes after adding sources?

Once your sources are in place, you can insert the finished list at the end of your paper. See how to add a bibliography in Word for those steps.

Matt Wilmont

Matt has been writing about Microsoft Windows and other Microsoft products since the days of Windows XP. He spends much of his time writing for sites like WindowBrain.com