Home > Mac administration, Office 2011 > Insert Citations and Bibliography from Mekentosj Papers to Word 2011

Insert Citations and Bibliography from Mekentosj Papers to Word 2011

One of my users requested help today with inserting document citations from Mekentosj Papers into Word 2011, where the user wanted to use the Papers Word 2008 export feature instead of using Endnote. The procedure was not intuitive, so I’ve documented it and posted it here in the event anyone else needs it. See below the jump for the procedure.


Exporting from Papers

Mekentosj Papers offers the ability to export selected papers into Word 2011 as elements of the main bibliography source. Use the following steps to successfully export from Papers and into Word 2011.

Note: The Papers export file will be creating a file named Sources.xml in /Users/username/Documents/Microsoft User Data. If you have an existing citations list already in Word, the Papers export will offer to back up your Sources.xml file before replacing it with a new Papers-generated Sources.xml

1. Quit out of Word 2011

2. Open Papers

3. Select the documents that you want to cite.

4. In the Papers File menu, select Export:Word2008 Bibliography

papers_export

5. Launch Word 2011

Using the Word 2011 Citations feature

To activate the Word 2011 Citations feature, click the Citations button (indicated by the red box) to open the Citations window.

citations_window_button

In the Citations window, you have the following options:

Screen shot 2011-11-29 at 11.09.27 AM

Citation Style: Click this pop-up menu to choose from four different styles: APA, Chicago, MLA, and Turabian.

Citations List: Word maintains a list of your citations. This option shows Word’s master citations list filtered by the selected style. Select a citation; then double-click it to insert it in your document at the insertion cursor.

Add Citation (indicated by ( + ) button): Displays the Add New Citation dialog for your master citations list. You can enter appropriate data for the currently selected citation style.

Delete Citation (indicated by ( – ) button): Removes the selected citation from Word’s master citation list.

Edit Source… (indicated by the Screen shot 2011-11-29 at 11.12.13 AM  button): Allows you to edit a listed citation.

Screen shot 2011-11-29 at 11.14.17 AM

Citation Source Manager… (indicated by the Screen shot 2011-11-29 at 11.12.13 AM button): Allows you to add your Papers-exported citations to the Citations List.

Screen shot 2011-11-29 at 10.13.03 AM

Using the Papers-exported citations in Word 2011

To add the Papers-exported citations to the Citations List, use the following steps.

1. Launch Word 2011 and open the document that you want to add the citations to.

2. Click the Citations button (indicated by the red box) to open the Citations window.

citations_window_button

3. Click the Screen shot 2011-11-29 at 11.12.13 AM  button and select Citation Source Manager…

Screen shot 2011-11-29 at 10.01.44 AM

4. Select the citations you want to add from the left-hand side of the Source Manager window and click the Copy button to add them to the list on the right-hand side.

Screen shot 2011-11-29 at 10.13.03 AM

5. Once all wanted citations have been added, click the Close button to close the Source Manager window.

6. The selected citations should now appear in the Citations List.

Screen shot 2011-11-29 at 11.31.12 AM

7. To add a citation, select the right place for it in your document and double-click the citation to insert it in your document at the insertion cursor.

citation_in_document

8. To edit the page range of the citation, click on the citation and a drop-down menu will appear.

updated_citation

9. Click the arrow to the right of the citation, choose Edit this Citation and enter the page number.

edit_citation

edit_citation_window

Bibliography

Once the citations have been added, you can also use Word to build the bibliography.

1. To create a bibliography, choose Bibliography from the Document Elements tab and choose which type of bibliography you want to insert.

document_elements_tab

bibliography_button

2. The bibliography is inserted into the document.

Screen shot 2011-11-29 at 10.15.54 AM

3. If you insert more references, select the bibliography and a Bibliography drop-down menu will appear. Click the arrow next to it and choose Update Citations and Bibliography.

Screen shot 2011-11-29 at 11.50.42 AM

Screen shot 2011-11-29 at 11.50.56 AM

  1. Darin Ellis
    February 12, 2012 at 10:34 pm

    Be sure your document is saved as a docx. Otherwise clicking the citation in the document to change its format won’t do anything.

    • Darin Ellis
      February 12, 2012 at 10:35 pm

      ….that is, under the “Edit this Citation” step above.

  2. Fla
    April 22, 2014 at 6:45 pm

    I followed the steps but my master citations list is still empty..

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