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PC Word 2010/2007 Bibliographies and References Lists | Page 1 of 7 How to Format a Bibliography or References List in the American University Thesis and Dissertation Template

Click to Jump to a Topic

In this Guide

Not in this Guide

Creating a Uniform Hanging Indent

Removing Issues that Prevent the Indent from Working

Alphabetizing Your Reference List or Bibliography

Formatting According to Your Discipline's Style Guidelines Using Endnote, Zotero, or Other Bibliographic Software

Creating a Reference-Formatting System

In this Guide

This guide offers several tips for creating uniform, readable formatting in a bibliography or references list,

including line spacing, indentation, and alphabetization. The tips are useful at any point in the process, whether

you are just starting or nearly finished.

Not in this Guide

This guide does not include specific guidelines for how to format different types of references (e.g., books,

journal articles) because those issues are covered in great detail in the various style guides (e.g., APA, Turabian).

Creating a Uniform Hanging Indent

Both Turabian and APA use a hanging indent (first line flush left with the margin, subsequent lines indented the

same width as a paragraph indent). It is not a good idea to use the TAB key or spacebar to create hanging

indents because it takes a long time, often results in uneven spacing throughout references, cannot be

transferred to new documents with different margin sizes, causes white-space gaps when modifications are

made, and sometimes does not even work to create the indent. Instead, follow the steps in the images below.

1. Highlight all of

your references.

2. Open the Page

Layout tab.

3. Click the little

arrow in the

Paragraph section

to open detailed paragraph options. PC Word 2010/2007 Bibliographies and References Lists | Page 2 of 7

In the Paragraph-options window that pops up, make the changes as noted below (and even if something is not

noted in the red boxes, make sure your other settings match the settings in these windows exactly). These

changes will quickly take care of the majority of indentation and line-spacing issues in your references list.

(Instructions continue on next page)

A common result at this point is something like the list on the following page. If you look at the list below, you

will see that there are extra spaces, tabs, and hard returns interfering with the hanging indent and line spacing.

1. Click Indents

and Spacing.

2. Set Alignment Left

3. Set left

and right

Indents

at 0".

4. Set Special as

Hanging by 0.5".

5. Set Spacing After at the

same size as your font (12 pt in this example) and set Line

Spacing to Single.

6. Click Line and

Page Breaks.

7. Uncheck all Pagination

boxes except Keep Lines

Together.

8. Ensure that all other

settings match these pictures as well. Then click OK. PC Word 2010/2007 Bibliographies and References Lists | Page 3 of 7 (Instructions continue on next page)

Incorrect hard return

(because this is part of the Halloway reference, not a new reference).

Hard return interfering

with hanging indent.

Incorrect tab space

Incorrect tab space

Even though the ruler shows a correct

hanging indent, many references do not actually have the indent. This is caused by extra hard returns in the list.

Hard return interfering

with hanging indent.

Hard return interfering

with hanging indent.

Hard return interfering

with hanging indent. PC Word 2010/2007 Bibliographies and References Lists | Page 4 of 7 Removing Issues that Prevent the Indent from Working

STEP 1. Check for and remove tab spaces. You do not need tabs anywhere in your list, and indeed they usually

cause formatting issues. Remove them as shown in the image below.

STEP 2. After removing the tabs, put the cursor back at the top of the references list, and do another find and

replace. This time though, enter 2 spaces with the spacebar key in the top bar (the Find What bar), and 1 space

in the bottom bar (the Replace With bar). Again, do not hit Replace All, but go through the list quickly by hitting

the Replace button. Repeat until no extra spaces are present in the references list.

STEP 3. After removing the extra spaces, now it is time to remove the extra hard returns (a hard return is when

you hit the ENTER key on your keyboard). There should only be one hard return (after the end of each

reference). You can remove a hard return by using the Find and Replace function you used above, but this time

enter ^p in the first line (the Find line) and enter nothing (not even a blank space) in the second line (the Replace

line).

Remove any hard return in the middle of references, but leave the hard return at the end of each reference. This

includes Web addresses (URLs): There should be no hard return before a Web address (you can use soft carriage

returns, SHIFT + ENTER, within a URL to break it across lines and avoid gaping white space while still preserving

the link).

1. In the Home tab,

click Replace (or just hit CTRL + H on your keyboard).

2. In the box that pops up,

enter ^t in the top bar and nothing in the second bar. (The ^ symbol is above the

6 key.) Click Replace to

remove the tabs one at a time. Do not use Replace

All or you will probably

cause problems to many other parts of your document. PC Word 2010/2007 Bibliographies and References Lists | Page 5 of 7

This final step helps improve consistency in your list and is also essential if you want to be able to automatically

alphabetize it. Remember, the little time you spend on the steps in this document will save you a long time

manually alphabetizing your list, will reduce formatting error, and will also allow you to copy and paste your

references without error into new documents in the future.

Now your list should have all hanging indents, single spacing within references, and a double space between

each reference per AU Thesis and Dissertation Guidelines.

Remember that if you begin adding new references, just hit the ENTER key one time after each reference entry.

Do not use the TAB key or spacebar to move material onto a new line or to create indents because you would

then have to go through and remove them again and you will not be able to automatically alphabetize the list as

shown in the next section of this guide.

Alphabetizing Your Reference List or Bibliography

Now you can quickly alphabetize your references and find lingering spacing problems by using the automatic

sort function (AAEZ ) in the Home tab. See the image on the next page for instructions.

1. Do another find

and replace, this time entering ^p in the top bar and nothing (not even one space) in the second bar. ^p is the shortcut for a hard carriage return.

2. Do not hit Replace All.

As you go through one at a

time, leave the hard returns at the end of each reference (you can skip them by hitting Find Next instead of Replace).

3. But, when you see hard

returns in the middle of references, hit Replace to remove them. You will start to see your hanging indents materialize. PC Word 2010/2007 Bibliographies and References Lists | Page 6 of 7

Your list will now be alphabetized. Before you do anything else, you should scan through your references to see

if any references got split up in the process.

If you followed all of the steps earlier in this document, that will not happen, but if you missed any of the

unwanted hard returns in Step 3 on Page 5 of this guide, you will see the references split. If there are just a few,

you can go through manually and re-join those references (use your original references list for comparison). One

common occurrence is to see Web addresses separated from their references (again this would be caused by an

incorrect hard return before the Web address). Formatting According to Your Discipline's Style Guidelines

This guide has provided you with a basic, clean line spacing, indentation, and alphabetization of your references.

At this point, you will haǀe to consult your discipline's preferred style guide (APA, Turabian, AAA, etc.) for details

such as when to use italics, which words to capitalize, order of elements in different types of references, and so

forth.

1. Make sure you

have completed all other steps in this document first. Now, highlight your list from start to finish.

2. Open the Home tab.

3. Click the AAEZ icon in

the Paragraph section.

4. Choose Sort by Paragraphs,

Type Text, and Ascending

order (these are usually the default settings). Click OK. PC Word 2010/2007 Bibliographies and References Lists | Page 7 of 7 Using Endnote, Zotero, or Other Bibliographic Software

Note that even if you use an automatic program, such as EndNote or Zotero, you still have to go through

manually and check your references because (a) these programs depend on your entry of the source

information to begin with, which could contain errors, and (b) the programs actually do not always fully format

all aspects of the major styles correctly. Video tutorials on EndNote are available on the AU Library Web site.

Creating a Reference-Formatting System

Formatting references can be time consuming, so it is good to create a system for yourself. Some people prefer

to take a manageable chunk of references each day.

Another strategy is to take one type of reference at a time. So one day you might go through and fix all of the

journal articles, highlighting the ones that you fixed. Then another day you might format all of the book entries,

again highlighting or otherwise marking your work so that you know what work is left to do. Grouping the work

can usually speed things up because the formatting becomes more repetitive and therefore easier to remember.

You can use any system that works best for you, but planning ahead and allowing for the time that reference

formatting inevitably takes is a good idea.quotesdbs_dbs5.pdfusesText_9