To insert a citation in desktop Microsoft Word, place your cursor after the text you want to cite, select References > Insert Citation > Add New Source, and enter the source details. On Windows, choose your citation style under References > Style before adding the source. These desktop steps cover Word for Microsoft 365 and Word 2024, with separate instructions below for Mac, the web, and mobile devices.
The short version
- Windows: Choose a style, select Insert Citation, and add your source details.
- Mac: Open References > Insert Citation to add a source or choose an existing one.
- Repeat citations: Choose a saved source from Insert Citation whenever you need to cite it again.
- Reference list: On Windows, select References > Bibliography and update the list after adding sources.
- Other devices: Insert a footnote or endnote, or paste formatted citation text and maintain its reference entry manually.
| Method | Where it works | Starting point |
|---|---|---|
| Built-in Windows citations | Microsoft 365 and Word 2024 for Windows | References > Style, then Insert Citation |
| Built-in Mac citations | Microsoft 365 and Word 2024 for Mac | References > Insert Citation |
| Open a browser document in desktop Word | Word for the web with licensed desktop Word installed | Editing > Open in Desktop |
| Typed or pasted citations | Editable documents on Windows, Mac, web, iOS, and Android | Enter citation text and its reference-list entry manually |
| Footnotes and endnotes | Desktop, web, and mobile Word | Insert a note, then enter the citation text |
| Zotero Word plugin | Microsoft 365 and Word 2024 on Windows and Mac | Zotero > Add/Edit Citation |
Insert your first citation on Windows
Place the cursor after the passage you want to cite. Open References, select Style, and choose the citation style you need. Next, select Insert Citation > Add New Source.
In Create Source, choose the appropriate Type of Source and enter the source details. Select Show All Bibliography Fields when you need additional fields, then select OK to insert the citation. Once you have added a source, you can reuse it for other passages without entering its details again.
Add a citation on Mac
In Word for Microsoft 365 for Mac or Word 2024 for Mac, place the cursor where the citation belongs. Select References > Insert Citation, then choose an existing source or select Add New Source. Enter the new source’s details in Create Source.
Reuse a source and add page details
For another citation to the same source in Windows or Mac desktop Word, position your cursor at the next citation location. Select References > Insert Citation and choose the source from the list. Word reuses the saved source details for that citation.
On Windows, select the inserted citation, open Citation Options, and choose Edit Citation to add details such as page numbers. Enter the page details for the passage you are citing. Use this control when you need to specify a particular page from a source you have already added.
Create and update the bibliography
In Word for Microsoft 365 or Word 2024 for Windows, position the cursor where you want the reference list. Select References > Bibliography and choose a format. Word creates the list from your source information.
After adding more sources, select the bibliography and choose Update Citations and Bibliography so it reflects those additions. For the related reference-list workflow, follow the steps to add references in Microsoft Word.
Insert citations in Word for the web
Word for the web does not have the built-in desktop citation and bibliography manager. If you have a separately installed and licensed desktop copy of Word, select Editing > Open in Desktop. When the document opens in desktop Word, use References > Insert Citation.
To stay in the browser, place your cursor and type the citation, or paste a formatted citation copied from a reference tool. Add the corresponding reference-list entry manually as well. These entries remain ordinary text and do not become Word-managed sources. You can also use this manual approach in editable Word documents on Windows, Mac, iOS, and Android.
For a browser footnote or endnote, switch to Edit > Editing if necessary. Position the cursor, then select References > Insert Footnote or Insert Endnote. Type or paste the citation into the note.
Use footnotes and endnotes on desktop or mobile
In Word for Microsoft 365 or Word 2024 for Windows, position the cursor at the reference location and select References > Insert Footnote or Insert Endnote. Enter the citation text in the note, then double-click its reference mark to return to the document. For more on inserting and formatting notes, follow the steps to add footnotes in Word.
You can also insert notes with keyboard shortcuts in Word for Microsoft 365 and Word 2024 on Windows and Mac. On Windows, press Ctrl + Alt + F for a footnote or Ctrl + Alt + D for an endnote. On Mac, press Command + Option + F for a footnote or Command + Option + E for an endnote. Enter the citation text in the new note.
In the current Word apps for iPhone, iPad, Android phones, and Android tablets, position the insertion point and open Insert. Select Footnote or Endnote, then enter the citation text. Double-tap the reference numeral to move between the note and the document.
Insert citations from a Zotero library
If you keep your sources in Zotero, its Word plugin can insert citations into Word for Microsoft 365 and Word 2024 on Windows and Mac. Get the installer for your operating system from the official Zotero download page. The Word plugin comes with Zotero and normally installs when Zotero first starts.
With Zotero running, position the cursor in Word and select Zotero > Add/Edit Citation. Choose a citation style when prompted, search by author, title, or year, and select a result. Press Enter on Windows or Return on Mac to insert it.
To group sources in one citation, add the additional sources before the final Enter or Return. Use Add/Edit Bibliography to insert the reference list.
Restore a missing Zotero plugin
If the Zotero Word plugin is missing from desktop Word on Windows or Mac, open Zotero settings and select Cite > Word Processor Plugins. Reinstall the Word plugin from there.
The Zotero Word plugin does not work in Word for the web. For a browser document, copy formatted citations from Zotero and paste them into Word as ordinary text. Maintain those pasted citations and their reference-list entries manually.
Frequently Asked Questions
Can you insert a citation before you have all the source details?
Yes, in Word for Microsoft 365 or Word 2024 for Windows, select References > Insert Citation > Add New Placeholder. Later, open References > Manage Sources and select the placeholder under Current List. Select Edit, enter the source details, and select OK.
How do you find a source used in another Word document?
In Word for Microsoft 365 or Word 2024 for Windows, open References > Manage Sources and search Master List by title or author. You can also select Browse to open another Word master source list, then use the source through References > Insert Citation. This route imports Word source lists, not arbitrary RIS or BibTeX files.
Can one built-in Word citation contain multiple sources?
Yes, in Word for Microsoft 365 or Word 2024 on Windows and Mac, select an existing citation and insert another source into it. Alternatively, right-click the citation, select Edit Field, and add the additional source’s case-sensitive tag using the \m switch in Field codes.
Can you link to an existing note or reference inside the document?
Yes, you can use a cross-reference in Word for Microsoft 365 or Word 2024 for Windows. Create the target footnote or endnote first; to link to a reference-list entry, select that entry, choose Insert > Bookmark, type a name and select Add. Next, select Insert > Cross-reference. Choose Footnote, Endnote or Bookmark under Reference type, select the required information under Insert reference to, and choose the target under For which. Select Insert as hyperlink to make it clickable, then select Insert; this links to existing document content without retrieving bibliographic details.