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DOING NOTES AND BIBLIOGRAPHIES USING MICROSOFT WORD

What follows are procedures (and advice) for creating notes and bibliographies using the Microsoft Word program. The term note here is used for both footnotes and endnotes; the distinction simply has to do with their placement. Footnotes are printed at the bottom of pages of the paper; endnotes are printed on a separate page (or pages) at the end of the body of the paper. This handout does not cover matters of documentation style. That is, we do not talk about what kind of information you must include in a note or bibliographic entry, nor do we cover how such information must be represented. The two classic documentation styles that use notes and bibliographies are the MLA and the Chicago Humanities styles. For information about the Chicago style, see Susan M. Hubbuch's Writing Research Papers across the Curriculum, Appendix B, or Kate Turabian's A Manual for Writers of Term Papers, Theses, and Dissertations. For further information about the MLA style, see Hubbuch, Appendix A, or the MLA Handbook for Writers of Research Papers. All these texts are available in the Writing Center; they are also on permanent reserve in the library. FOOTNOTES AND ENDNOTES

CREATING FOOTNOTES OR ENDNOTES 1. Position the cursor where you want the note number in the paragraph. 2. In the Insert menu, choose Footnote. 3. In the dialogue box choose footnotes if you want your notes to print at the bottom of each page, or endnotes if you want all notes to print at the end of your document. 4. Under Numbering, ALWAYS click on AutoNumber. You can cut and paste text, you can add and delete notes, and Word will automatically keep track of your original notes, renumbering them and shifting them to the proper places. 5. Then click on the Options box. Click the appropriate tab for Endnotes or Footnotes. 6. Under Number format, select the Arabic numerals 1, 2, 3. 7. If you have chosen Endnotes, in the Place at option select End of Section. 8. Click OK in the Insert Footnote dialogue box to open the footnote window at the bottom of the screen, and type your note text at the reference mark in the footnote window. 9. You can close the footnote window by clicking on Close at the top of the footnote window, or you can leave the window open. If you choose to leave the window open, click in your paper text to continue your work. FURTHER INFORMATION AND SOME WARNINGS Be careful not to hit the enter key after you have typed the text of a note. Doing so will add a line of space that can be difficult to remove. If you want a line of space between notes, you'll want to add the space by using formatting commands (see Formatting Notes below).

Doing Notes and Bibliography

It would be wisest to type in all your notes first, maintaining the default format. Then if you want to change the appearance of your notes, you can do that all at once (see Formatting Notes below). To view your notes at any time, on the View menu select Footnotes. You can convert footnotes to endnotes (and vice-versa) easily. Choose Footnotes from the Insert command. Choose Options. Click on Convert at the bottom of the box. Choose the conversion you want, then click OK. In the other dialogue boxes, click cancel (or else Word will create another note).

ADDING , DELETING, MOVING NOTES Once you've chosen the AutoNumber option, you can add, delete, and move notes around and Word will automatically take care of renumbering them and moving the contents as required. This will be accomplished by working with the note numbers in the body of your paper. Unless you really want to screw up your notes badly, never attempt to make such changes in the Footnote Window. To add a note, simply place your cursor where you want the note number to appear in the body of your paper, and choose Footnote from the Insert menu. Then click OK (since you will have already made your formatting choices). To delete a note, highlight the note number in the body of your paper, and press the delete key. To move a note, highlight the note number in the body of your paper and use the cut and paste commands. DON'T use the delete key; it will permanently remove the note contents.

EDITING NOTES You may go into the Footnote Window at any time to make changes in the text of your notes. Such editing would include adding, deleting or moving words, italicizing titles, correcting spelling and punctuation. To open the Footnote Window: Double click on the footnote number of the note you wish to edit. Word opens the Footnote Window and takes you to that footnote. (or) From the View menu, select Footnotes. A couple of other procedures will making working in the Footnote Window easier. To enlarge the Footnote Window: move your cursor into the right-hand scroll bar. Then move the arrow up to the very top of the Footnote Window. when the arrow turns into a symbol composed of two parallel lines with arrows pointing up and down, you can drag up and down the scroll bar, making the window larger or smaller. To "blow up" the type in the Footnote Window so that text is easier to see: place your cursor in the opened Footnote Window; go to the Zoom Control box on the standard toolbar at the top of your screen (it will currently read 100%). Pull down the arrow to 125% or 150%.

Doing Notes and Bibliography FORMATTING NOTES

A few words about the format of notes: Footnotes and endnotes must be in the same font as the body of your text. Footnote format should not be changed from Word's default settings: 10 pt., singlespaced, no space between notes. Endnotes would probably be more pleasing to the eye if they were set in 12 pt (which should be the size of type in the body of your paper). A line of space between notes would probably also be appealing. Here's another academically-appropriate change you could consider making to the appearance of footnotes or endnotes to make them easier to read. You could indent the first line of the note, so they would look like this: 1. John Adams, Peru in Crisis: A Discussion of the Shining Path (San Francisco: Nonesuch Press, 2010), 43. Or you could format them as hanging indent paragraphs so that the number of the note stands out, like this: 10. John Adams, Peru in Crisis: A Discussion of the Shining Path (San Francisco: Nonesuch Press, 2010), 43. Any changes you make in the physical appearance of your notes is a formatting change. Formatting changes include changing font, font size, double-spacing notes, adding a line of space between notes, indenting the first line of notes, and the like. To prevent any possible snafus, you are going to make all such changes electronically--that is, you'll be using commands in the Font and Paragraph sections of Word's Format menu. If you decide to made any formatting changes in your notes: 1. Make the format symbols visible on your screen so that you can "see" the formatting that you are doing. Go to the Standard Toolbar, click on the paragraph icon . This is a toggle switch, so you can turn it off simply by clicking on the icon again. The you now see on your screen indicate paragraphs. Commands in the Paragraph section of the Format menu affect the unit of text between two . 2. With your cursor in the opened Footnote Window, go to the Edit menu and choose Select All. This allows you to change all notes in one operation. 3. Go to the Format menu, and choose Font for changes in font style or size. Choose Paragraph for all other changes. To indent the first line of notes: Click on Indents and Spacing; pull down the menu for Special under Indentation. Select First Line. To turn notes into hanging indent paragraphs: Click on Indents and Spacing; pull down the menu for Special under Indentation. Select Hanging. You can adjust the amount of indentation so that the texts of your notes align on the left. Hint: If your note numbers go into double-digits (10 and higher), do your alignment in one of the double-digit notes. In notes 1-9, you'll have to add a space after the note number with the space bar. To add a line of space between notes that are single-spaced:

Doing Notes and Bibliography

Choose Indents and Spacing. In the Spacing section of this box, you will see boxes for Before and After. In the After box, enter the size of the font of your notes (10 pts. or 12 pts.). SOME SPECIFIC ADVICE ABOUT ENDNOTES If you have chosen to do endnotes, there are a couple of other changes you'll need to make so that your note page conforms to academic style. 1. When you've finished typing the body of your paper and all your notes, go to the end of the body of your paper. After the last paragraph of your paper, add a page break. From the Insert menu, choose page break. 2. At the top of the new page, type the word Notes and center it, adding a line of space after it. 3. Word automatically prints lines between the body of the paper and notes. You need to get rid of these lines. From the View menu, choose Footnotes. 4. At the top of the note window, drag the arrow down to Endnote Separator. A line should show up in the note box. Highlight this line, and press the delete key. The window should be empty. 5. Get rid of the Endnote Continuation Separator by following the same operations outlined in step #4. 6. Close the Footnote Window, go to the last page of the body of your paper, and in the View menu, choose Page Layout. Make sure that the separator lines are gone and that the notes are positioned under the Note heading on a separate page. THE BIBLIOGRAPHY

TO CREATE A BIBLIOGRAPHY PAGE If you have footnotes: 1. Highlight the paragraph mark immediately after the final paragraph of the body of your paper and choose Page Break from the Insert menu. 2. At the top of the new page, type Bibliography and center. If you have endnotes: 1. After the heading Notes at the end of your document, insert a section break. Go to the Insert menu, choose Break; under section break select next page. 2. At the top of the new page, type Bibliography and center. TO FORMAT THE BIBLIOGRAPHY The style for entries on your list is what is called a hanging indent, a paragraph in which the first line is flush with the left-hand margin, and subsequent lines are indented, in this case five spaces. Here's what the hanging indent looks like: Adams, John. Peru in Crisis: A Discussion of the Shining Path. San Francisco: Nonesuch Press, 2010.

Doing Notes and Bibliography

1. Type in all entries in your bibliography in the style required by MLA or Chicago. HOWEVER, do NOT format these paragraphs, and don't add a line of space between them. Just type in an entry, and press the return key at the end of the entry. If you like, Word will alphabetize the list for you (see below); 2. When you have typed in all entries, highlight all entries on the list; 3. Go to the left-hand margin marker on your ruler. Grab the lower triangle (hanging indent marker) and move it to the one-half-inch mark. The top triangle (first line indent marker) should remain at the left-hand margin. 4. If you want to double-space entries, make this selection in the Paragraph section of the Format menu. 5. If you want your bibliography entries to be single-spaced, but you want to add a line of space between entries, go to Paragraph in the Format menu. In the Spacing section of this box, type 12 pt. in the After box. TO ALPHABETIZE YOUR LIST Bibliographies are set up in alphabetical order according to the last name of authors. Once you have formatted entries in your list as hanging indents, Word will alphabetize your list for you. After you have typed all the entries on your bibliography, highlight the complete list. Go to the Table menu, and choose Sort. In the first Sort by line, Paragraphs, Texts, and Ascending should be selected. Click on OK. There will be cases where Word's sorting will not conform to documentation style guidelines. After Word has done its sort, double-check the list to make all entries are where they are supposed to be, and make any changes necessary. REV 6-2000