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If you’re migrating to Microsoft Word for your word processing needs, you’re in for a pleasant surprise. Suppose you’ve used Microsoft’s more-rudimentary tools like Notepad or Word pad. In that case, the Word application has several easy-to-use features that make working with text in ms word (apparently boring) text a fun, creative task!
This post covers all the tricks you need while working with pure text. You can format them, reshape them into fancy WordArt, apply eye-catching “effects” like shadows and glows, and “style” them consistently so your Word document looks professionally designed, all while having access to basic text-editing features like copy, paste, find, replace, etc. right at your fingertips.
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We suggest you use this guide as a framework for practical exercise. It means that even as you read along on the excellent Word features, you should open up a Word document on your computer or laptop and try it all out. It will help you grasp the finer nuances of Word’s rich text-editing features.
We bet you’re eager to start, so we begin our exciting tryst with Microsoft Word without further ado.4 Best and Useful Features of Microsoft Word 1. The Basics in Word
In MS Word, every text file is called a “document” and carries the extension “.docx”. Earlier versions (2003 and before) had the .doc extension but with limited text-editing features. (So if you’re working with text in ms word, an older version document, the first thing to do is to save it in the new .docx format.)
You should also explore the “Save As” feature from the File menu, as this exposes you to the wide variety of file formats Text in MS Word supports. Important ones include PDF, HTML, and XML formats to make your Word document compatible with other software applications.
Once you’ve saved your document, you’ll explore basic text-editing features. These can include:
Select the text for further editing:
Highlight the text with your mouse to “select it”. Alternatively, you can place your cursor at the start of the text and use the (Shift + Right-arrow) keys to select text. The (Shift + Right-arrow + Control) keys will choose one word at a time while using the (Shift + Down-arrow + Control) keys will select text one paragraph at a time.
Basic editing features:
Here’s how you do it.
Copy the selected text using the standard command (Control + C). It additionally copies the formatting options of the selected text. In our case, let us assume that our copied text looks like this: Original text.
Paste the text using the keyboard shortcut (Control + V). Alternatively, you can use the Paste button on the top-left corner of the Home tab.
It will bring up an intelligent tag, asking you which paste option to choose.
The first paint-brush-logo button (the default option) retains source formatting, so the pasted text looks like this: Original text.
The second arrow-logo button merges the source format with the destination format and looks like this: Original text.
The third “A”-logo button copies only plain text and looks like this: Original text.
This is the source text. (Copied with Control + Shift + C)
This is the destination text.
After editing with the Format Painter tool:
This is the destination text.
Microsoft Word also comes loaded with other standard editing features like the Find command (Control + F) and the Find-Replace command (Control + H). This multi-dimensional command comes packed with additional options that combine to get you the results other text-editing tools provide quickly. For instance, you can find or replace text based on a case-sensitive search, including wildcards, suffixes, and prefixes, ignoring punctuation and spaces within searches, etc. It’s quite a handful!
As with most Microsoft Word features, this command factors special formatting needs and can be used to replace a text with its format across a document. For instance, you can use this feature to consistently replace the word ‘bold’ with ‘bold’ throughout the document.2. Formatting Warriors
If you haven’t guessed already, MS Word’s most loved aspect is its wide variety of formatting features. We’ve explored just a few. But to uncover all the gems available, you need to become intimately familiar with the Home Tab View.
The Home tab contains 5 command groups for better formatting: Clipboard, Font, Paragraph, Styles, and Editing.
Clipboard: This contains the cut-copy-paste commands explained above.
Paragraph: This contains commands to control the alignment and spacing between lines in a paragraph. Special commands include the Shading command (Alt + H) and the Border command (Alt + B), which allow you to color text cells and border them (as if they were in a table), respectively.
Styles: This is explained in detail below.
Editing: This group captures the standard find-replace features explained above.
And this brings us to Word’s most popular command group: Font!
Font: This is the group you will use most to format your text.
1. Character Spacing
It allows you to control the default size of the text characters and the spacing between them. A tip here is to turn on “Kerning for Fonts,” so your text is more evenly spaced (between characters).
2. Open-type Features
Use this to edit the ligature of your font. (This determines how characters look when combined.) For instance, here’s what happens to the numeric characters with the Georgia font when you set the “number forms” feature to “lining”: they get neatly aligned.
Another feature you can play with is the stylistic sets, which determine how the characters react to each other. Here’s an example of what happens when you use a stylistic set of 5 on the Gabriola font.
Commonly used font shortcuts include.
# Keyboard Shortcut Feature
1 Control + B Bold text
2 Control + I Italicize text
3 Control + U Underline text
4 Control + (equal sign) Subscript text
5 Control + Shift + (plus sign) Superscript text
6 Increase text size
7 Control + Shift + < Decrease text size
8 Control + D It brings up the font menu so that you can change all options at once
Word’s text formatting features don’t end there. A creative editor can also play with the WordArt command, accessible through the Home tab.
Frequently used shortcuts in this group include:
# Keyboard Shortcut Feature
1 Control + Shift + A Upper case
2 Control + K small capitals
3 Shift + F3 Toggle between the different case options
As you’re sure to have realized, that’s a LOT of text formatting in ms word features available for use. And if there’s one thing designers consistently find challenging, it’s in maintaining consistency in format across a whole document.
How do you apply the same format for all significant headings?
Or ensure that all quotes are in italics?
Or are sub-titles aligned at the center of the page?3. Styles
I bet the MS Word’s got you curious about “Style”. What does it mean to text-editing software?
Word uses styles to create a predefined “way” of (consistently) formatting fonts and paragraphs across a single Word document. Take a moment now to look at the Styles command group on the Home Tab. It seems a bit like this:
Note: Don’t miss the tiny down arrow (highlighted in red in the picture above); this can list the styles in one column for easier viewing.
Each style is listed here as a “template,” capturing important information on your font characteristics, alignment preferences, and much more. Combine these preferences in a standard style. So each time you want to apply your favorite settings to a slice of text, you don’t have to go through the drill manually; you use a style to capture those settings and effortlessly apply them across the document.
A couple of keynotes here:
Microsoft Word has some “default” styles, like Normal, Heading, Emphasis, etc. Each is a collection of different preferences (called Style properties), so you can choose the best style that suits your needs.
You can create your own Style in Microsoft Word, but this stays local to the document in use.
Each style has a unique name and captures common text formatting features. The preview screen is especially helpful, so you get a peek before you actually OK the style. Further, the style is summarized (in Word lingo) just below the preview screen so you can skim it for consistency. This window lets you quickly edit the basic font, paragraph, and alignment settings.
Yes, you can capture common preferences across the font, paragraph, tabs, border, language, frame, numbering, shortcut keys, and text effect Microsoft Word features in 1 power-packed style. Wow!
Let’s play with this right now, so you can apply it to your document.
Change the name of the style to “MyStyle” and select the “Add to Quick Style List” checkbox below the preview screen. It will create a new style locally accessible in your document.
The last Microsoft Word feature we explore in this post will give you something extra when you want your text to “pop”: Text effects!f4. Text Effects
Before the 2010 version, Word had to limit design features. It is where the software was lacking as professionals sought fancy design software to add zing to their pages. But with the introduction of Text Effects in 2010, you have the fanciest text-design features in Word. It would help if you tried this now to know more.
Here’s a sneak peek.
We suggest that you take time to explore text effects in thorough detail. You should explore:
What a simple outline can do for your text.
How to add a shadow to text.
Create a surreal feel by adding a reflection to your text.
Make your text glow (and not just in the dark)!
You will discover some of Word’s fancier “text-editing” features through it!Signing off…
As this post illustrates, Microsoft Word is much more than a text-editing tool. There is a lot of emphasis on formatting, opening you up to a world of desktop publishing options compatible with Word files.
For instance, you could use Microsoft Word to draft an entire book, including a well-structured page layout design. You could also use it to create an online magazine or a blog. The makers correctly recognize that there’s plenty more you can do when you provide rich formatting features to the text-editing software. And we believe that Word provides this right!Recommended Articles
Here are some articles that will help you to get more detail about the Microsoft Word Features you are Easy Working with, so go through the link.
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At times you may have multiple blocks of text in different locations that you want to copy and paste into Word. Unfortunately, Word does not offer the option to copy text from more than one selection at once. Ordinarily, you’d switch back and forth between locations, copying and pasting individual blocks into a separate Word document. Sure it works, but this method is hectic and time-consuming.
What’s more annoying is that if you copy text from multiple locations, when it comes to pasting, Word will only paste the contents of the last selection by default. However, there is a way you can copy and paste text from multiple locations all at once. In this tutorial, we’ll show you two easy methods you can use to copy and paste text from multiple text selections in Microsoft Word.Method 1: Use Spike
In Microsoft Word the Clipboard has an extended feature called Spike. This lesser-known feature lets you copy texts from multiple selections to the Clipboard, then paste them as a group to a new location. Spike is easy to use and works with both text and graphics. To use Spike, follow the steps below:
1. Select the block of text that you want to copy.
2. Press Ctrl + F3 to copy the text into Spike.
3. Highlight the next block of text that you want to copy, and press Ctrl + F3 to add it to the Clipboard. Repeat this process until you have copied all the text blocks you want from the source document.
4. Use Ctrl + Shift + F3 to paste all the copied blocks into a blank document.
Even if you copied text from twenty different locations, Spike will paste them all at once in your new document, with the ones you copied first appearing on top, and in that order.
This technique is the easiest, but it does have some limitations. For instance, when you press the Ctrl + F3 keys, Spike will cut rather that copy content from the source document. However, whenever you press Ctrl + F3 to place a block of content to Spike, you can make it a habit to press Ctrl + Z to undo the cut, and this won’t remove the content from Spike.Method 2: Use the Highlighter Tool
You have probably used the highlighter pen to highlight your favorite phrases or some sections that need special attention in a Word document. But did you know that you can also use this tool to copy and paste text from multiple text selections in Word? We’ll show you how to do it.
6. Microsoft Word will now scan the document for all the highlighted text blocks. It will then select all the highlighted text blocks and notify you of the selected items. In my case Word found six items that matched my search criteria.
8. Open a blank Word document. Press Ctrl + V to paste the highlighted, selected text into the new document. Each separate text block will be pasted as a new paragraph. You’ll notice that the pasted content will come with the formatting you applied, including the color you used to highlight the text.
If you want to paste the content without the formatting, you can do so by adjusting the settings in the blank document. Rather than using the Ctrl + V hotkeys, head over to the paste settings under the File tab and choose “Keep text only.”
Now your text will paste without any highlighting color or special formatting.Wrapping Up
Copying and pasting multiple text blocks at once can be very useful in many scenarios. For example, you may have a lengthy source document that you want to copy multiple text excerpts from. Rather than copying and pasting each text block one at a time, which is rather tiresome, you can easily do it all at once, if you know the tricks.
Moreover, pasting is not only restricted to Microsoft Word documents. You can paste the content into any program that accepts text, including email programs such as Outlook. Let us know if you encounter any problems with the above workarounds, and we’ll be happy to help.
Kenn is a tech enthusiast by passion, Windows blogger by choice, and a massive coffee imbiber. He likes watching sci-fi movies in his free time and tearing gadgets apart so he can fix them.
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5 Easy Ways to Fix Microsoft Sway if It’s Not Working If chúng tôi cannot connect, use our recommended browser
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Many users reported that Microsoft Sway is not working on their PCs for unknown reasons. In this article, we take a look at this issue and recommend to you the best fixes.
Sway is a presentation tool from the Microsoft Office line of products. Microsoft released it for general use in August 2023, enabling people with Microsoft accounts to mix media and text to create a visually appealing website.
You may create and share interactive reports, presentations, and more with this application. Sway handles the rest once you’ve added your text and images and searched for and imported pertinent material from other sources.
Since a few users have complained that Sway is not working on their PCs, let’s fix this.Why is Microsoft sway not working?
Microsoft has a history of building solid and dependable tools. So this is not a situation you should be faced with often.
The most common cause of Sway not working is issues relating to Microsoft servers; Microsoft Sway may be down. In such cases, chúng tôi would have refused to connect. You should note that to perform actions like edits, you must be logged in.
Additionally, regular problems causing your browser to glitch may also affect how Sway works.
Whatever the Microsoft Sway error, here are your best solutions.
For the best results, we suggest using the Opera browser, a privacy-oriented web browser, and a great alternative to Google Chrome.
The browser has built-in malware, tracking, and privacy protection and doesn’t send your data to Google. In addition, you have flexible navigation and integrations with multiple apps like Microsoft Sway.
Benefit from faster and secure navigation that assures accesability for various applications.
Free Visit websiteHow do I fix Microsoft Sway when it doesn’t work? 1. Use the Microsoft Store app troubleshooter
If the Microsoft Sway app isn’t working, you might fix it by using the Microsoft Store app troubleshooter.2. Use the Sway website instead
Optional: Log out from OneDrive and close all browsers.
Launch your web browser.
Go to the Sway website.
Check if the Sway is working for you.
Expert tip:3. Try using Sway in Private/Incognito mode
The interface will be different depending on your browser; however, they should all look very similar. We’ve used Google Chrome as an example.4. Wait for Microsoft to address the issue
If Microsoft Sway is not working, the issue may be related to Microsoft and their server, not your PC.
In that case, you’ll have to contact Microsoft support and explain your problem. If the problem comes from their side, wait for them to fix it.
Make sure you contact the Microsoft support team, who will guide you through everything you need to know and do to solve the issue or inform you regarding their problem.5. Switch to another third-party program
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Don’t feel bad for having trouble deleting a page in Microsoft Word. While it seems like it should be a simple task, deleting a page in Word can be extremely frustrating. Even the most tech-savvy of users can find it difficult to delete a page in Word.
The problem seems to happen most often when you want to delete a blank page at the end of your document. No matter what you do, you can’t delete that blank page. This can happen for a variety of reasons, but don’t worry. If you try the suggestions below, one of them is bound to solve your problem.
Table of Contents3 Ways to Delete a Page in Microsoft Word
Here are three ways you can delete a page from your Microsoft Word document. If one method doesn’t work, try the others!1. Delete a Final Blank Page in Word Using Your Keyboard
This method is very straightforward and works most of the time.
Position your cursor at the top of the blank page at the end of your document.
Make sure there isn’t anything on that page. For example, there could be an invisible paragraph at the end of your text. Select everything you can on the blank page. In the screen cap below, the invisible paragraph is selected.
Press Backspace to delete the selection.
Press Backspace again to delete the blank page.2. Delete a Blank Page by Removing the Page Break
By turning on paragraph marks and other hidden symbols, you will see where Microsoft Word has inserted a page break. Once you know where the page break is, you can delete it. You can use this method to delete a final blank page in your document.
In the Paragraph section the Home tab of the menu ribbon in Word, select the Show/Hide ¶ button, or press Ctrl+* (Ctrl+Shift+8).
Now you’ll see any page breaks that have been inserted into your document.
Find the offending page break and select it with the cursor.
Press Backspace to delete the page break.
Select the Show/Hide ¶ button again to turn off formatting marks.3. Delete a Blank Page in Word Via the View Menu
Select the View tab on the menu ribbon.
Next, in the Show section of the menu, check the box next to Navigation Pane.
Select Pages in the Navigation Pane.
Select the page you want to delete.
Press the Delete key.Troubleshooting Deleting a Page in Word
Sometimes Word will add a paragraph to the end of your document that just cannot be deleted, even though it doesn’t have any text in it. If the methods above don’t work to delete a blank page in your Microsoft Word document, here are some things to try.Make that Final, Invisible Paragraph as Tiny as Possible
In the Paragraph section the Home tab of the menu ribbon in Word, select the Show/Hide ¶ button, or press Ctrl+* (Ctrl+Shift+8).
Select the paragraph mark at the end of that non-deletable paragraph at the end of your document.
In the Font size box on the Home tab of the menu, type 1. You’re making the font size for that paragraph as small as it can get.Adjust the Bottom Margin of Your Document
If that pesky final paragraph is still pushed onto a blank page at the end of your document, you can try adjusting your document’s bottom margin to make room for it.
Select the Layout tab in the menu ribbon.
Select Custom Margins.
Make the Bottom margin smaller. You can try this by increments. For example, if the bottom margin of your document is set to 1”, try 0.9” first.
If that doesn’t do the trick, repeat the steps, making the bottom margin smaller until it solves your problem.Convert the Document to PDF and Delete the Blank Page in the Process
If all else fails, you can delete the trailing blank page by converting your document to PDF.
Select File and then Save As.
Navigate to the folder where you want to save your document.
In the Save As dialog box, under Save as type, choose PDF (*.pdf).
In the Options dialog box, under Page range, select Page(s), and enter the page range for your document. Do NOT include the final blank page.
Select the OK button.
Select the Save button.
Now you’ll have a PDF version of your document without the trailing blank page. If you like, you can convert the PDF back to Word.How to Convert PDF to Word
Converting a PDF document to a Microsoft Word document used to require third-party software, and it was really a pain. Word now includes that capability natively.
Select the Open button.
You’ll probably see a message from Microsoft Word warning you that the conversion process might take some time to generate and that, depending on the formatting and presence of graphics, might not look exactly like the original PDF. Check the box if you don’t want to see that message again.
When working with text in photoshop, it can be really frustrating to suddenly notice that the edges of your text appear blocky and pixelated. This appearance makes any text look low-quality and will likely be exported in even worse shape. Fortunately there are some easy ways to fix this problem.
A common reason for pixelated text in Photoshop is an incorrect Anti-Aliasing setting. Anti-Aliasing smooths the blocky edges of text to create a crisp edge. By accessing the Type Tool and setting the Anti-Aliasing to “Smooth” in the upper settings bar, your text will have a more crisp edge.
Now to understand why this happens to text in Photoshop, it’s helpful to first understand what pixels are. Picture elements, or pixels, are the tiny units that measure images. Normally they appear as squares, each of a specific color. There are many factors that can affect how much you can see the pixels in your image and how pixels relate to overall image quality.
But did you know that text is made up of pixels too? Normally we wouldn’t notice, because the text we see is usually quite small. But when working with text in Photoshop, there are a number of reasons the pixels in the text could become visible, creating a blocky edge rather than a smooth clean line.
So let’s explore the top five most common reasons for a pixelated appearance in text, and some easy ways to fix each one.Video Tutorial 5 Common Reasons And Solutions For Pixelated Text In Photoshop 1. The Project Size Is Too Small
When creating a new project in photoshop, you can choose the size of the document you’ll be working with. The size is measured in pixels, so naturally, if you choose a small size – 200×200, for example – you’ll automatically have less pixels to work with than if you chose a larger size, like 1000×1000.
Now you can type the width and height you’d like. For best resolution, I’d suggest anything over 1000×1000 with a resolution of 200 PPI or higher.
Then, enter a different size for the Width and Height of your canvas. Again, anything above 1000×1000 works best.2. You’re Too Zoomed In
Another reason your text might appear pixelated is if you’re zoomed in too closely on the document. The closer you zoom into your project, the larger the pixels will become, to the point where you might be able to see them if you’ve zoomed in too close.
To check how much you’ve zoomed in on the document, head to the tab above your project with the project’s name and a percentage. This percentage you see is the percentage you’ve zoomed into the canvas.3. You Haven’t Enabled Anti-Aliasing Yet
One way to ensure your text doesn’t have blocky, pixelated edges is to make sure your anti-aliasing settings are correct. Aliasing is a visual stair-stepping effect that appears on low-resolution images. It follows, then, that anti-aliasing prevents this by smoothing the edges of an image.
This will help smooth the edges and make pixelation less visible.
After:4. You Haven’t Set Your File Format As PNG For Export
If your text appears low quality after export, you might’ve exported it in the wrong file format. There are several file formats you can work with when it comes to Photoshop, and some will result in better quality images than others.
While different files have different uses and strengths, PNG is considered the best file format for anything to do with text. Jpeg, for instance, is best for smaller, compressed files such as photographs. However, this compression can result in the text appearing at a much lower resolution when exported. This can be solved by exporting to PNG.
In the window that appears, head to the dropdown box next to Format and you’ll see a large selection of different file formats you can choose. Find and select PNG.
It is worth noting that saving as a PNG file will result in any areas you’ve set to appear transparent on your canvas (represented in Photoshop by a grey and white checkered pattern) to appear transparent in the exported version. This is another reason PNG is the ideal file format for text-based images like logos – instead of a bothersome white or black background, the background will appear transparent and your text can be easily applied in other projects.5. Your PPI is too low
PPI, or Pixels Per Inch, refers to the number of pixels in each inch of your image. Naturally, it follows then that the higher the PPI, the better quality your image will appear. The same premise applies to text as well. When working with text in Photoshop, a high PPI means that you’ll have clearer, sharper edges and less visible pixelation in your text.
In the new project window that appears, head to the drop-down menu next to Resolution and make sure Pixels/Inch is selected.
The number you see in the box next to Resolution is the amount of PPI you’re working with, so you can edit this to a high PPI – something above 300 will give you excellent, crisp-looking text. Just remember the higher your PPI, the larger your project will become.
In the window that comes up, make sure Pixels/Inch is selected as the default Resolution measurement, and edit the number to anything over 300.
Apply this and you’ll notice the edges of your text suddenly become much cleaner.
Seeing pixelation in images and text while working in Photoshop can be frustrating, especially if you don’t know the reason. Hopefully, now that you understand some of the most common reasons text can appear pixelated, you can apply these easy fixes and get a crisp, smooth-edged text for a beautiful final result. To learn more about working with text in Photoshop, check out my complete guide here!
Whether you are preparing a research documentation or writing a simple article for your blog you should always avoid plagiarism. It may be a standard definition from a book or a phrase from a website that you want to insert in your document. However, as long as it belongs to someone, you should give credit for the owner by using citation. In this article, we will explain how to properly use citation in Microsoft Word documents.What is Citation?
Citation is the method of quoting or referring an already existing work in your document. For example, if you are preparing a document about computer, you can take the definition of computer from a reliable source as a reference and insert in your document. In this case, you must mention the inserted portion of content is referred from the source.
Similarly, you may be referring a quote from a book, movie or a patent work. In all such cases, you need to cite the quoted content is originally belongs to the source.Different Ways of Using Citations in Word
First there are different styles of citation available and Word by default uses APA style. Other styles include Chicago, GHOST, MLA, etc. and you can choose your desired style before adding citations in Word. Besides the style, there are two ways to insert a citation in Word document depending upon your situation.
Inline – You can use inline citation to mention the source next to the inserted sentence.
Bibliography – add separate bibliography to consolidate all the references on your document as a separate list. You can insert bibliography at the start or end of the document as per your need.1. Adding Inline Citations from References Menu
If you frequently use some sentences or phrases from few websites or from any other sources, it is a good idea to create master list and keep them available for all your documents. Otherwise, you can add citations only on a single document which will not be available across other documents.
Edit Inserted Citation in Word
Instead of inserting a citation, you can insert a placeholder by selecting “Add New Placeholder” option. This will insert a placeholder text as citation for that moment and you can convert it into a citation at later time.
Insert Placeholder CitationManaging Sources for Citation
Once you create a source, it will show below the “Insert Citation” menu and you can use the sources on any other documents also.
Citation Manager in Word
Remember, these are only sources and not the actual citation content. The source fields do not have an option to save your cited content. This means you always need to insert the content needed and use the “Source Manager” to insert the source for your citations.Inserting Separate Bibliography
When you insert a citation, we recommend highlighting with different color and background. This will help to find the citations and show them highlighted compared to remaining document text. However, when you have multiple citations, it is a good idea to insert a bibliography at the end of your document.
Insert Bibiliography for Citations in Word2. Using Word Editor for Inserting Citations
Even you spend lot of time and write unique content, few sentences in the article may match with some online sources. This is generally the case with instructional how-to articles as there will be millions of similar articles on the web explaining the same topic. Microsoft Word offers an easy way to check plagiarism and fix the issue by citing or correcting as needed using Editor.
Review Similarities and Insert Inline Citation
Select “Add in-text citation” option to insert an inline citation from the original web page. This will show the title and site name of the source web page next to the content.
Inline Citation Inserted
Instead of inline citation, you can choose the option “Copy full citation” to copy the source to clipboard. Go to the end of your document and manually create a citation or bibliography section and paste the copied citation’s source. This will insert the page title, site name and page URL as shown below.
Insert Bibliography from Similarity Checker3. Manually Maintaining Citations in Word
Link Citation and Source in Bibliography
You can create all your citations in the document and link to the corresponding line in the bibliography table. It should look something like below on your document.
Manual Citations and Bibliogrpahy in Word
You can change the color of the citation numbers and the bibliography table to highlight them.4. Insert Footer Note
Insert Footer Note in Word as CitationFinal Words
Out of all options we have explained, manually inserting citations and bibliography section works perfectly though you can combine this with default source manager. Remember, you can keep and share the Word document with citations as a file. For example, you can send the file in email to multiple recipients. However, when you want to publish your document online, then make sure to add the citations manually on your webpage.
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