Not a lot of people know how to do proper IEEE referencing in Word 2007 or 2010. The benefits of doing this are immense both for individuals and teams. It allows automatic renumbering of references, automatic bibliography creation, as well as providing a collection of your references in one file – even when multiple people work on the same document. This also works on OS X, you just need to find the corresponding folders. Sounds appealing? Right, let’s get started.
IEEE Reference Style
First thing’s first, download the above file. It’s hosted on my server, but the original is created by Yves at Codeplex. You can check that out as well.
Next, you’re going to want to copy the file to:
C:\Program Files\Microsoft Office\Office 12\Bibliography\Style
Depending on your installation it may be in a different location (i.e. 64-bit installation) but I’m sure you can figure this out.
Start up Microsoft Word (or restart it if it was open). Now browse to the References tab on the ribbon. Under the Citations & Bibliography section (highlighted below), click Style and a new item should have appeared, choose IEEE.
IEEE Style in Word 2007
With this selected we need to start by entering our first reference. So click Manage Sources. You should be presented with this dialog box. I filled it in with some information from a journal article but you could just as easily use a website, book, magazine, etc.
Creating a source for the first time
After you’re done, this reference will show up in your list of sources. As you can see I have many others (all related to this one word document). My methodology is to add to this list of sources as I go, rather than all at once at the end of a report. It proves much simpler in the end.
List of all sources available in this document
Now, when I want to use one of these sources all I have to do is click Insert Citation (from the Citations & Bibliography section), and choose the citation I want. You should see a number appear encased in square brackets, . That’s your first IEEE reference. You can repeat this as many times as you want with the same reference or new ones. When you’re done you’re going to want to create a list of references. Scroll down to the bottom of your document and click Bibliography and then choose either one, it doesn’t matter. I usually remove the words “Bibliography” and replace it with something less Artsy, like “References” (sorry Arts students but you had tons of reference styles to choose from off the bat, so you’re lucky!).
Create a bibliography from your list of used sources
Voilà you should be very happy with your new IEEE style referencing in Word.
I’d like to mention, but won’t go into detail, that with the software, Mendeley (my chosen research tool), you can get a word plugin that will do all of this as well. It’s not as tight, but at least you don’t have to enter in all your references details if it gets it from the citation. But that’s not for this post anyways – I will write something up on Mendeley and Word integration later.
Updated for OS X
In order to get this working on your version of Microsoft Office 2011 on Mac OS X, the folder location specified above needs to be:
/applications/Microsoft Office 2011
Here are some detailed steps from a random old forum I found online:
- Unzip the IEEE_Reference.zip file that you downloaded
- Close Word if it’s open
- Open Applications
- Navigate into the Microsoft Office folder
- Right click on the file Word.app or just Word if you have the file extensions hidden, click ‘Show Package Contents’
- There should now be a folder called Contents, open the folder.
- Then open Resources
- Then open Styles
- Copy the .xml style you want into this folder
- Launch the Word application and the styles you copied in should be available.
I’m trying to write a conference paper manuscript for the AIAA GNC conference right now (why, oh, why isn’t it just an abstract, or even an extended abstract? a full manuscript at this point is going to be slathered with “TBD” and “preliminary” and “temporary” and promises for the future!), but I just discovered something that I had to write down for the benefit of other academic users of Microsoft Office since this has been bugging me since I got Office 2007:
I, personally, rebel against using TeX or its derivatives in my academic work. Yes, I can program in Matlab and Mathematica, and yes, I can create some pretty snazzy HTML/CSS web pages, so I’m not foreign to coding and markup languages, but really, I’m trying to concentrate on the science and engineering when I write a paper. I want to see what I will get. There is no reason at this point in the history of computers for me to have to use a command-line word processor that I have to compile. That sort of thing is for numerical scripts, not for documents.
Word 2007 took some great strides in the direction of making Office easier and better for technical purposes, with a WYSIWYG equation editor that you can control almost entirely from the keyboard using common operators and that automatically prettifies the equations as you write them. It’s way cool.
Word 2007 also has, from the beginning, included some automatic citation generating and outputting features. It’s almost like EndNote or BibTex and such, except that I don’t have to pay extra for them. However, it’s HUGE shortcoming was that it contained only 10 citation formats, and didn’t include some common technical formats. Right around the release of Office 2007, Microsoft blogs touting Word went on and on about how easy it would be for users to generate their own formats, since they used open XML files to create them. However, it turns out that those XML files are totally opaque to my understanding, and when I did try to change some things, I didn’t get what I expected. And it seemed like the rest of everybody agreed with me, because downloads for new citation formats did not immediately appear on the Internet.
I have finally, finally, finally found a web site with a small library of citation format files. It is here.
They unfortunately don’t have the AIAA format, which is what I use most often, but maybe they have something close. And, anyway, it adds to my options for the future.
This entry was posted in Graduate school. Bookmark the permalink.