Referencing (citing) for beginners

One of the biggest hurdles new students face is learning to reference their work “properly”. Schools seldom teach this skill but increasingly Universities and colleges are demanding it. Life is not made easier by the fact that, to all except for OCD suffers getting proper citations is no fun :(

That’s the bad news. However the good news is that “proper” citation has never been easier.

This is a short guide how to cite. It explains the principles of citing, and also points you to a free tool that makes the job easy!

Software that cites

You can use a program that keeps track of all your references and even formats them differently for different teachers at the click of a button. The two commonest ways to do this (at least in NZ) are:

  • EndNote: an expensive program for which many institutions have bought site licences. These allow students to install a copy. Its greatest advantage is that it may come with institutional support (e.g. free classes on how to use it). Its greatest disadvantage is that it is a big heavyweight that has a history of slowing your wordprocessor to a crawl and crashing machines. (I’m told it is better behaved now, but have no recent experience to confirm this.) It will do everything you need and 16,000 other things as well. You won’t be able to use it when you leave study without paying a whopping fee.
  • Zotero: a free program that works as a standalone or integrates with your browser.1 Zotero also integrates with both MS Word and the main free Wordprocessors. This free program does everything you need and a score or more of things you should use but probably won’t. It has been known to crash, but in my experience less than Endnote.

The choice is probably really simple :)

  1. If your institution offers Endnote and supports it, choose it.
  2. If not choose Zotero.
  3. Unless you like using free software and hate your computer running slowly in which case use Zotero anyway.
  4. Not using either is plain stupid, and if you were stupid you would not be looking at this ;)

Learn to use it. (If there is demand I might do updated Zotero tutorials but I think the ones on the site are good.)

Getting the data to cite

Unless you are a fossil from the dark ages, do not try to enter the data (author’s name, title, etc.) by hand. There are easier ways :)

For books and e-journals your institution’s system should integrate with your bibliography software, on the catalogue page just click the link to “add citation to Endnote” (or however it is phrased).

NB: this data is prepared by librarians so is usually good, but occasionally even librarians have brainstorms or bad hair days. If the author’s name appears in capitals, or the Title includes a description or something, then you may need to “clean up” the data. This is rare, and if you do it in the bibliography software itself you will only have to do it once for any item. One piece of “tidying” I often have to do is add the place of publication.

Citing right

Add your citations in your wordprocessor.

Make sure you have chosen the “correct” format. Hint: the “correct” format is the one your teacher told you to use, even if you think a different one is better :(

There are more possible formats than there are days in a leap year, but there are a few in common use:

MLA 7th Ed Bulkeley, Tim. Not Only a Father: Talk of God As Mother in the Bible & Christian Tradition. Auckland, N.Z: Archer Press, 2011. Print.
APA 6th Ed Bulkeley, T. (2011). Not only a father: Talk of God as mother in the Bible & Christian tradition. Auckland, N.Z: Archer Press.
Turabian Bulkeley, Tim. Not Only a Father: Talk of God As Mother in the Bible & Christian Tradition. Auckland, N.Z.: Archer Press, 2011.
Chicago Bulkeley, Tim. 2011. Not only a father: talk of God as mother in the Bible & Christian tradition. Auckland, N.Z.: Archer Press.

Learn what the ones used at your place look like, so you’ll notice if somehow your document is set to the “wrong” one ;)

What about citing interesting things like videos, blogs etc.?

Ths is the most frequently asked question. The first answer is this: “Don’t panic”2 The second answer is go to Son of Citation Machine, click the appropriate link, and enter the data (or at least those that you can easily discover, how much effort you make probably depends on how IT savvy your lecturer seems ;)  Though nowadays Zotero or Endnote are probably up to the job without Son of Citation Machine once you have done a few and got the feel of things :)

It should look something like this:

Bulkeley, Tim. Not Only a Father: Talk of God As Mother in the Bible & Christian Tradition. Archer Press, n.d. Web. 7 Apr 2013. <>.

  1. On PCs, Macs, iPhone/iPad, Chrome for Android, Android Browser, Firefox Mobile Browser or Opera Mobile/Mini []
  2.  Douglas Adams (1992). The Hitchhiker’s Guide to the Galaxy: A Trilogy in Four Parts. Pan, 537. []