Formatting Issues

How to Create or Edit Custom Citation Styles in Microsoft Word

Natalie Taylor Oct 12, 2026 869 views

Question details

The user wants to remove parentheses from built-in citation styles (like APA) to better suit business reports by creating a custom citation style.

How to Create or Edit Custom Citation Styles in Microsoft Word

Product: Microsoft Word
Device & OS: not provided
Scenario: Writing a business report where standard APA citation parentheses do not fit the required document formatting guidelines.
Observed behavior: Built-in styles automatically force parentheses around citations, requiring the user to manually edit system XSL style files to create a custom formatting standard without brackets.

Before you start

Before modifying any system files, ensure Microsoft Word is completely closed. It is highly recommended to make a backup copy of any original XSL bibliography style file before applying changes in a code editor.

Solution 1Recommended

Modify the XSL File to Remove Citation Parentheses

Create a custom citation style by duplicating and editing Word's underlying XSL bibliography files to remove the opening and closing bracket commands.

Microsoft Word handles citations using XSL files. By duplicating an existing style and removing the bracket properties from its code, you can build a customized citation format perfectly suited for professional business reports.

Locate the Style Folder

Open your File Explorer and navigate to Word's bibliography style directory. This is typically found at C:\Users\[Your Username]\AppData\Roaming\Microsoft\Bibliography\Style.

Copy an Existing Style

Duplicate an existing style file (such as APA.xsl) and rename the copied file to reflect your new custom business report style.

Edit with a Code Editor

Open the newly copied XSL file using a text or code editor like Notepad++ or Visual Studio Code. Do not use Microsoft Word to edit this file.

Update the Style Details

Search for the style name tags and version number within the XML/XSL code and update them so you can easily identify your new style in Word.

Remove Bracket Commands

Search the code for the properties templ_prop_OpenBracket and templ_prop_CloseBracket. Comment out or delete these specific calls to stop parentheses from being generated.

Apply the Custom Style

Save your modified XSL file and restart Microsoft Word. Navigate to the References tab, click the Style drop-down menu in the Citations & Bibliography group, and select your new custom style.

Modify the XSL File to Remove Citation Parentheses

Solution 2

Use the Manual Suppression Workaround

If you prefer not to edit system code files, you can alter how Word displays specific citations directly within the document.

Free Microsoft Office alternative

Try WPS Office for Easier Document Formatting

If struggling with complex XSL file modifications in Microsoft Word is slowing down your workflow, consider switching to WPS Office. It provides a highly compatible, lightweight, and user-friendly environment for managing documents, references, and professional reports without the heavy price tag.

1. Download WPS Office: Visit the official WPS website and click the download button to get the free installer.
2. Install the Software: Run the setup file and follow the quick on-screen instructions to install WPS Office on your device.
3. Open Your Document: Launch WPS Writer and open your existing Word document to continue editing your business report effortlessly.

Fully compatible with Microsoft Word formats (.docx, .doc).Streamlined and intuitive References tab for easy citation management.Free to use with a lightweight installation that won't slow down your PC.Familiar user interface requiring zero learning curve to transition.

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Frequently Asked Questions

Where are Microsoft Word citation styles stored on my computer?

Word citation styles are typically stored in the AppData folder. You can usually find the XSL files by navigating to C:\Users\[Your Username]\AppData\Roaming\Microsoft\Bibliography\Style on Windows.

What program should I use to edit XSL citation files?

It is strongly recommended to use a plain text editor or a dedicated code editor like Notepad++, Visual Studio Code, or the standard Windows Notepad. Do not use Microsoft Word to edit the XSL file, as it may corrupt the underlying code structure.

Why did my custom citation style not appear in the Word drop-down menu?

If your custom style is missing, ensure you have saved the edited XSL file in the correct Bibliography Style folder and completely restarted Microsoft Word. Additionally, double-check that the XML code is valid and that you correctly updated the internal style name tags so Word recognizes it as a distinct option.

Can I just edit the default APA citation format directly?

While you can technically edit the default APA.xsl file, it is highly discouraged. Any routine Microsoft Office update could overwrite the default file, causing you to instantly lose your custom formatting. Always create a copy and rename it before making modifications.

Document & File Issues