Citing a user manual is essential for giving credit to the source of information and avoiding plagiarism. Whether you’re writing an academic paper, a technical report, or simply referencing a manual for your own use, proper citation ensures that you’re acknowledging the original creator and respecting their intellectual property rights.
When citing a user manual, it’s important to include the following key elements: the author or issuing organization, the title of the manual, the edition or version number (if applicable), the publication date, and the publisher or distributor. The specific format for the citation will vary depending on the style guide you’re using. For example, in the American Psychological Association (APA) style, the citation for a user manual would look like this:
Organization or Author. (Year of Publication). Title of User Manual. Edition (if applicable). Publisher or Distributor.
In addition to these basic elements, you may also want to include the specific page number or section of the manual that you’re referencing. This is especially helpful if you’re citing a particularly long or complex manual. Finally, it’s always a good idea to double-check your citation against the style guide you’re using to make sure that it’s accurate.
Why Cite a User Manual?
There are several reasons why you might need to cite a user manual. One reason is to give credit to the author of the manual. Just like when you cite a book or an article, it is important to give credit to the person who wrote the manual. This is because the manual is a copyrighted work, and the author deserves to be recognized for their work.
Another reason to cite a user manual is to provide your readers with more information about the product. If you are writing about a product, it is helpful to include a citation to the user manual so that your readers can learn more about how to use the product.
Citing a user manual can also help you to avoid plagiarism. Plagiarism is the act of using someone else’s work without giving them credit. If you copy information from a user manual without citing it, you could be accused of plagiarism. However, if you cite the user manual, you will be giving credit to the author and avoiding plagiarism.
When to Cite a User Manual
In academic and professional writing, it’s crucial to provide proper citations for the sources used to support your claims.
1. Direct Quotations
When you include a direct quote from a user manual, you must provide a citation to acknowledge the source of the information. Failure to do so constitutes plagiarism, which is a serious academic offense.
2. Paraphrased or Summarized Content
If you paraphrase or summarize information from a user manual, you still need to cite the source. Paraphrasing involves restating the original content in your own words, while summarizing condenses the main points of the original.
3. Specific Instructions or Technical Details
User manuals often provide specific instructions or technical details that are essential for understanding or operating a product or device. When you rely heavily on such information in your writing, it’s important to cite the user manual as the source for that specific knowledge.
a. When the instructions are integral to your argument
If the specific instructions or technical details you cite are directly relevant to the point you’re making in your writing, you should provide a citation to acknowledge the source of that information.
b. When the instructions are not widely known
Some user manuals contain instructions or details that may not be commonly known or easily accessible. In such cases, citing the user manual as the source is essential to establish the credibility of your information.
c. When the instructions are complex or technical
When citing complex or technical instructions from a user manual, ensure you accurately represent the information provided. If necessary, consider including page numbers or specific sections to help readers locate the information easily.
Common Citation Styles for User Manuals
When citing a user manual, follow a standard citation style such as MLA, APA, or Chicago or whichever the citation style preferred by your school, university or business. The specific format may vary depending on the style chosen. Here are some general guidelines for each style:
MLA (Modern Language Association)
In MLA style, user manuals are typically cited in the text as a parenthetical reference including the product name, edition (if applicable), the publisher, and the year of publication. For example:
(Microsoft Excel User Manual, 2023)
APA (American Psychological Association)
In APA style, user manuals are cited in the text as an in-text reference including the author (if available), the year of publication, and the title of the manual. For example:
(Microsoft, 2023)
Chicago (Chicago Manual of Style)
In Chicago style, user manuals are cited in a footnote or endnote including the title of the manual, the edition (if applicable), the publisher, the year of publication, and the page number (if relevant). For example:
Microsoft Excel User Manual. 2nd ed. Microsoft, 2023.
Other Citation Styles
There are other citation styles that may be used for citing user manuals, such as IEEE (Institute of Electrical and Electronics Engineers) or AMA (American Medical Association) style. Always refer to the specific citation style guidelines for the appropriate format.
Table of Citation Styles for User Manuals
| Citation Style | In-Text Citation | Footnote/Endnote Citation |
|—|—|—|
| MLA | (Product Name, Year) | Product Name. Edition. Publisher, Year. |
| APA | (Author, Year) | Author. (Year). Title of Manual. Publisher. |
| Chicago | Footnote/Endnote | Title of Manual. Edition. Publisher, Year. Page number (if relevant). |
| IEEE | In-Text Citation: [Number] | Number. Title of Manual. Edition. Publisher, Year. |
| AMA | In-Text Citation: [Number] | Number. Title of Manual. Edition. Publisher, Year. Page number (if relevant). |
Citing User Manuals in MLA Style
Citing User Manuals in a Print Source
When citing a user manual in a print source, include the following information:
- Title of the user manual (in italics)
- Edition (if any)
- Name of the publisher
- Year of publication
Microsoft Windows 10 User Guide. 10th ed. Microsoft, 2018.
Citing User Manuals in an Online Source
For online user manuals, follow the print citation format and add the URL and date of access.
Adobe Acrobat User Guide. Adobe, 2023. https://helpx.adobe.com/acrobat/user-guide.html. Accessed 2023.
In-Text Citations
In the text, refer to the user manual by the title in parentheses. If the title is long, you can use an abbreviated version.
To install your software, follow the instructions provided in the User Guide (Microsoft, 2018).
Additional Information for Citing User Manuals
If the user manual does not have a title, use the first few words of the text in italics.
If the user manual is part of a larger work, such as a software package, cite the larger work and include the title of the user manual in parentheses.
Citing Translated User Manuals
If the user manual is a translation, include the original title and the name of the translator.
Example:
| User Manual in English | User Manual in Spanish | |
|---|---|---|
| Citation | User Guide. Microsoft, 2018. | Guía del Usuario. Microsoft, 2018. Translated by Juan Perez. |
Citing User Manuals in APA Style
To cite a user manual in APA style, follow these guidelines:
1. General Format
Author(s). (Year). Title of user manual. Publisher.
e.g.: Microsoft Corporation. (2022). Surface Laptop Studio User Guide.
2. Author(s)
List the author(s) of the user manual, if provided.
3. Year of Publication
Indicate the year of publication.
4. Title
Use italics for the title of the user manual.
5. Publisher
Include the publisher of the user manual.
6. Page Numbers (Optional)
If you are citing specific pages from the user manual, include the page numbers in parentheses after the title.
e.g.: Microsoft Corporation. (2022). Surface Laptop Studio User Guide (pp. 12-15).
7. In-Text Citations
In the text of your paper, you can refer to the user manual by the author’s last name and the year of publication, followed by a shortened version of the title in parentheses.
e.g.: (Microsoft, 2022, Surface Laptop Studio)
| In-Text Citation | |
|---|---|
| General | (Author, Year, Title) |
| With Page Numbers | (Author, Year, Title, pp. Page Numbers) |
Citing User Manuals in Chicago Style
Author and Title
Begin with the author’s name, followed by the title of the user manual.
Example:
IBM. IBM SPSS Statistics User’s Guide.
Publication Information
Provide the place of publication, publisher, and date.
Example:
Armonk, NY: IBM, 2023.
Version or Edition
If applicable, include the version or edition of the user manual.
Example:
SPSS Version 29 User’s Guide.
Access Information
Indicate the URL or DOI if the user manual is accessed online.
Example:
Accessed from https://www.ibm.com/support/knowledgecenter/.
Page Numbers
Include specific page numbers if citing a particular section or passage.
Example:
(pp. 12-15).
In-Text Citation
Use the author-date system. Include the author’s last name and the year of publication.
Example:
(IBM, 2023).
Additional Elements
For complex citations, consult the Chicago Manual of Style (17th ed., 2017) or a citation generator.
Table: Additional Citation Elements
| Element | Inclusion |
|---|---|
| Translator | Include if the user manual has been translated. |
| Editor | Include if the user manual has been edited. |
| Series Name | Include if the user manual is part of a series. |
| Report Number | Include if the user manual is a technical report. |
Additional Tips for Citing User Manuals
1. Provide a Complete Title: Ensure the title you cite accurately reflects the specific user manual being referenced, including any version or edition information.
2. Include the Author(s): If the user manual has identifiable authors, list their names in the citation, following the same format as for book citations.
3. Specify the Year of Publication: Note the year in which the user manual was published, as this helps establish the most up-to-date information being used.
4. Use Italics for the User Manual Title: In MLA style, the title of the user manual should be italicized to distinguish it from other publications.
5. Indicate the Page Number(s): If citing specific information from the user manual, provide the page number(s) where the relevant content can be found.
6. Use Parenthetical Citations for In-Text References: When referring to the user manual within your writing, use parenthetical citations that include the author’s name, year of publication, and page number(s) (if applicable), e.g., (Jones, 2023, p. 15).
7. Consider Using a Database or Library Catalog: If the user manual is available online through a database or library catalog, include the URL or database name in the citation.
8. Translate if Necessary: If the user manual is in a language other than English, provide an English translation and indicate the original language in the citation, e.g., (Jones, 2023, p. 15; translated from French).
9. Use a Reference Management Tool: Utilizing a reference management tool can help streamline the citation process and ensure consistency.
10. Refer to Style Guides: Consult reputable style guides such as the MLA Handbook or APA Publication Manual for specific citation guidelines and examples.
How to Cite a User Manual
MLA style dictates that user manuals be cited as follows:
- Author. If the author is known, include their name in the citation. If the author is not known, omit this section.
- Title. Write the title of the user manual in italics.
- Version. Include the version of the user manual, if available.
- Publisher. Include the name of the publisher, if available.
- Date. Include the date of publication, if available.
For example:
Johnson, R. (2021). User Manual for the XYZ123 Widget. Acme Widgets Inc.
People Also Ask About How to Cite a User Manual
What is the format for citing a user manual?
The format for citing a user manual in MLA style is:
- Author (if known)
- Title
- Version (if available)
- Publisher (if available)
- Date (if available)
