Inserting Footnotes and Endnotes


If you work in academia or are a researcher in the private sector, chances are you need to use footnotes and endnotes in your documents. Word's footnotes and endnotes feature is straightforward and easy to master. It handles all of the formatting for you and automatically numbers the footnotes/endnotes, renumbering as necessary when you insert new footnotes/endnotes in your document. Figure 12.20 shows a document with the Word window split to show you two footnote references at the top of the document, as well as the footnotes themselves at the bottom of the page. Endnotes are exactly like footnotes, except that they appear at the very end of the document instead of at the bottom of the page that contains the reference. You can have both footnotes and endnotes in the same document.

Figure 12.20. Word's footnote/endnote reference marks are automatically numbered.

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When you point to a footnote or endnote reference, a ScreenTip containing the footnote or endnote text pops up, as shown in Figure 12.21.

Figure 12.21. Word displays a ScreenTip containing the footnote or endnote when you point to a reference in the text.

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To insert a footnote or endnote, follow these steps:

  1. Switch to Print Layout view, and move the insertion point to the location where you want to insert the footnote or endnote.

  2. Choose Insert, Reference, Footnote to display the Footnote and Endnote dialog box (see Figure 12.22).

    Figure 12.22. Word handles all of the formatting and numbering of footnotes and endnotes for you.

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  3. Under Location at the top of the dialog box, mark the Footnotes or Endnotes option button, and use the associated drop-down list to specify where you want the footnote or endnote to appear. (Footnotes can appear at the bottom of each page or immediately below the text if the text doesn't fill the page. Endnotes can appear at the end of the entire document, or, if the document is divided into sections, at the end of each section.)

  4. Under Format , specify the number format you want to use, as well as the starting number and the numbering style (continuous, restart in each section, or restart on each page).

  5. If you have used section breaks to divide your document, use the Apply Changes To drop-down list to specify whether you want the settings you're choosing in this dialog box to apply to the entire document or the current section.

  6. Click the Insert button.

  7. Word inserts the footnote/endnote reference at the location of the insertion point in step 1 and brings your insertion point to the bottom of the page (for footnotes) or document (for endnotes) so you can type your footnote or endnote text. Note that Word inserts a separator line above the footnote/endnote (refer to Figure 12.20).

  8. Type the text of your footnote/endnote. When you're done, press Shift+F5 to jump back to the location where you inserted the reference in the text.

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After you've followed the preceding steps to establish your footnote or endnote settings and insert your first footnote or endnote, you can insert subsequent footnotes by pressing Alt+Ctrl+F, and endnotes by pressing Alt+Ctrl+D.


To delete a footnote or endnote, select the reference number in the text and press Delete. If you want to move or copy a footnote or endnote, select the reference mark in the text and use any of the standard cutting and pasting techniques. The note will move to reflect the new location of the reference mark, and the mark and note will be renumbered.

If at some point you decide you'd like to convert all of your footnotes to endnotes, or vice versa, follow these steps:

  1. Choose Insert, Reference, Footnote .

  2. In the Footnote and Endnote dialog box, click the Convert button.

  3. In the Convert Notes dialog box that appears (see Figure 12.23), choose one of the three options and click OK . (Two out of the three options will be dim if your document contains only footnotes or endnotes, but not both.)

    Figure 12.23. You can convert footnotes to endnotes, and vice versa.

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  4. Click Close to close the Footnote and Endnote dialog box.

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You can change the footnote or endnote separator line if you like. To do so, switch to Normal view and choose View, Footnotes. If you have both footnotes and endnotes in your document, the View Footnotes dialog box appears. Select View Footnote Area or View Endnote Area, select Footnote Separator or Endnote Separator in the Footnotes or Endnotes drop-down list, and then select and delete the existing separator line. You can then insert a new line by typing it by hand (entering a row of asterisks , for example) or by using the keyboard techniques for adding different types of borders described in the tip at the end of the "Adding Borders and Shading" section of Hour 7, "Formatting Paragraphs."




Sams Teach Yourself Microsoft Office Word 2003 in 24 Hours
Sams Teach Yourself Microsoft Office Word 2003 in 24 Hours
ISBN: 067232556X
EAN: 2147483647
Year: 2003
Pages: 315
Authors: Heidi Steele

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