Topic: Footnotes and Endnotes

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Adding Endnotes in Text Boxes Text boxes and endnotes are both great tools you can use within a document. Problem is, you cannot use them together—Word doesn’t allow you to add endnotes within a text box. This tip looks at how you can get round this problem. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Adding Information after the Endnotes Endnotes appear at the end of the document, right? Not always, as Word provides a way that you can actually add as much information as you want after the endnotes. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Automatically Adding Tabs in Footnotes Word, by default, places a space between a footnote reference character and the actual footnote text. If you want to use a tab instead, you’ll find the information in this tip invaluable. Microsoft Word versions: 97 | 2000 | 2002 | 2003

Center-column Footnotes Some books have a layout that calls for placing notes between the two columns of a printed page. Word doesn’t provide such a capability, but there are a few things you can try to get the desired layout. Microsoft Word versions: 97 | 2000 | 2002 | 2003

Changing How Footnote References Appear Footnote references normally appear as superscripted digits, both in the main body of your document and in the footnotes area. Unfortunately, changing them is not that easy. If you want them to appear differently, then you need to apply some workarounds as described in this tip. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Changing the Footnote Continuation Notice When a footnote needs to span two printed pages, Word prints a continuation notice at the end of the footnote being continued. This tip explains how you can change the wording in that notice. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Changing the Footnote Continuation Separator When you add a really long footnote to a document, it could be that the entire footnote might not fit on the page where the footnote reference appears. If that is the case, Word continues the footnote to a subsequent page. You can control the separator that is used for such continuations. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Changing the Footnote Separator When you print a document that uses footnotes, Word normally places a small line between the end of the document body text and the start of the footnotes on the page. You can change this line to anything you want by following the steps in this tip. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Changing the Way Endnotes Are Numbered Word is flexible on how it numbers your endnotes. This tip shows how easy it is to make the changes to the numbering system. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Changing the Way Footnotes Are Numbered Most footnotes in a document start numbering with the number 1 and proceed from there through the rest of your document. It doesn’t have to be that way, though. You can customize the way that your footnotes appear by using the information in this tip. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Comments in Endnotes Able to add comments everywhere, except in endnotes? This seems to be a limitation in Word, but here’s some ways to work around the problem. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Continuous Formatting for Footnotes If you’ve got a lot of short footnotes in a document, you might be looking for a way to save space by “crunching up” the footnotes by running them together in a single paragraph on each page. This tip explores why this can’t be easily done in Word. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Controlling Endnote Placement Endnotes are often used in technical and scholarly documents. You can control exactly where the endnotes appear in your document by following the steps presented in this tip. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Controlling Footnote Placement Footnotes are normally placed at the bottom of the page on which the footnote is referenced. However, Word provides some flexibility on the actual placement of the note on the printed page. This tip discusses the options you have. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Converting Endnotes to Regular Text If you have a document with lots of endnotes, you may need them converted to regular text so that they can be used properly by another program. Doing the conversion by hand can quickly get tedious, but there are a few things you can do to make the process easier. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Converting Individual Endnotes and Footnotes Word makes it easy to convert all your footnotes to endnotes and vice versa. You may want to only convert a couple of them, and the key to doing this is discussed in this tip. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Converting to Automatic Endnotes If you’ve worked with a document that contains “manual” endnotes that are simply typed as part of the document, you know it can be a real bother to get them into Word’s automatic note system. This tip provides some guidance on ways you can make the conversion process as easy (and painless) as possible. Microsoft Word versions: 97 | 2000 | 2002 | 2003

Copying and Moving Footnotes Footnotes are a necessary feature for many types of writing. Once placed, a footnote remains anchored to a specific location in your document. You can move or copy footnotes using many of the same editing techniques you already know. Microsoft Word versions: 97 | 2000 | 2002 | 2003

Copying and Moving Footnotes and Endnotes If you need to move footnotes or endnotes from one location to another in a document, you can use editing techniques you already know. You can also use the same techniques to copy the notes. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Creating a Bibliography from Footnotes Most scholarly papers need to have both footnotes and a bibliography. The two are closely related, as they provide different views of the resources consulted in compiling the paper. Word doesn’t allow you to automatically create a bibliography from your footnotes, but there are a few things you can try to make the creation process easier. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Creating Unnumbered Endnotes Some document designs may require that your endnotes refer to pages in a document, but not have endnote references within the document itself. This tip describes a couple of ways you can accomplish this task in Word. Microsoft Word versions: 97 | 2000 | 2002 | 2003

Default Numbering Format for Endnotes The default format for endnote numbers is lowercase Roman numerals. If you want the numbers to use a different format, such as uppercase Roman numerals or Arabic numerals, then you need to make a change in the template you use to create new documents. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Deleting All Footnotes Tired of all those footnotes hanging on the bottom of each page in your document? You can get rid of them in one step, as described in this tip. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Deleting Footnotes and Endnotes Deleting either footnotes or endnotes is a simple process. Just select the reference mark and delete it. Assuming you are using automatically numbered notes, the remaining notes are renumbered for you, as if the deleted note had never existed. Microsoft Word versions: 97 | 2000 | 2002 | 2003

Footnotes in Two Columns Footnotes are normally formatted using the same number of columns as what you use in the body of your document. If you want them in a differing number of columns, there are only a few things you can try out. Microsoft Word versions: 97 | 2000 | 2002 | 2003

Footnotes within Footnotes Footnotes are common in all sorts of documents. What is less common are placing footnotes within footnotes. Even though Word doesn’t allow footnotes within footnotes, this tip describes a couple of ways you can accomplish the same task. Microsoft Word versions: 97 | 2000 | 2002 | 2003

Formatting Endnote Reference Marks The reference marks used for endnotes are, by default, formatted “good enough” for most people. If you are one of those for whom good enough isn’t good enough, you can exercise complete control on how the reference marks appear. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Formatting Footnote and Endnote References Some special journals or style guides require that footnotes and endnotes follow a very specific format in order to be acceptable. Unfortunately, Word is rather limited on ways to format footnotes and endnotes. This tip describes how you can work around some of the formatting challenges you may face. Microsoft Word versions: 97 | 2000 | 2002 | 2003

Formatting Footnote Reference Marks The reference marks that appear for footnotes in a document are normally just superscripted digits. If you want to change the formatting used for these references, you can do so by simply changing one of the default character styles in Word. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Formatting Footnotes and Endnotes Footnotes and endnotes can be formatted in the same way that you format regular text in your document. There is an easier way to do the formatting, however—use styles. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Heavy-Duty Footnotes If you need parallel sets of footnotes in your document (as described in this tip), Word simply can’t handle it. There are a couple of things you can try as workarounds, however. Microsoft Word versions: 97 | 2000 | 2002 | 2003

Including Footnotes and Endnotes in Word Counts Unless you instruct it otherwise, Word will not check footnotes or endnotes when calculating the number of words in a document. Microsoft Word versions: 6 | 95 | 97 | 2000 | 2002 | 2003

Inserting and Deleting Footnotes Adding footnotes to a document is easy as 1-2-3. Just use the menus to insert the reference mark, and then type the content of the footnote. Deleting a footnote is even easier, as outlined in this tip. Microsoft Word versions: 97 | 2000 | 2002 | 2003

Inserting Endnotes Endnotes appear at either the end of a section or the end of an entire document. It is just as easy to insert an endnote into a document as it is to insert footnotes. Microsoft Word versions: 97 | 2000 | 2002 | 2003

Inserting Footnotes Footnotes appear at the bottom (or foot) of each page. It is an easy task to insert a footnote at any point you desire, as described in this tip. Microsoft Word versions: 97 | 2000 | 2002 | 2003

Inserting Footnotes Using Custom Footnote Marks Word allows you to add footnotes to your documents, and you can control the marks used for them. Microsoft Word versions: 6 | 95 | 97 | 2000 | 2002 | 2003

Jumping to a Footnote Footnotes are used to help document information in the main body of a document. If you want, you can use the Go To capabilities of Word to immediately jump to a specific footnote. Microsoft Word versions: 97 | 2000 | 2002 | 2003

Jumping to a Relative Endnote Endnotes are easy enough to add and accumulate in a document. For this reason, Word makes it easy to jump from one endnote to another using the techniques described in this tip. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Jumping to a Relative Footnote Footnotes can be a great addition to any document that needs detailed referencing of citations. You can navigate from one footnote to another by using the Find and Replace dialog box. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Jumping to an Endnote Endnotes are often used in documents to document citations and sources. You can jump from endnote to endnote using the technique described in this tip. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Moving Footnote Text into the Document Footnotes are great for documenting information in the main part of the document. What if you want to move the information into the main document, however? You can either do it manually, or use the much easier automatic approach covered in this tip. Microsoft Word versions: 97 | 2000 | 2002 | 2003

Printing without Footnotes Want to print your document without all those footnotes included? It’s not quite as easy as you might think, as this tip discloses. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Reference to a Range of Endnotes Normal stylistic conventions discourage the use of multiple note references at the same location in a document. If you have a need to include multiple references, and you want those references shown as a range rather than as individual references, the information in this tip will be of interest to you. Microsoft Word versions: 97 | 2000 | 2002 | 2003

Sequentially Numbering Footnotes If you have a document with lots of footnotes, you might notice that some of those footnotes are not in numerical order, like they should be. It could be due to the way the footnotes are formatted. Here’s how to fix it. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Shortcut to Return to Document Text When you are done typing a footnote or endnote in your document, you may want a way to return to the main document text without the necessity of removing your hands from the keyboard. Word doesn’t have a shortcut to do this, but another of Word’s shortcuts may help you out. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Standardizing Note Reference Placement When placing footnotes and endnotes in a document, it is normal that the references for these notes be placed after any punctuation that ends the clause or sentence to which the note refers. If you have a document that has many misplaced note references, you may be interested in this tip, which will switch the relationship of the note reference and the punctuation. Microsoft Word versions: 97 | 2000 | 2002 | 2003

Understanding Footnotes and Endnotes Footnotes and endnotes are often used in scholarly and formal writing as a way to provide additional information about a topic, without breaking up the flow of your text. Word allows you control over which type of note you use, and where that note is placed. Microsoft Word versions: 97 | 2000 | 2002 | 2003

Using Cross-References in Footnotes Scholarly documents often require that you reference different footnotes from each other. Thus, you may need to refer within the body of one footnote to a different footnote. Using fields and bookmarks you can easily create the dynamic references you need. Microsoft Word versions: 97 | 2000 | 2002 | 2003

Using Multiple Reference to the Same Footnote Do you want to have multiple footnote references to the same actual footnote in a document? The easiest way to do this is to use cross-references, as described in this tip. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Using Multiple References to the Same Footnote How to insert more than one reference to the same footnote. Microsoft Word versions: 6 | 95 | 97 | 2000 | 2002 | 2003

Viewing Footnotes The way that you view footnotes in a document depends on the view you are using to view the document itself. You will see them either at the bottom of the document page or within a footnotes pane as described in this tip. Microsoft Word versions: 97 | 2000 | 2002 | 2003

Viewing Footnotes and Endnotes Footnotes and endnotes are normally visible with the rest of your document, but such visibility is dependant on which viewing mode you are using. This tip explains how to display notes in a variety of viewing modes. Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Where Do You Want Your Endnotes? Endnotes can appear at the end of a section or at the end of a document. If you configure their placement for the end of a section, you can “skip” sections so that endnotes actually appear at the end of the following section. This tip describes an interesting scenario where this capability is invaluable. Microsoft Word versions: 2002 | 2003

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