Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Standardizing Note Reference Placement.

Standardizing Note Reference Placement

by Allen Wyatt
(last updated December 19, 2015)

It is not uncommon to use footnotes and endnotes in many types of documents. They appear regularly in scholarly papers, providing references and text ancillary to the main text. If you edit such papers, prepared by others, you may have a need to modify the placement of endnote or footnote references to be consistent with whatever style guidelines you are using. For instance, the author may have placed the references before punctuation (such as a period or comma) and you need the reference to be after the punctuation.

Fortunately, you can easily shift around the positioning of footnote and endnote references by using Word's Find and Replace feature. Follow these steps:

  1. Press Ctrl+H to display the Replace tab of the Find and Replace dialog box.
  2. If the More button is visible, click on it so that the full dialog box is displayed.
  3. Make sure the Use Wildcards check box is selected.
  4. In the Find What box, enter the following: (^2)([,.-])
  5. In the Replace With box, enter the following: \2\1
  6. Click either Find Next or Replace All, depending on how you want the replacements done.

The heart of this operation is the codes you enter in steps 4 and 5. The Find What codes define two groupings that you are looking for. Each grouping is surrounded by parentheses. The first grouping is the code ^2, which tells Word that you are looking for a note reference. When used with wildcard searches, this code will find both footnote and endnote references.

The second grouping consists of a pair of [brackets] within which you place the punctuation marks you want to move. In this case, a comma, period, and dash are including in the group. You can place any other punctuation mark in there that you want, except for an exclamation mark. The brackets surrounding the punctuation marks indicate to Word that you want to find a single occurrence of any of the characters within the brackets.

The result of this Find What sequence is that you want to find a note reference (endnote or footnote) followed by a single punctuation mark. If this is found, you want to replace it with what is in the Replace With box. The characters you enter there (step 5) indicate you want to replace what is found by the characters in the second group (the punctuation) followed by the characters in the first group (the note reference).

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (308) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Standardizing Note Reference Placement.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

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 ...

Discover More

Finding Formatted Bulleted Paragraphs

Want to find the bulleted paragraphs within a large document? Word doesn't have a built-in way to search for this formatting. ...

Discover More

Adjusting the Cursor Blink Rate

In Windows, the cursor indicates where you are about to type information using the keyboard. You can adjust how quickly that ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More WordTips (menu)

Footnotes in Two Columns

When laying out how your printed pages will look, you might want to place your footnotes into more than one column. This is ...

Discover More

Inserting and Deleting Footnotes

Footnotes are essential in some types of writing. When you need to add footnotes to your documents, you'll appreciate the ...

Discover More

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, ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 6 + 4?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.