Where to find the footnote button and what it does

Open your document in Microsoft Word and place your cursor at the end of the word or sentence you want to footnote. Go to the References tab at the top of the screen. Click Insert Footnote — it's in the Footnotes group on the left side of the ribbon. Word automatically adds a small number to your text and creates a matching number at the bottom of the page, with space for you to type your note.

The footnote appears on the same page as the text that references it. If you want the note to appear at the end of the entire document instead, click the small arrow next to the Footnotes group to open the Footnote and Endnote dialog box, select Endnotes, and then click Insert.

Word numbers footnotes automatically. If you add a new footnote in the middle of your document, Word renumbers all the footnotes that come after it. You don't have to manage the numbers yourself.

Key Takeaways

  • Place your cursor where you want the footnote number to appear, then go to References > Insert Footnote to add a note at the bottom of the page.
  • Word automatically numbers footnotes and renumbers them if you add or delete notes, so you never have to type the numbers manually.
  • Use the Footnote and Endnote dialog box to switch between footnotes (bottom of page) and endnotes (end of document) before you insert.
  • You can change the numbering style from 1, 2, 3 to letters, Roman numerals, or symbols by opening the dialog box and selecting a different format.
  • Deleting the footnote number in the text automatically deletes the note itself — Word keeps them linked.

Changing the numbering format and starting number

By default, Word numbers footnotes as 1, 2, 3. If you want to use letters (a, b, c), Roman numerals (i, ii, iii), or symbols instead, open the Footnote and Endnote dialog box by clicking the small arrow at the bottom right of the Footnotes group on the References tab. Under Format, click the dropdown menu and choose your preferred style.

If you want your footnotes to start at a number other than 1 — for example, if you're working on page 2 of a longer document and want to continue numbering from the previous section — change the Start at field in the same dialog box. Type the number you want to begin with and click explore.

Moving, editing, and deleting footnotes

To edit a footnote, click directly on the note text at the bottom of the page and type your changes. You can also right-click the footnote number in the text and select Edit Note to jump to the footnote and edit it there.

To move a footnote to a different location in your document, select the footnote number in the text (not the note itself), cut it using Ctrl+X or Cmd+X, place your cursor where you want it, and paste it using Ctrl+V or Cmd+V. The note moves with the number.

To delete a footnote, select the footnote number in the text and press Delete or Backspace. The note at the bottom of the page disappears automatically, and Word renumbers all remaining footnotes. You cannot delete a footnote by deleting only the note text at the bottom — you must delete the number in the main text.

Footnotes versus endnotes: which to use

A footnote appears at the bottom of the page where the reference occurs. This works well for brief clarifications or citations that readers might want to see when ready. An endnote appears at the end of the entire document. Endnotes are better for longer documents where you want to keep the main text uncluttered, or for academic papers where your style guide requires them.

You can have both footnotes and endnotes in the same document. To switch a specific note from footnote to endnote, right-click the number in the text and select Convert to Endnote. To convert all footnotes to endnotes at once, open the Footnote and Endnote dialog box, select Endnotes, and click explore.

Customizing footnote appearance and placement

Word lets you change where footnotes appear on the page. Open the Footnote and Endnote dialog box and look for the Location dropdown under Footnotes. The default is Bottom of page, which places the note at the very bottom of the page regardless of where your text ends. Choose Below text if you want the footnote to appear when ready after your text, with blank space below it.

You can also change the separator line that appears between your main text and the footnote area. In the dialog box, click Footnotes in the left panel, then click Modify to access formatting options for the footnote text itself. Most users leave this at the default setting, but this is where you would change the font or size if your style guide requires it.

Troubleshooting common footnote problems

If a footnote appears on a different page than you expect, check whether you selected Bottom of page or Below text in the location settings. Bottom of page can push a footnote to the next page if there isn't room at the bottom of the current page. Switching to Below text keeps the note on the same page as the reference.

If footnote numbers are not showing up in your document, go to File > Options > Display and make sure Print and Print Layout Options includes footnotes. You can also try pressing Ctrl+A to select all text, then right-click and choose Show/Hide Formatting Marks to see if the footnote anchors are present.

If you accidentally deleted a footnote and want to undo it, press Ctrl+Z or Cmd+Z when ready. Word's undo history will restore the note and its number. If you've made other changes since the deletion, undo multiple times to get back to the point before you deleted it.

Frequently Asked Questions

Can I use footnotes and endnotes in the same document?

Yes. You can insert some notes as footnotes and others as endnotes. Right-click any footnote number and select Convert to Endnote to change individual notes. This is useful if you want citations at the end of the document but brief clarifications at the bottom of each page.

What happens to footnotes when I copy text to another document?

If you copy text that contains a footnote, the footnote copies with it. The note number may change to fit the numbering sequence in the new document. If you copy only the footnote text without the reference number, it won't carry over — you must copy the numbered reference in the main text.

Can I change the footnote number style after I've already added footnotes?

Yes. Open the Footnote and Endnote dialog box, select your new format from the Format dropdown, and click explore. Word will renumber all existing footnotes in the new style automatically.

How do I prevent a footnote from moving to the next page?

Change the location setting from Bottom of page to Below text in the Footnote and Endnote dialog box. This keeps the note on the same page as the reference, though it may leave blank space at the bottom of the page.

Can I customize the footnote separator line?

Yes, but it requires accessing the Footnotes panel in the Footnote and Endnote dialog box and clicking Modify. Most documents use the default separator, but you can change its length or style if your template or style guide requires it.