How to Insert and Format Footnotes in Microsoft Word

To make a footnote in Microsoft Word, click where you want the superscript reference number to appear, open the References tab on the top ribbon, and click Insert Footnote. Word automatically places a reference marker in your text, inserts a corresponding number at the bottom of the page beneath a divider line, and positions your cursor next to it so you can type your note immediately.

If you prefer using keyboard shortcuts, press Ctrl + Alt + F on Windows or Cmd + Option + F on macOS. This instantly places the footnote reference marker and moves your typing focus directly to the bottom margin.

How to insert a footnote on Windows and Mac

Adding a footnote to a document requires only a few clicks across both operating systems:

• • Position your cursor in the document text exactly where the reference marker should go. By standard convention, place it immediately after a word, quotation mark, or sentence-ending punctuation mark.
  • Click the References tab on the main ribbon toolbar.
  • Click Insert Footnote.
  • Type your citation, explanatory note, or source clarification at the foot of the page.
  • To jump straight back to your active reading spot in the text, double-click the superscript footnote number next to your note text, or press Shift + F5.

If you are working on macOS, you can also use the traditional menu bar by selecting Insert > Footnote. The result is identical to using the ribbon tab.

In Word for the Web (the browser-based version of Microsoft Word), footnote functionality is available but slightly streamlined. Footnotes created in the browser appear in a dedicated side panel or pop-up pane rather than directly anchored at the bottom of a rendered print page. If you need fine layout controls, custom separator lines, or precise page-break formatting, I recommend opening the file in the desktop version of Word.

Keyboard shortcuts for rapid footnote creation

Using keyboard shortcuts accelerates document drafting when handling heavy academic citations or legal manuscripts. Word includes built-in keystrokes for both footnotes and endnotes:

• • • Windows: Press Ctrl + Alt + F to insert a footnote. Press Ctrl + Alt + D to insert an endnote.
    • macOS: Press Cmd + Option + F to insert a footnote. Press Cmd + Option + D to insert an endnote.

When you complete your text entry at the bottom of the page, double-clicking the footnote number returns your cursor precisely to the main body line.

How to customize footnote numbering, symbols, and placement

By default, Microsoft Word formats footnotes using standard Arabic numerals (1, 2, 3) located at the bottom of each page, numbered sequentially from the start of the document to the end. However, institutional style guides, thesis guidelines, and publisher specifications often demand different configurations.

To modify how footnotes behave and display:

1. Open the References tab.
2. Click the small dialogue launcher icon in the bottom-right corner of the Footnotes ribbon group (on Mac, select Insert > Footnote to open the options panel).
3. Under Location, choose between Bottom of page or Below text. Selecting ‘Below text’ forces the footnote to sit directly beneath your final sentence on that page, rather than anchoring down at the page margin.
4. Under Format, pick your preferred Number format. Options include uppercase or lowercase Roman numerals (I, II, III or i, ii, iii), letters (A, B, C or a, b, c), or custom symbols.
5. If you need a specific non-numeric character (such as an asterisk or dagger), click Symbol to select a glyph manually.
6. Under Numbering, set whether numbering runs Continuous through the file, resets with Restart each section, or resets with Restart each page.
7. Click Apply to update existing notes without adding a new one, or click Insert to place a new customized note immediately.

How to change footnote font, size, and style globally

Manually reformatting every footnote paragraph individually wastes time and introduces inconsistency across your document. Word manages footnotes via two internal style definitions: Footnote Text (which controls the lower citation paragraph) and Footnote Reference (which controls the superscript number in the text and footer).

To alter footnote formatting across the entire file at once:

1. Highlight any footnote paragraph at the bottom of a page.
2. Go to the Home tab and open the Styles pane by clicking the launcher arrow in the Styles section (or press Alt + Ctrl + Shift + S on Windows).
3. Locate Footnote Text in the list of styles.
4. Right-click Footnote Text and choose Modify.
5. In the style editor, choose your target font family, adjust the font size (standard academic guidelines typically call for 10pt Times New Roman or Calibri), line spacing, and paragraph indentation.
6. Select Automatically update if you want current and future notes in this document to update immediately.
7. Click OK. Every existing footnote in the file will adopt your modified styling instantly.

Converting footnotes to endnotes and vice versa

Academic reviewers or editorial teams may request that you convert page-bottom footnotes into endnotes compiled at the end of the chapter or document. Manually copying and re-pasting dozens of references is unnecessary, as Word contains an automated conversion tool.

To switch reference modes across your document:

1. Go to the References tab and launch the Footnote dialog box launcher.
2. Click the Convert… button.
3. Choose Convert all footnotes to endnotes, Convert all endnotes to footnotes, or Swap footnotes and endnotes.
4. Click OK. Word instantly relocates every reference while preserving your text links and numbering order.

Comparing reference options in Microsoft Word

Choosing the right reference method depends on your target publication guidelines and reader needs. Here is how Word’s primary reference systems compare:

I recommend using footnotes when your audience needs immediate visibility into sources or brief commentary while reading. If your citations are extensive or dense, endnotes help maintain clean page architecture.

Fixing common Microsoft Word footnote bugs and layout glitches

Working with complex layouts and multi-page documents can occasionally cause unexpected footnote behavior. Here is how to fix the three most frequent issues:

1. The footnote separator line is too long or misplaced

Word automatically inserts a short horizontal line above footnotes. If this line unexpectedly stretches across the entire page or leaves unwanted blank spacing, the separator layout was modified.

To edit or restore the default footnote line:

1. Switch your document view to Draft mode under the View tab.
2. Go to the References tab and click Show Notes.
3. A pane will appear at the bottom of the screen. In the drop-down menu inside this pane, select Footnote Separator.
4. Highlight the line inside the lower window and delete extra space, re-align it, or hit reset.
5. Select Footnote Continuation Separator from the same menu to fix lines on pages where long footnotes spill across page boundaries.
6. Switch your view back to Print Layout under the View tab.

2. Footnotes split across pages unnaturally

When a footnote paragraph is long, Word may split it, starting the note on one page and continuing it on the next page to satisfy page margin constraints. If you prefer to keep full footnotes intact on a single page, highlight the footnote text, right-click, select Paragraph, go to the Line and Page Breaks tab, and check Keep lines together.

3. Footnote numbers do not update sequentially

When you delete text containing a footnote marker, Word automatically deletes the footnote paragraph and renumbers all remaining notes. If numbers appear out of sequence due to track changes or field errors, press Ctrl + A (or Cmd + A) to select the whole document, then press F9 to force Word to refresh all fields.

Who should avoid traditional footnotes?

While footnotes are standard in legal and historical writing, they are not suitable for every document format:

• APA and MLA writers: Standard APA and MLA formats rely primarily on inline parenthetical citations (such as author and publication year). APA discourages footnotes unless necessary for copyright permissions or specific textual commentary.
• E-book authors (EPUB and Kindle formats): E-readers dynamically reflow text depending on screen sizes and user font choices. Static page-bottom footnotes convert poorly in digital publishing workflows, where hyperlinked endnotes provide much smoother navigation.
• Web authors: Digital blog posts and web pages lack physical page bottoms. Inline hyperlinking or expandable UI elements serve online readers far better than traditional footnote structures.

Sources: How to Make Gravy

Frequently asked questions

How do I delete a footnote in Microsoft Word?

To remove a footnote, highlight and delete the superscript footnote number inside the main body text of your document. Word automatically removes the corresponding text at the bottom of the page and renumbers all remaining footnotes.

What is the keyboard shortcut to make a footnote in Word?

On Windows PCs, press Ctrl + Alt + F to insert a footnote instantly. On Mac computers, press Cmd + Option + F.

Can I restart footnote numbering for each chapter?

Yes. Open the References tab, click the dialogue launcher arrow in the Footnotes section, set Numbering to Restart each section, and click Apply. Ensure your chapters are separated by section breaks.