To insert a footnote in desktop Word, place the cursor after the text you want to explain or cite, then choose References > Insert Footnote. Word inserts a matching reference mark in the sentence and opens a note at the bottom of that page. Type the note there; Word manages its numbering as you add or remove notes.
Insert a footnote in Word
- Click immediately after the word, phrase, or sentence that needs a note.
- On the References tab, select Insert Footnote.
- Type the source details or explanation in the new note at the bottom of the page.
- Return to the document and save. Add another footnote the same way; Word assigns its next reference mark.
These steps follow Microsoft’s footnote instructions. In Word for Windows, Ctrl+Alt+F inserts a footnote. In desktop Word for Mac, Command+Option+F does the same. You can use the References command if a shortcut conflicts with another app.
Footnote versus endnote
A footnote appears at the bottom of the page containing its reference. An endnote appears at the end of the document or section. For an endnote, place the cursor in the text and choose References > Insert Endnote. Word for Windows also provides Ctrl+Alt+D for an endnote. Microsoft’s Mac guide confirms the same ribbon commands.
Change numbering or note formatting
In desktop Word, open the small dialog launcher in the Footnotes group on the References tab. There you can choose a number format, footnote location, and whether numbering continues or restarts by section. Apply the change to the intended section or whole document, then inspect several notes. Do not type superscript numbers manually; they will not remain connected to a note when the document changes.
Change the font or size of footnote text
Word formats every note with the Footnote Text style, so changing that style updates all of your notes at once.
- Click inside any footnote at the bottom of a page.
- On the Home tab, open the Styles pane with the small launcher in the Styles group. Footnote Text is highlighted.
- Point to Footnote Text, click its arrow, and choose Modify.
- Pick the font, size, and spacing you want, then select OK.
The numbers in the body text use a separate style named Footnote Reference, which you can change the same way.
Convert footnotes to endnotes
- Open the Footnotes dialog launcher on the References tab.
- Select Convert.
- Choose Convert all footnotes to endnotes and select OK, then close the dialog.
In Word for Windows, you can also right-click the text of a single note and choose Convert to Endnote.
Edit or remove a footnote
To edit a note, click in its text at the bottom of the page. To remove the entire footnote, select its reference mark in the body text and press Delete. Removing only the note text can leave the reference behind. Microsoft documents the reference-mark removal method.
Insert a footnote in Word for the web
Open the document in editing view, put the cursor after the passage that needs a note, and choose References > Insert Footnote. Type your text in the new note at the bottom of the page. Click the reference mark in the text, or use References > Show Footnotes, when you need to return to a note. For numbering, location, or conversion between footnotes and endnotes, open the document in desktop Word if the web app does not offer the setting you need.
If a note ends up in the wrong place
Move the reference mark in the body text to the passage it should explain rather than copying its superscript number as plain text. Word keeps the note attached to that mark and updates numbering as notes are inserted, moved, or removed. If you used an endnote but need a footnote, use Word’s note conversion command in the desktop app instead of deleting and retyping the note. Review the page where the note now appears and scan later references for the expected order.
Microsoft also explains footnotes in Word for the web and note conversion.
If you are citing sources
A footnote can contain a citation, but Word’s built-in source manager and bibliography are a separate workflow. If your assignment requires a bibliography, see our guide to adding references in Word.
Matt has been writing about Microsoft Windows and other Microsoft products since the days of Windows XP. He spends much of his time writing for sites like WindowBrain.com