In Microsoft Word, place the cursor immediately after the text that needs a note, open the References tab, and select Insert Footnote. Word adds a superscript reference mark in the document and a matching number at the bottom of the page. Type the note there; Word maintains the numbering and connection as you add or remove other notes.
Insert a footnote in Word for Windows or Mac
- Click at the reference point. Put the insertion cursor after the word, sentence, quotation, or punctuation mark required by your citation style.
- Open References. In the ribbon at the top of Word, choose the References tab.
- Select Insert Footnote. Word creates the superscript reference and moves the cursor to the matching note area at the bottom of the page.
- Type the note. Enter the citation, explanation, or comment required by your document.
- Return to the text. Microsoft says you can double-click the reference mark at the beginning of the note to return to the corresponding point in the document.
Use Word’s command instead of typing a superscript number and a line at the bottom manually. A manual number is not linked, does not move with the text, and will not renumber itself when earlier notes change.
Footnote or endnote: which one do you need?
| Feature | Footnote | Endnote |
|---|---|---|
| Usual location | Bottom of the page containing the reference | End of the document or section |
| Insert command | References > Insert Footnote | References > Insert Endnote |
| Connection to text | Linked reference mark | Linked reference mark |
| Best choice | When the reader should see the note on the same page | When notes should be collected in one place |
Neither option is automatically the correct citation system. A teacher, publisher, workplace template, or style guide may specify placement, numbering, punctuation, and the information each note must contain. Follow that requirement rather than choosing by appearance alone.
Insert a footnote in Word for the web
- If the file is in view-only mode, choose Edit and switch to Editing.
- Click where the reference belongs.
- Select References, then Insert Footnote.
- Type the note in the footnote area Word creates.
Microsoft’s web instructions also provide a formatting view: choose the reference mark or References > Show Footnotes, then use Format Footnotes to change options such as font, size, and indentation. Some advanced operations, including converting footnotes to endnotes, may require opening the document in desktop Word.
Insert one on iPhone, iPad, or Android
On Microsoft’s mobile Word apps, place the cursor where the note belongs, open the Insert tab, and choose Footnote. Word adds a reference number and opens the note for typing. Double-tap the reference number to move between the note and its position in the document.
Microsoft notes that advanced changes to the number format and other customizations are handled in Word on Windows or Mac. The changes remain with the document when you later reopen it on a mobile device.
How to edit, move, or delete a footnote
- Edit: Click in the note at the bottom of the page and change its text. The linked reference remains in place.
- Move: Select the reference mark in the document body, cut it, and paste it at the new reference point. Confirm the result and numbering afterward.
- Delete: Select the superscript reference mark in the document body and press Delete. Do not merely erase the text at the bottom of the page.
Microsoft specifically instructs users to remove the reference mark in the body. Word then removes the associated note and renumbers the remaining notes. If you accidentally delete only the note text, you can leave an empty footnote behind.
Common problems
| Problem | Likely cause | What to do |
|---|---|---|
| The number does not update | It was typed manually | Delete the manual mark and use Insert Footnote |
| The note appears at the document end | Insert Endnote was selected | Undo and choose Insert Footnote, or use Word’s conversion command |
| Insert Footnote is unavailable | The file may be view-only or editing is restricted | Switch to Editing or check document permissions |
| The note format looks inconsistent | Direct formatting or a different footnote style is applied | Use the footnote formatting controls and the required style guide |
| Deleting note text leaves a blank note | The linked body reference still exists | Delete the reference mark in the document body |
Check the finished document
Before submitting or sharing the file, verify that every reference opens the intended note, the note contains the required source details, numbering is continuous where it should be, and footnotes do not contain broken links or placeholders. Also check the printed or PDF layout, because page breaks determine where footnotes appear.
If you are preparing other formal writing, see how to write a C1-level email. You can also browse more Technology & Internet guides.
Sources
- Insert Footnotes and Endnotes in Word — Microsoft Support.
- Add Footnotes and Endnotes in Word for the Web — Microsoft Support.
- Insert Endnotes and Footnotes on a Mobile Device — Microsoft Support.
- Delete a Footnote, Endnote, or Separator — Microsoft Support.
