How to Add Footnotes in Microsoft Word on Windows and Mac

To add a footnote in Microsoft Word, click where its reference number should appear, then select References > Insert Footnote. Word adds a superscript number in the text and moves the cursor to the footnote area, where you can type the note. The steps below cover Microsoft 365 for Windows, with Mac and Word for the web differences where they matter.

What You’ll Need

A document open in Microsoft Word. The instructions focus on Microsoft 365 for Windows; Word for Mac and Word for the web offer similar insertion commands.
The note text you want to add, such as a source citation or a brief clarification. You can also insert the footnote first and write it afterward.
If the document follows a style guide, its footnote rules, including citation format and placement of reference numbers.

Step-by-Step

Open the document and find the right passage. Place the insertion point at the spot where the footnote marker belongs. In many writing styles, the marker follows the punctuation at the end of the relevant sentence, but a style guide or instructor may specify a different position. Click once to place the blinking cursor; do not select the whole sentence unless you intend to replace it.
Insert the footnote. On Windows, open the References tab on the ribbon and choose Insert Footnote. The keyboard shortcut is Ctrl+Alt+F. In Word for Mac, use References > Insert Footnote; the shortcut is usually Command+Option+F. Word inserts a small superscript reference number in the document and creates a matching numbered entry in the footnote area, usually at the bottom of that page.
Type the note. After insertion, Word moves the cursor to the new footnote. Enter the citation, explanation, or other note text there. If you are following a citation style, format the note according to that style, including author names, title, publication details, and punctuation as required. Word supplies the reference number; you generally do not need to type another number yourself.
Return to the main text. Click back into the document body to continue writing. To revisit a note, click its superscript marker in the text or click inside the footnote at the bottom of the page. If you insert another footnote later, Word assigns the next number and updates the numbering automatically. You can keep editing the note just like other document text.
Check that the note is attached to the intended sentence. Read the sentence with its marker and then read the note. If the marker is in the wrong place, click immediately after it and use Backspace, or click before it and use Delete, to remove the marker. Then put the cursor at the correct point and insert a new footnote. Removing the marker this way also removes its associated footnote, so copy the note text first if you want to reuse it.
Review numbering and placement. Word manages footnote numbers as automatic references, not ordinary typed characters. Adding, deleting, or moving footnotes can change the displayed numbers. To adjust the numbering style or placement in desktop Word for Windows, open the References tab and click the small dialog box launcher in the Footnotes group. In the Footnote and Endnote dialog, choose options such as number format, continuous numbering or restarting by section, and whether notes appear at the bottom of the page or below the text. Select Apply or Insert, as appropriate, to use the settings.
Format the note text carefully. You can select the footnote text and use commands on the Home tab to change its font, size, or paragraph spacing. For consistent formatting across notes, modify the built-in Footnote Text style from the Styles area rather than formatting every note separately. The reference marker in the body is controlled separately from the note paragraph, so check both if you change the appearance.
Save and inspect the pages. Save with Ctrl+S on Windows or Command+S on Mac. Review pages where footnotes appear, especially after editing or changing margins and font sizes. Word adjusts page layout as notes grow, so a footnote may move to another page or leave less room for the body text. Print Preview or a PDF export can help you check the final page breaks and readability.

Common Mistakes

Typing the number instead of inserting a footnote. A manually typed superscript number looks similar but is not linked to a note. It will not renumber automatically when you add or delete other notes. Use References > Insert Footnote so Word creates the linked marker and note together.

Choosing an endnote by accident. A footnote appears near the bottom of a page; an endnote appears at the end of a document or section. Both can hold citations, but they are not interchangeable if an assignment or publication specifies one. On Windows, Ctrl+Alt+E inserts an endnote, while Ctrl+Alt+F inserts a footnote. Check the command label before using a keyboard shortcut.

Deleting only the visible note text. Clearing the words in a footnote does not remove its reference marker from the body. To remove the footnote completely, delete the marker in the main text. Word then removes the linked note and renumbers the remaining footnotes.

Using spaces or manual numbering to position notes. Extra spaces, tabs, or typed numbers can make notes misalign and break when text reflows. Let Word manage numbering, and use paragraph formatting or the Footnote Text style for appearance.

Tips

Insert each footnote at the point where the reader needs it, rather than adding all the markers first and trying to match them later. A short note should clarify or document a specific claim; if it becomes several paragraphs long, consider whether it belongs in the main text or whether your style guide permits such a long note. Keep citation details consistent throughout the document.

Use footnotes sparingly when they interrupt the flow of the main text. A source citation, a translation, or a brief qualification can be useful; a second version of the whole argument is usually harder to follow. Before sharing a draft, check whether the requested citation style calls for footnotes, endnotes, or in-text citations. Word can insert and number notes, but it does not automatically ensure that a citation is complete or follows a particular style.

If you have many notes, make a small change and then review the numbering and page layout before making more. Avoid typing a number into the note itself unless the required citation style calls for a numbered element within the note. The automatic number at the start of the footnote is supplied by Word. For a document with sections that require separate numbering, use section breaks and confirm the restart setting in the Footnote and Endnote dialog.

Word for the web can insert footnotes through the References tab and Insert Footnote, though the available layout and formatting controls may differ from desktop Word. If you need detailed numbering, placement, or style settings, open the file in the desktop app. On Mac, ribbon names and the overall process are similar, but dialog layouts and shortcuts can differ; use the visible References commands if a shortcut does not work.

Troubleshooting

The Insert Footnote command is missing or unavailable. Make sure the document is open in an editable mode and that the cursor is in the main document text, not inside a header, text box, or another special area. Check that the References tab is visible on the ribbon. If you are viewing the file in a browser, open it in desktop Word when you need controls that the web version does not show. A protected or read-only document may also prevent editing; request editing access or save an editable copy if you are authorized to do so.

The shortcut does something else. Keyboard shortcuts can vary with the operating system, keyboard layout, or customized Word settings. Use the ribbon command instead: References > Insert Footnote. On Mac, use the Mac shortcut rather than the Windows combination. If you use a laptop, check whether a function-key setting or another app is intercepting the keystroke.

The footnote appears on another page or the page looks crowded. This can happen when the note is too long or the document has little room at the bottom of the page. Word may move text or the note as it recalculates the layout. Shorten the note if possible, check paragraph spacing and page margins, and inspect the nearby page breaks. Do not force the note into place with repeated blank lines; those can create new layout problems when the document changes.

The numbering looks wrong or has gaps. First check whether any numbers were typed manually; remove them if they duplicate Word’s automatic markers. Then confirm the numbering options in the Footnote and Endnote dialog, including whether numbering should continue or restart in each section. If you deleted a marker, Word should renumber the remaining notes automatically. Save, close, and reopen the document if the display appears stale, then review the sequence again.

A footnote was deleted by mistake. If the action just happened, use Ctrl+Z on Windows or Command+Z on Mac to undo it. If you have continued editing, check whether the text remains in version history or an earlier saved copy. If the marker is still present but the note text is gone, type the text back into the matching footnote area. Save a backup before making extensive repairs to a complex document.

Frequently Asked Questions

What is the difference between a footnote and an endnote?
A footnote appears at the bottom of the page containing its reference marker. An endnote appears at the end of the document or a section. Choose the type required by your assignment, publisher, or citation style.

Do footnotes renumber automatically in Word?
Yes. Word numbers inserted footnotes and adjusts the sequence when you add, remove, or move them. This works only for Word’s linked footnotes, not numbers typed manually in the text.

Can I change footnote numbers to letters or symbols?
In desktop Word for Windows, open References, select the Footnotes dialog box launcher, and choose a format in the Footnote and Endnote dialog. The exact options can vary by platform. Check the finished document to confirm that the selected format meets your requirements.

Can footnotes restart at 1 in each section?
Yes. In desktop Word, use section breaks and the numbering options in the Footnote and Endnote dialog to choose a restart setting. A page break alone does not create a new section, so it will not necessarily restart numbering.

How do I delete one footnote without disturbing the others?
Delete that footnote’s superscript marker in the main text, not just its note text at the bottom of the page. Word removes the linked note and updates the remaining numbers automatically.

Try it: the Date Difference Calculator: days, months, years and weekdays between two dates, with the DATEDIF formulas.

More in How-to basics

Sources: Function behaviour and menu paths: Microsoft Support documentation for Excel. Method & sources

Spotted an error in this guide? Let us know.