How to Add Footnotes in Word: Desktop and Web

To add a footnote in Microsoft Word, click where its number should appear, choose References > Insert Footnote, then type the note in the footnote area at the bottom of the page. Word adds and numbers the reference automatically. You will need a document you can edit; the steps below cover Word for Microsoft 365 on Windows, with notes for Mac and Word for the web.

What You’ll Need

An editable Word document. If it is marked read-only or opens in Protected View, enable editing only if you trust the file and its source.
A keyboard and the Word ribbon, or the References menu. The ribbon is easiest on desktop. Word for the web uses a similar References tab, while menus and available commands can differ in the mobile app.
Your footnote text and any source details. If you are citing a book, article, or website, have the author, title, publication details, and page or link information ready. Word inserts the marker but does not verify or write the citation for you.

Step-by-Step

Open the document and locate the sentence. In Word for Microsoft 365 on Windows, open the document and click in the main text immediately after the word, phrase, or punctuation you want to explain or cite. A footnote marker normally belongs after the punctuation at the end of the relevant sentence. Check any style guide or instructions you have been given, since citation conventions can differ.
Choose the insertion point carefully. Click once at the exact position where the small superscript number should go. Do not select the sentence or put the cursor in an existing footnote. Word inserts the marker at the cursor, so placing it before a comma or inside the wrong sentence can make the reference confusing. You can move the insertion point with the arrow keys if clicking precisely is difficult.
Insert the footnote from the ribbon. Select References > Insert Footnote. Word places a numbered marker in the body text and moves the insertion point to the footnote area at the bottom of that page. If you prefer a shortcut in Word for Windows, press Ctrl+Alt+F. On a Mac, use Option+Command+F. If a laptop or system shortcut intercepts a key combination, use the ribbon command instead.
Type the note beside the new marker. Enter the explanation, source, or other note in the footnote area. Word usually starts the note with its number and positions the cursor after it. Type the note text rather than another number; Word manages numbering. You can format the note using ordinary text formatting, but follow any required citation style for punctuation, capitalization, italics, and source details.
Return to the main document. Click in the body text where you want to continue, or use the document navigation controls. In many desktop layouts, clicking the footnote marker in the body or the main text near it helps you move between the note and its reference. The footnote area is part of the document, not a separate file, so edits there are saved with the document.
Add more notes the same way. Place the cursor at each reference point and select References > Insert Footnote again. Word assigns the next number and updates later numbers if you insert or remove a footnote earlier in the document. Avoid typing your own superscript numbers in the body: manually typed numbers will not stay synchronized when the notes change.
Check the numbering and layout. Scroll through the page and confirm that the marker is next to the intended text and the note appears at the bottom of the correct page. If the document has several pages, look at nearby pages too. A long footnote may continue onto the following page, and Word controls the page break according to the available space and its layout rules.
Save the document. Press Ctrl+S on Windows or Command+S on Mac. If you are working in Word for the web, changes are generally saved to the connected storage as you work, but confirm that the save status is current before closing the tab. For a document shared with others, make sure you are editing the intended file and not a downloaded copy.

Word for the web: Open the document in the browser, click in the text, then use References > Insert Footnote if that command is available in your ribbon. Type the note in the footnote area and review the document after editing. The web interface can differ slightly from the desktop app, and some advanced layout or footnote settings may require opening the file in the desktop version.

Word for Mac: The usual command is also on the References tab as Insert Footnote. Select it after placing the cursor in the document body. The ribbon arrangement can vary by Word version or window size, so expand the ribbon or look under References if the command is not immediately visible. The Mac shortcut is Option+Command+F.

Common Mistakes

Typing a number instead of inserting a footnote. A manually typed 1 or superscript character is only ordinary text. It will not renumber when you add or delete notes. Use the Insert Footnote command so Word links the body marker with the note.
Deleting the note text but leaving its marker. If you want to remove a footnote, delete its numbered marker in the main body text. Word then removes the linked note and adjusts the remaining numbering. Erasing only the note wording can leave an empty footnote behind.
Deleting the marker from the footnote area. The marker in the body is the reliable way to remove a footnote. Deleting text in the bottom-of-page note area may remove the wording without removing the reference, depending on what you select.
Placing the cursor in a note when adding another one. Word may treat the insertion point as part of the existing footnote. Click back into the main text at the new reference location before choosing Insert Footnote.
Using a footnote when an endnote is required. Footnotes appear at the bottom of the page, while endnotes are collected at the end of a section or document. Check the assignment, publisher, or workplace instructions before choosing one.
Assuming Word supplies a complete citation. Word creates the numbered marker and note space; it does not automatically know which source you used or guarantee a particular citation format. Review the note against the required style.

Tips

Use the built-in numbering. Automatic numbering is especially useful in long documents. If you insert a new note between existing references, Word updates the sequence rather than requiring you to renumber each note by hand.
Keep notes focused. A footnote is easiest to use when it explains one point or gives the relevant source information. If a note becomes several paragraphs long, consider whether the material belongs in the main text or an appendix, subject to your document requirements.
Use formatting controls for document-wide changes. In desktop Word, open the References tab and use the small dialog launcher in the Footnotes group, when shown, to view footnote and endnote settings. Options can include placement and number format. Labels and available choices may vary by version; check the dialog before applying changes.
Distinguish footnotes from endnotes before changing settings. The Footnote and Endnote dialog can offer conversion options in desktop Word. If you convert notes, review the resulting document and save a copy first, especially when the file has a required layout or is shared for review.
Make source details easy to verify. Include the information a reader needs to identify the cited work, such as the author, title, publication, date, and page number where relevant. Follow the citation style you were asked to use rather than mixing formats.
Check notes after editing nearby text. Moving paragraphs, changing page margins, or changing font size can shift where notes appear. The markers remain linked, but page placement can change as Word repaginates the document.

Troubleshooting

Insert Footnote is missing or unavailable: Confirm that the document is open for editing and that the cursor is in the main document text, not a header, text box, or footnote. On desktop, open the References tab and look for the Footnotes group. If the ribbon is minimized, expand it. In Word for the web, some commands may be limited; choose the option to open the document in the desktop app if available. In the mobile app, ribbon options vary by device and version, so try Word for the web or desktop if you cannot find the command.

The shortcut does something else: Shortcuts can be intercepted by the operating system, keyboard layout, or another application. Use References > Insert Footnote instead. On Windows, the shortcut is Ctrl+Alt+F; on Mac, it is Option+Command+F. Make sure you are using the key combination for your platform, and avoid confusing the footnote shortcut with the endnote shortcut.

The note appears on a different page than expected: Word places footnotes at the bottom of the page containing the reference, but a long note or limited page space can cause part of it to continue onto another page. Check that the marker is attached to the correct paragraph. If the layout still looks wrong, review page margins, paragraph spacing, and footnote settings in the desktop app; deleting blank paragraphs around the note can also help, but do not remove the actual marker.

The numbering is wrong or does not update: First check whether the numbers were typed manually. Remove manually entered numbers and insert real footnotes through the References tab. If the notes are genuine footnotes but the display seems stale, save the document, close and reopen it, and check the sequence again. In a shared file, allow edits to sync and ensure another editor has not changed the notes at the same time.

The footnote text or separator looks unusual: Footnote text uses styles and layout rules that may differ from the main body. In desktop Word, inspect the footnote area and the Footnote Text style before changing formatting. If the document uses a template, check whether its styles intentionally set a smaller font or different spacing. Avoid repeatedly applying direct formatting if the whole document should follow one consistent style.

Frequently Asked Questions

How do I add a footnote in Word with a keyboard shortcut?
Place the cursor at the reference point in the main text. Press Ctrl+Alt+F on Windows or Option+Command+F on Mac, then type the note in the footnote area. If the shortcut is unavailable on your keyboard, use References > Insert Footnote.

How do I delete a footnote without breaking the numbering?
Delete the footnote’s numbered marker from the main body text. Word removes the linked note and renumbers the remaining footnotes automatically. Do not just erase the note wording if your goal is to remove the footnote entirely.

Can I add footnotes in Word for the web?
Yes, when the References > Insert Footnote command is available in the web ribbon. Put the cursor in the body text, insert the note, and type in the footnote area. If you need an advanced setting that the web version does not show, open the document in desktop Word.

Can I change the footnote number format?
In desktop Word, open the Footnote and Endnote settings from the dialog launcher in the Footnotes group on the References tab, if it is displayed. The dialog provides numbering and placement choices in supported versions. Review the available options and confirm any required style before applying a different format.

What is the difference between a footnote and an endnote?
A footnote is shown at the bottom of the page where its marker appears. An endnote is collected at the end of a section or document. Both are inserted and numbered by Word, but the right choice depends on the document instructions and the reading experience you want.

Do footnotes automatically follow a citation style?
No. Word inserts and manages the note reference, but you are responsible for entering accurate source details and formatting them according to the required style. Check the rules for ordering, punctuation, italics, page numbers, and repeat citations.

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

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