How to Add Footnotes in Word (and Format Them)

To add a footnote in Word, click where its reference number should appear, then choose References > Insert Footnote. Word adds a numbered marker in your text and moves the cursor to the matching footnote area at the bottom of the page. Type your note there; Word handles the numbering and updates it if you add, remove, or move footnotes.

Footnotes are useful for citing sources, defining a term, or adding a brief aside without interrupting the main text. The steps below are for Word for Microsoft 365 on Windows. The core process is similar on Mac, and the Mac shortcut is included where it differs.

What You’ll Need

A document open in the desktop version of Microsoft Word. Save a copy first if you are making major changes to a long or carefully formatted document.
The text or source information you want to put in a note. Decide what the note should say before inserting it, especially if you are following a citation style.
A rough idea of your document’s required style. A teacher, publisher, or organization may specify note format, numbering, or whether to use footnotes or endnotes.

Step-by-Step

Open the document and choose the insertion point. Click in the main body of the document exactly where the footnote marker belongs. In most styles, place it immediately after the relevant word or sentence punctuation. For example, if a sentence ends with a period and the footnote supports the whole sentence, click just after the period. Do not click in the page footer or type a number yourself.
Insert the footnote. On the ribbon, select References > Insert Footnote. Word inserts a superscript reference number in the text and creates a matching numbered note at the bottom of that page. The insertion point moves to the note area automatically. You can also use Ctrl+Alt+F on Windows. On a Mac, use Command+Option+F.
Type the note. Enter the citation, explanation, or additional information after the number in the footnote area. Word normally supplies a space after the marker, but if the cursor is directly beside it, add a space before typing. Keep the note focused: a footnote should clarify or document the nearby text, not become a second version of the main paragraph.
Return to the main text. Click in the body of the document wherever you want to continue writing. You can also click the footnote reference number in the main text to move between it and its note. The note is attached to its marker, so do not try to maintain the numbering manually.
Repeat for each note. Place the cursor at the next relevant point and choose References > Insert Footnote again. Word assigns the next number automatically. If you insert another footnote earlier in the document, it renumbers the later markers and notes to keep them in order.
Review the page layout. Check the footnote area at the bottom of each affected page. A long note may continue onto another page, and inserting notes can shift paragraphs or page breaks. Review the surrounding text and page transitions after adding or editing several notes.
Adjust numbering or placement if needed. On Windows, open the References tab and select the small dialog box launcher in the lower-right corner of the Footnotes group. In the Footnote and Endnote dialog, choose footnotes, then select options such as the number format, starting number, and whether numbering is continuous or restarts by section or page. The location control lets you choose between the bottom of the page and below the text. Select Apply to use the chosen settings. On Mac, open the References tab and use its footnote or endnote settings; the exact dialog layout can vary slightly by Word release.
Save and check your document. Save the file, then scan the text markers and corresponding notes. If you are preparing a paper for submission, compare the notes with the required style guide, including punctuation, capitalization, and source details. Word automates the numbering, but it does not verify that a citation is complete or correctly formatted.

Common Mistakes

Typing a superscript number by hand. A manually typed number is not linked to a note. It will not reliably renumber when the document changes. Use Insert Footnote so Word creates a true reference and note pair.
Putting the cursor in the wrong place. If the marker appears in the middle of a word or after the wrong sentence, undo the insertion with Ctrl+Z on Windows or Command+Z on Mac, click in the right position, and insert it again. In many styles, the marker follows punctuation, but follow the style instructions for your work.
Using a footnote when an endnote is required. Footnotes appear at the bottom of the relevant page; endnotes are collected at the end of a section or document. Check the assignment or publication requirements before adding many notes. Word has a separate References > Insert Endnote command.
Deleting only the note text. Removing the words in the footnote area can leave an empty note and its marker behind. To remove a footnote completely, delete its reference number from the main text. Word then removes the linked note and adjusts the later numbering.
Formatting each note manually. Changing individual numbers or spacing with direct formatting can create inconsistent notes and may not affect notes added later. Use the document’s footnote style or the footnote settings when you need a consistent appearance.
Assuming Word checks the citation. Word inserts and numbers notes, but it cannot tell whether a source is authoritative, whether a page number is correct, or whether the note matches a style guide. Review the content yourself.

Tips

Use notes for material that belongs outside the main flow. A source citation, a short definition, or a relevant qualification can work well. If a note contains an essential part of your argument, move that information into the main text so readers do not miss it.
Keep note wording consistent. Apply the same citation pattern and punctuation throughout the document. For repeated references to one source, follow the specific citation style you have been asked to use rather than inventing abbreviations.
Use styles for a consistent look. Word usually formats footnote text with the Footnote Text style and the marker with a footnote reference style. To inspect or change a style, open the Styles pane from the Home tab and modify the relevant style rather than adjusting every note separately. Check the result on more than one page.
Use navigation to move between notes. Clicking a superscript marker takes you to its note, and clicking the note’s marker can take you back to the reference in the text. This is quicker than scrolling through a long document to find the matching pair.
Leave page layout until the text is stable. Adding or removing notes changes how much space is available on a page. Finalize the wording first, then review page breaks, headings, and any figures or tables that sit near footnotes.
Remember that footnotes are document content. They normally print with the document and appear when you export it to PDF. Check a print preview or exported PDF if the final page layout matters, since pagination may differ between computers or printers.

Troubleshooting

The footnote appears at the bottom of a different page than expected. Word positions a footnote on the page containing its reference, but pagination can shift as text changes. Check that the marker is attached to the intended sentence, then review nearby page breaks and paragraph spacing. A long note may flow onto the next page if there is not enough room.

The number is not superscript or the note numbering looks unusual. First confirm that you inserted a real footnote through References > Insert Footnote, rather than typing a number. If the numbering style is wrong, open the Footnote and Endnote settings and select the required format and numbering sequence. If one marker alone looks different, select it and clear unintended character formatting rather than changing the note number manually.

The footnote separator or spacing looks wrong. Word manages the line between the main text and footnotes. In the Windows desktop app, you can inspect it in Draft view: choose View > Draft, then select References > Show Notes. Use the notes pane’s menu to choose the footnote separator or continuation separator. Make a small change and inspect the page again. Return to View > Print Layout to see normal page layout. These controls may be limited or arranged differently in Word for Mac and Word for the web.

You cannot find the footnote command. Make sure the ribbon is expanded and that the References tab is selected. If you are using Word for the web, select References and look for Insert Footnote; options for detailed layout or separator editing may be more limited than in the desktop app. If your organization has customized the ribbon, use Word’s command search to find Insert Footnote.

A deleted footnote still seems to be there. Click in the main text and check whether its reference marker remains. Delete that marker to remove the linked note. If numbering still appears inconsistent, review the document for manually typed numbers, which Word cannot automatically update.

Frequently Asked Questions

How do I add a footnote in Word with a keyboard shortcut?
On Windows, place the cursor in the main text and press Ctrl+Alt+F. On Mac, use Command+Option+F. Type the note after Word moves the cursor to the footnote area.

How do I add a footnote on every page?
Insert a footnote at each point in the text that needs one; Word places each note on the page containing its reference. There is no need to add a blank footnote to every page. If you mean a repeated note such as a copyright notice, a header or footer may be more suitable.

Can I change footnote numbers to letters or symbols?
Yes. Open the Footnote and Endnote settings from the References tab and choose a number format or a custom mark if the option is available in your Word version. Check the full document afterward, because a custom mark may not provide the same automatic sequence as standard numbering.

Can I convert footnotes to endnotes?
Yes. Open the Footnote and Endnote dialog from the References tab and use its Convert option to change footnotes to endnotes, endnotes to footnotes, or convert them in a combined operation. Review the result, especially if the document has section-specific numbering.

Will footnotes show up when I print or save as PDF?
Yes. Footnotes are part of the document and normally appear in print and PDF output. Before sharing, use Print Preview or inspect the exported PDF to check that notes, page breaks, and numbering look as intended.

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