How to Add and Format Numbered Footnotes in Word

To add a numbered footnote in Microsoft Word, click where its reference number should appear, then choose References > Insert Footnote. Word adds a superscript number in the text, places the matching number at the bottom of the page, and moves your cursor there so you can type the note. You will need a Word document and the text or source details you want to explain or cite.

Word manages footnote numbering automatically, so you can add, remove, or move notes without renumbering them by hand. The steps below are for Word for Microsoft 365 on Windows; Mac and Word for the web differences are noted where useful.

What You’ll Need

A document open in Microsoft Word. Save a copy first if it is a shared or important document.
The explanation, citation, or other note you plan to put in the footnote. If you are citing a source, have its publication details available.
Optional: a preferred numbering style or rule, such as Arabic numerals throughout or numbering that restarts in each chapter.

Step-by-Step

Place the insertion point in your text. Click immediately after the word, sentence, or quotation that the footnote supports. For a note about a whole sentence, the reference number usually goes after the sentence-ending punctuation. Follow any style guide or assignment instructions if they specify a different position. You do not need to type a number yourself.
Insert the footnote. Select References > Insert Footnote on the ribbon. Word inserts a small, raised reference number at your insertion point and creates the corresponding note area at the bottom of that page. The cursor moves to the footnote area. On Windows, you can also press Ctrl+Alt+F. In Word for Mac, use Command+Option+F if that shortcut is available in your version; otherwise use the References ribbon command.
Type the footnote text. Enter the explanation or citation after the number Word has placed in the footnote area. You can type a full sentence or several sentences. Do not add another number before the text: Word supplies the reference marker and formats it as part of the footnote. Add punctuation and source details according to the style you need.
Return to the document and add more notes. Click back into the main text and repeat the insertion process wherever another note is needed. Word assigns the next number in sequence. For example, if a document already has footnotes 1 and 2, the next new footnote is normally 3. If you later insert a note earlier in the document, Word updates the numbering and references for you.
Check where the note appears. A footnote is placed at the bottom of the page containing its reference, rather than collected at the end of the document. Switch to View > Print Layout if you are in a view that does not clearly show page layout. Scroll to the bottom of the page to review the note and its spacing. For notes collected at the end of a document or section, use an endnote instead.
Choose a numbering format if needed. On the References tab, find the Footnotes group and click its small dialog box launcher, usually the tiny diagonal arrow in the group’s lower-right corner. In the Footnote and Endnote dialog, use the footnote format controls to select a number style, such as 1, 2, 3, and choose where notes appear. Available styles and controls can vary slightly by Word version. Select Apply or Insert as appropriate in the dialog to use the chosen settings.
Set how numbering continues. In the same dialog, look for the Numbering setting. Choose Continuous to number notes in sequence through the document, Restart each section to begin again in each section, or Restart each page to start a new sequence on each page. If you want numbering to restart by chapter, the document generally needs section breaks so Word can identify the chapters as separate sections. Apply the change to the whole document or the relevant section using the dialog’s Apply changes to option.
Format the note text if necessary. Select the words in a footnote and use the Home tab’s font, size, and paragraph controls, just as you would for regular text. Word also uses a Footnote Text style, which can help keep notes consistent. Avoid selecting and changing only one reference number if you want all note markers to follow the same numbering format.
Review the finished notes. Check that each reference marker sits beside the right passage, every note contains the intended text, and the numbering follows your required sequence. If you edit or delete a note, Word should update the automatic markers; save the document and check the page layout again before sharing or printing.

Common Mistakes

Typing a number instead of inserting a footnote. A manually typed superscript can look right at first, but it will not renumber when notes are added or removed. Delete the hand-typed number and use References > Insert Footnote.
Choosing an endnote by accident. An endnote is collected at the end of a document or section; a footnote appears at the bottom of a page. If the note is in the wrong place, check that you used Insert Footnote, not Insert Endnote.
Putting the marker in the wrong place. A reference number attached to the wrong phrase can make the note hard to interpret. Place the cursor directly after the supported text, and check punctuation placement against the required citation style.
Trying to renumber by editing the markers. The numbers are linked to Word’s footnote system. Do not replace them with typed digits or delete a marker without considering its linked note; use Word’s insert and delete behavior so the remaining references stay in sequence.
Changing numbering without checking sections. A restart option applies according to the document’s section and page structure. If chapters are not separated with section breaks, Word may not restart numbering where you expect.

Tips

Use one note for one clear purpose. Keep the note close to the passage it explains. If it contains a citation plus a long discussion, check whether your style guide permits that combination and whether the note remains easy to read.
Use Word’s built-in styles for consistency. If footnote text should use a different font or spacing, modify the Footnote Text style rather than making many unrelated manual changes. In Windows Word, open the Styles pane from the Home tab, locate Footnote Text, and modify the style if it is available in the document.
Insert notes as you draft. Adding each note near the passage it supports makes it easier to verify that the reference points to the right text. Word can renumber later, so there is no need to plan the final number in advance.
Keep citations consistent. Word’s footnote feature creates numbered notes; it does not automatically determine the correct citation wording or build a complete bibliography from those notes. Follow your required citation style and verify source details.
Check the final pages, not just the text view. Footnotes can affect page breaks and available space. Review the document in Print Layout or use Print Preview before exporting or printing, especially after adding long notes.

Troubleshooting

The number appears, but I cannot see the footnote text. Confirm that Word is in View > Print Layout and scroll to the bottom of the page. In other views, the note area may be displayed differently. If you are using Word for the web, switch to the desktop app for more complete layout and footnote controls.

The numbering starts over unexpectedly. Open the Footnote and Endnote dialog from the launcher in the References tab’s Footnotes group. Check whether numbering is set to restart each page or section. Also inspect section breaks if you expected continuous numbering or chapter-based restarts.

Footnotes are showing at the end instead of at the bottom of the page. They may be endnotes, or the location setting may have been changed. In the Footnote and Endnote dialog, choose the footnote location at the bottom of the page, then apply the setting to the intended portion of the document. Word’s web version may expose fewer layout choices; open the file in desktop Word if a control is missing.

A footnote number or note was deleted accidentally. Press Ctrl+Z on Windows or Command+Z on Mac promptly to undo the deletion. If you have made more edits since, locate the text where the note belongs and insert a new footnote. Word will assign the correct current number. Review nearby notes because deleting a reference also removes its associated note.

The shortcut does nothing. Use the ribbon command instead: click in the document text and select References > Insert Footnote. Shortcuts can vary with keyboard settings, Word releases, or other software using the same key combination. If you are using Word in a browser, check that the document is editable and that the References tab is available.

Frequently Asked Questions

Does Word number footnotes automatically?

Yes. When you insert a footnote using the References command, Word creates and manages the reference number. It updates numbering when you add or remove notes, so avoid typing or manually changing the numbered markers.

How do I make footnotes restart at 1 for each chapter?

Separate the chapters with section breaks, then open the Footnote and Endnote dialog and set numbering to Restart each section. Apply the setting to the appropriate sections and check the result in Print Layout. A page break alone does not create a new section.

Can I change the footnote numbers from 1, 2, 3 to another style?

Usually. Open the Footnote and Endnote dialog from the launcher in the References tab’s Footnotes group, then choose an available option under Number format. Depending on the Word version, options may include Roman numerals or letters. This setting changes the numbering format, not the content of each note.

How do I delete a footnote correctly?

Delete the small reference marker in the main document text, not just the note text at the bottom of the page. Word removes the linked footnote and renumbers the remaining notes. Check the surrounding passage afterward to make sure you removed the intended reference.

Can I insert footnotes in Word for the web or on a Mac?

Word for the web supports inserting and editing footnotes, though some advanced numbering and layout controls may require opening the document in the desktop app. Word for Mac also supports footnotes; use its References ribbon command and look for the footnote options there. Ribbon labels and dialog details can differ slightly from Windows.

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

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