Add a Footnote in Word: Shortcut and Steps

In Microsoft Word for Microsoft 365 on Windows, press Ctrl+Alt+F to insert a footnote at the cursor. Word adds a numbered reference mark in the document and moves the insertion point to the footnote area at the bottom of the page, where you can type the note.

The Word shortcut for inserting a footnote

The Windows shortcut is Ctrl+Alt+F. First place the cursor where the footnote reference should appear—usually after the word, phrase, or sentence it supports—then press the keys together. Word inserts the reference mark and creates a matching footnote automatically. You do not need to type the number yourself.

For an endnote instead, use Ctrl+Alt+D on Windows. An endnote is also linked to a reference mark in the document, but its text appears in an endnote section, commonly at the end of the document or section, rather than at the bottom of the current page.

These shortcuts apply to the desktop Word app. If your keyboard or another program intercepts a shortcut, use the References tab instead. The ribbon command also works when you do not remember the key combination.

Insert a footnote from the ribbon

To add a footnote using Word’s menus, position the cursor in the text and choose References > Insert Footnote. Word inserts the marker and takes you to the corresponding note area. Type the note there, then click back into the main document to continue writing.

Use the location of the cursor to control where Word places the reference. For example, to cite a source for a particular claim, put the cursor just after that claim, typically after its punctuation if the required citation style calls for that placement. The precise punctuation convention depends on the style guide or publication you are following.

Word numbers footnotes in sequence and connects each marker to its note. If you insert another footnote earlier in the document, Word updates the numbering and references for you. This is one reason to use the built-in command rather than typing superscript numbers and note text manually.

What Word does when you add one

A footnote has two linked parts: a reference mark in the main text and a note in the footnote area. The reference mark is usually a small raised number. Word places the note at the bottom of the page where the reference appears, subject to the document’s layout and available space.

After insertion, the cursor moves to the footnote text area. Enter the explanation, source, definition, or brief comment there. When you return to the document body, the note remains attached to its marker. Selecting or navigating between the marker and its note lets you check the connection.

Footnotes are useful for information that supports the text but would interrupt its flow if included in the sentence. Examples include a source citation, a short clarification of a term, or a note about a translation. A long argument or essential instruction may be clearer in the main text, since readers can miss material placed in a note.

Format footnote numbering and layout

Word provides settings for how notes are numbered and where they appear. On Windows, open the References tab and select the small dialog box launcher in the Footnotes group to view footnote and endnote options. Depending on the document, you can adjust choices such as the number format, whether numbering restarts, and whether notes appear at the bottom of each page or below the text.

Use these settings when a style guide or document template requires a particular format. For instance, a long report might restart footnote numbering in each section, while another document may number notes continuously. Changing the settings affects Word’s generated notes; it is safer than manually renumbering them.

The appearance of note text can also be controlled through Word’s styles. A document may use a separate Footnote Text style for the note paragraphs and a Footnote Reference style for the markers. Applying consistent styles is more reliable than individually changing the font or spacing of every note, especially in a document with many pages.

Edit or delete an existing footnote

To revise a note, click in its text at the bottom of the page and edit it like ordinary text. You can also follow the reference mark to its note. Keep the reference and note as Word-generated elements rather than replacing them with a typed number and a separate paragraph.

To remove a footnote, delete its reference mark from the main body of the document. Word removes the linked note and adjusts the numbering of the remaining footnotes. Deleting only the words in the footnote area can leave an empty note or marker behind, so remove the reference in the body when your intention is to delete the note entirely.

To change the note: edit the text in the footnote area.
To remove the note: select and delete its reference mark in the document text.
To move its position: move the reference mark in the main text; the linked note follows it.

Footnotes, endnotes, and citations

Footnotes and endnotes both provide supplementary text linked to a marker, but their locations differ. Footnotes appear on the relevant page, so a reader can consult them without leaving that page. Endnotes collect notes elsewhere, often at the end of a document or section, which can keep pages visually cleaner but may require more navigation.

A footnote is not automatically a complete or correctly formatted citation. Word creates the note and its reference marker, but you must enter the source information and follow the citation style your assignment, publisher, or organization requires. Word also has citation and bibliography tools, but inserting a footnote with the shortcut alone does not populate those details.

Choose a footnote when readers benefit from seeing the note nearby, and an endnote when a central list of notes better suits the document. If a required style specifies one format, follow that instruction rather than choosing based only on appearance.

Windows, Mac, and Word for the web

In Word for Microsoft 365 on Mac, the usual shortcut to insert a footnote is Command+Option+F. The endnote shortcut is Command+Option+E. If a key combination behaves differently because of your keyboard settings or version, use the References tab and choose Insert Footnote or Insert Endnote.

In Word for the web, use the References tab and its footnote command if available in your view. Browser shortcuts and supported features can differ from the desktop app, so the ribbon is the clearest route when a keyboard shortcut does not work. The desktop Windows shortcut should not be assumed to work identically in every browser or operating system.

On laptops, key combinations can sometimes conflict with system controls, keyboard utilities, or customized Word shortcuts. If pressing the shortcut triggers another action, try the ribbon command first. You can also check Word’s keyboard shortcut settings if you need to diagnose or change an assignment.

Common problems and practical fixes

If Ctrl+Alt+F does not insert a footnote, check that the document is open in the desktop version of Word and that the cursor is in the document body. Then try References > Insert Footnote. This distinguishes a shortcut conflict from a problem with the document or command.

If the note appears on a different page than expected, review the position of the reference mark and the page layout. Word places the footnote with the page containing its marker, but a change in text, margins, or page breaks can move that marker and the note. The note may also continue onto another page if it is longer than the space available.

If numbers appear to skip or change after editing, remember that Word renumbers notes automatically. Avoid typing numbers into the document to “repair” them; manually typed numbers are not linked to footnotes and may become inconsistent after later edits. For formatting problems, check the Footnote Text style and the numbering options in the Footnotes dialog.

Frequently Asked Questions

What is the shortcut to insert a footnote in Word?
On Word for Microsoft 365 for Windows, press Ctrl+Alt+F. On Word for Mac, the usual shortcut is Command+Option+F.

What is the shortcut for an endnote in Word?
Use Ctrl+Alt+D on Windows. On Mac, the usual shortcut is Command+Option+E. You can also select Insert Endnote on the References tab.

How do I insert a footnote without a keyboard shortcut?
Place the cursor where the marker belongs, then choose References > Insert Footnote. Word creates the marker and moves the cursor to the note area.

How do I delete a footnote without leaving its number?
Delete the footnote’s reference mark in the main document text. Word removes the linked note and renumbers the remaining footnotes automatically.

Does Word automatically add the source citation?
No. Word inserts the footnote structure, but you must type the note or add the source details using the citation method required for your document.

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

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