How to Add a Footnote in a Word Document, Step by Step

To add a footnote in Microsoft Word, click where its numbered reference should appear, then select References > Insert Footnote. Word adds a superscript number in your text and opens a matching note area at the bottom of the page. Type your explanation or source there; Word keeps the numbering and placement updated as the document changes.

A footnote is useful for citing a source, defining a term, or adding a brief aside without interrupting the main text. The instructions below are for Word for Microsoft 365 on Windows. The Mac version has the same basic ribbon command, with a different keyboard shortcut. Have your document open and decide where the reference belongs before you begin.

What You’ll Need

A document open in the desktop version of Microsoft Word. The ribbon names below apply to Word for Microsoft 365 on Windows; some older versions may have small interface differences.
The note text or source details you want to add. If the note cites a source, have the information required by your citation style, such as author, title, publication date, and page number.
A clear idea of the point in the sentence where the footnote marker should go. Follow your required style guide or assignment instructions for marker placement and citation format.

Step-by-Step

Open the document and find the relevant passage. Scroll to the sentence, quotation, or claim that needs a note. If you are adding several notes, it can help to work through the document in order so you can review each marker and its text as you go. Save the document before making a large batch of edits.
Choose the exact insertion point. Click in the body text where the small superscript number should appear. For a citation that supports a whole sentence, many styles place the marker after the sentence-ending punctuation, but rules differ by style and context. For a note about a particular word or phrase, place the cursor right after that text. Word inserts the marker at the cursor, so check the position before proceeding.
Insert the footnote from the ribbon. Select the References tab, then choose Insert Footnote in the Footnotes group. Word adds a superscript number next to your insertion point and moves the cursor to the corresponding footnote area at the bottom of that page. The number is generated by Word; you do not need to type it yourself.
Enter the note. Type the explanation, citation, or other supplementary information at the bottom of the page. Include the details your style guide requires and keep the wording focused on the point marked in the main text. You can use regular punctuation and apply formatting such as italics or bold when appropriate. Do not type a second number before the note text unless your required format specifically calls for it.
Return to the main text. Click in the document body to continue editing, or use the footnote reference number to move between the marker and its note. In Word, the footnote reference and note are linked. If you add, remove, or move notes, Word normally updates the numbering and places the notes with their references automatically.
Add another footnote when needed. Put the cursor at the next relevant point and choose References > Insert Footnote again. Word assigns the next number according to the document’s numbering settings. Repeat this for each separate note rather than copying and pasting an earlier marker, which can create an ordinary superscript number instead of a proper linked footnote.
Review the notes and their locations. Scroll through the pages to confirm that each marker sits beside the intended passage and that its note appears at the bottom of the correct page. Read each note in context and check that no citation details are missing. If text has shifted during editing, Word may move a footnote to a different page along with its reference.
Save the finished document. Press Ctrl+S on Windows. On a Mac, press Command+S. If you are sharing the document, consider reopening the saved file or checking Print Layout to confirm that the footnotes remain readable and are not cut off in the layout.

Keyboard shortcut: In Word for Microsoft 365 on Windows, press Ctrl+Alt+F to insert a footnote at the cursor. In Word for Mac, the equivalent is Option+Command+F. If a shortcut does not work on your system, use the ribbon command instead; custom keyboard settings or other applications can affect shortcuts.

Common Mistakes

Typing the reference number manually. A number typed as superscript text is not a real footnote. Word will not reliably renumber it or keep it attached to a note. Use Insert Footnote so Word creates the marker and note together.
Putting the cursor in the wrong place. If the reference number appears in the middle of a word or after the wrong punctuation, undo the insertion with Ctrl+Z on Windows or Command+Z on Mac, reposition the cursor, and insert the footnote again.
Confusing footnotes with endnotes. Footnotes appear at the bottom of the page where their markers occur. Endnotes appear at the end of a document or section. In the References tab, choose Insert Endnote only when end-of-document placement is intended.
Using a note as a substitute for required citations. A footnote is a location, not a citation style. Check whether your assignment or publication asks for a full citation, a shortened citation, a bibliography entry, or a particular format such as Chicago notes.
Deleting only the note text. Removing words from the footnote area does not always remove the reference marker in the main text. To remove the footnote completely, delete its superscript reference number in the body. Word then removes the associated note and adjusts later numbering.

Tips

Use footnotes for information that belongs outside the main flow. A short definition, clarification, or source note can be helpful. If the explanation is essential to understanding your argument, it may be clearer in the main text instead of in a note.
Follow one citation system consistently. The required position of the marker, punctuation, order of source details, and use of shortened citations can vary. Follow your instructor’s or publisher’s rules rather than assuming every style treats notes identically.
Let Word manage numbering. Avoid renumbering notes by hand when inserting or deleting material. Word updates properly inserted footnotes when document content changes, which saves time and helps prevent duplicate or skipped numbers.
Keep note text readable. Word uses a separate footnote style, so its font or spacing may differ from the body. If you need to adjust the appearance, select the note text and use the Home tab’s font and paragraph controls. Avoid making one note unusually small just to squeeze it onto a page.
Check the page layout after substantial edits. Adding paragraphs or changing margins can move a footnote or its reference to another page. Use Print Layout and review the affected pages, especially before exporting or printing the final document.

Troubleshooting

The number appears, but I cannot find the note. Check the bottom of the page containing the marker and make sure you are viewing the document in Print Layout. If the document is in Draft view, footnotes may be presented in a notes pane rather than at the page bottom. In that view, use View > Print Layout to return to the page-based display.

Word inserts an endnote instead. Confirm that you selected Insert Footnote, not Insert Endnote, on the References tab. To change an existing note’s type, open the Footnotes dialog launcher in the References tab’s Footnotes group, select the relevant conversion option, and follow the prompts. The exact dialog layout can vary slightly by Word version.

The numbering starts over or uses a different style. Select the References tab and open the Footnotes dialog launcher, the small diagonal arrow in the Footnotes group. Review the number format, whether numbering is continuous or restarts by section or page, and the setting for applying changes. Choose the option that matches your document requirements, then apply the change. If the document has sections, check each section’s settings.

The marker is in the wrong spot or the wrong note got edited. Click the marker in the body to locate its linked note, or use Undo immediately if you just inserted it in the wrong place. Correct the reference location in the body and edit the note text separately. Do not drag a note number around as if it were ordinary text; deleting and reinserting the footnote at the correct cursor position is usually more reliable.

The footnote text runs onto another page or looks crowded. Word may move a note or split it when there is not enough room at the bottom of a page. Check for extra blank paragraphs or unusually large formatting in the note, and review the surrounding page layout. If your institution requires notes to stay together or follow special spacing rules, use its formatting guidance; avoid adding manual page breaks until you have checked how they affect the rest of the document.

Frequently Asked Questions

How do I add a footnote in Word with a keyboard?
Place the cursor where the marker belongs and press Ctrl+Alt+F on Windows. In Word for Mac, press Option+Command+F. Word creates the reference and moves the cursor to the note area.

How do I add a footnote on a Mac?
Click the insertion point, open the References tab, and choose Insert Footnote. You can also use Option+Command+F. Word for Mac then lets you type the note at the bottom of the relevant page.

Can I change the footnote number format?
Yes. Open the Footnotes dialog launcher from the References tab and choose a number format, such as numerals or letters, if your Word version offers it. You can also review numbering options, including whether numbering continues or restarts. Apply the change to the appropriate scope, such as the whole document or a section.

How do I delete a footnote without leaving a blank number?
Delete the superscript footnote reference in the main body text, not just the note wording at the bottom of the page. Word removes the linked note and updates the remaining references. If you want to keep the marker but change the note, edit the note text instead.

What is the difference between a footnote and an endnote?
A footnote is printed at the bottom of the page where its reference appears. An endnote is collected at the end of the document or section. Both can hold citations or extra information; choose the type required by your document’s style or instructions.

Will footnotes renumber if I add a note in the middle?
Yes, when you insert footnotes using Word’s command, Word adjusts the numbering of later notes automatically. This is one reason to avoid manually typed superscript numbers. Check the document after editing to confirm the markers and note text still correspond.

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

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