Microsoft Word: How to Add Footnotes

To add a footnote in Microsoft Word, place the cursor where its reference number should appear, then choose References > Insert Footnote. Word inserts a numbered marker in the text and moves the cursor to the footnote area at the bottom of the page, where you can type the note.

Steps for adding a footnote

These steps apply to the desktop version of Word for Microsoft 365 on Windows. The ribbon route is the easiest method to remember and works even if you do not know the keyboard shortcut.

Click in the document immediately after the word, sentence, or quotation that needs a note. The insertion point determines where Word places the small reference marker.
Open the References tab.
In the Footnotes group, select Insert Footnote.
Type the note in the footnote area that Word opens at the bottom of the page. Click back in the main document when you are ready to continue writing.

On Windows, the shortcut is Ctrl+Alt+F. In Word for Mac, use Command+Option+F. Shortcuts can be affected by keyboard settings or other software, so the ribbon command is a useful fallback. In Word for the web, look for References > Insert Footnote; if a command or layout option is unavailable in your browser version, open the document in the desktop app.

What Word does when you insert one

A footnote has two linked parts: a reference marker in the body of the document and the corresponding note near the bottom of the page. Word creates both when you insert a footnote using its command. It also updates the numbering when you add, remove, or move notes. For example, if a document has notes numbered 1, 2, and 3 and you delete the second one, Word renumbers the remaining notes so they follow the document’s sequence.

This automatic behavior is why it is better not to type a superscript number yourself or manually type a number at the bottom of the page. A typed number is ordinary text, not a linked footnote reference. It will not reliably renumber or keep in step with the note. Use Insert Footnote for each note, even if you want the marker to look like a particular number.

In a typical document, Word numbers footnotes continuously. The first note is 1, the next is 2, and so on. The note stays associated with the place in the text where its marker appears, while Word handles page placement as the document changes. Adding paragraphs or changing margins can shift a note to another page without breaking the connection.

Editing and formatting footnotes

To edit a note, click in its text at the bottom of the page and make the change. You can also click the footnote reference in the main text to move to its note, or use Word’s navigation between notes when available. To return from the footnote area to the marker, click the reference number or move the insertion point back into the document body.

Footnote text uses paragraph formatting and character formatting like other text. You can select the note and change its font, size, spacing, or alignment from the Home tab. In many documents, the built-in Footnote Text style controls the note paragraphs, while Footnote Reference controls the markers. Modifying a style is useful when you want every note to have a consistent appearance; applying formatting to one note alone does not necessarily change the others.

To change numbering or placement in Word for Windows, open the References tab and select the Footnotes dialog box launcher, the small arrow in the corner of the Footnotes group. The dialog provides options such as number format, whether numbering is continuous or restarts, and whether notes appear at the bottom of the page or beneath the text. Choose whether the change applies to the whole document or the relevant section, then apply it. The precise controls and their placement can differ slightly in Word for Mac and between releases.

A useful example is a report that requires lowercase Roman numerals for notes in an introductory section but Arabic numerals in the main chapters. If the document is divided into sections, section-level numbering options may help. Set up the sections and numbering through Word’s footnote settings rather than replacing the markers with typed characters, which would remove their automatic behavior.

Footnotes, endnotes, and citations

A footnote appears at the bottom of the page containing its reference. An endnote appears in an endnotes area, often at the end of a document or section. Both are useful for supplementary information or source details, but they serve different reading needs: footnotes are visible nearby, while endnotes keep individual pages less crowded and gather notes together.

To insert an endnote in Word for Windows, place the cursor at the relevant point and choose References > Insert Endnote. Its Windows shortcut is Ctrl+Alt+D; on Mac, the corresponding shortcut is Command+Option+E. If you already have notes and want to change their type, use the Footnotes dialog box and choose its conversion option. Review the document after converting, because the notes’ locations and reading flow will change.

A footnote is not the same thing as a citation generated by Word’s citation tools. A footnote can contain any text, including a source citation, an explanation, or a brief aside. The References tab also includes citation and bibliography features that manage sources in selected citation styles. Use those tools when you need a structured bibliography and consistent in-text citations; use a footnote when the required style calls for a note at the bottom of the page. Some academic styles combine both approaches, so follow the instructions for the particular assignment or publication.

Numbering, sections, and page placement

Word’s footnote options matter most in longer documents. A short essay usually needs only the default continuous numbering. A thesis, handbook, or report divided into chapters may have requirements to restart numbering in each section, use a different number format, or place notes at the end of each section. Word sections are created with section breaks, not simply by inserting a page break, so check that the document structure matches the intended numbering scheme.

Changing page layout can also affect where a note appears. If a footnote is long or the page has limited space, Word may move some of its text to the next page or adjust the page’s text area to keep the note with its reference. That is normal pagination, not evidence that the footnote has become detached. Check the printed or exported layout if a page break is important, since small edits, font changes, and printer or PDF settings can shift the page composition.

For a long document, keep a few habits in mind:

Insert notes in the order they are needed and let Word manage their numbering.
Use section breaks only when you need separate chapter-level layout or numbering behavior.
After changing numbering or converting footnotes to endnotes, scan the full document to confirm the notes still appear where expected.
Use Print Preview or export a PDF to check page breaks and note placement before sharing a final copy.

Word for Windows, Mac, and the web

The basic process is similar across Word platforms: put the cursor at the reference point and use the footnote command on the References tab. On Windows, the command is References > Insert Footnote. Word for Mac also provides footnote insertion from the References tab, although ribbon layout and some dialog details may differ from Windows. The Mac keyboard shortcut for a footnote is Command+Option+F.

Word for the web can handle ordinary document editing and offers a footnote insertion command in the References tools, but the browser version may not expose every advanced layout or conversion setting found in desktop Word. If you cannot find an option for numbering by section, custom placement, or conversion, use Open in Desktop App and make the change there. A document saved in OneDrive can be opened in either version, but check that your changes have synced before closing the app or switching devices.

Menu names and ribbon organization may vary slightly with the app’s version, window width, and whether the ribbon is simplified. If the Footnotes group is not immediately visible, widen the Word window or inspect the References tab for its Insert Footnote command. The command name is a more dependable guide than a particular icon’s location.

Common footnote problems

The number appears in the wrong place. Word inserts the marker wherever the cursor is positioned. Undo the insertion with Ctrl+Z on Windows or Command+Z on Mac, click at the correct point in the sentence, and insert the footnote again. Citation placement conventions differ, so check whether the reference marker belongs before or after punctuation in the style you are following.

I cannot find the note text. Look at the bottom of the page containing the marker and scroll if necessary. In Print Layout, the footnote area is part of the page. If the note was actually inserted as an endnote, look in the endnotes area instead. Clicking its marker in the body can help you locate the associated text.

The notes have the wrong numbering or format. Open the Footnotes dialog box from the References tab and review the number format, numbering sequence, and scope of the change. Do not fix numbering by typing over the markers. If numbering restarts unexpectedly, check whether the document contains section breaks with different footnote settings.

A note has moved to another page. Word repaginates as text, margins, and fonts change. The note is usually still connected to its reference. Review the document in Print Layout or a PDF, and avoid adding blank lines to force a footnote into place; blank lines are fragile and can create new layout problems after later edits.

The footnote command is unavailable or hard to see. Confirm that the document is editable rather than protected in a way that blocks changes, and check the References tab. In Word for the web, switch to the desktop application for controls that are not supported in the browser.

When a footnote is the right choice

Footnotes are most helpful when a reader may want supporting information without leaving the page. Common uses include a source note, a short definition, a translation, a clarification about a method, or a brief qualification that would interrupt the main sentence. For example, a report might explain a measurement in the main text and use a footnote to state that a particular dataset excludes incomplete entries.

They are less suitable for information essential to understanding the argument: readers can miss notes, especially when reading on a small screen. Put the central point in the main text. If notes become so numerous that they dominate the page, consider whether endnotes, parenthetical citations, or a separate references section better fits the document’s purpose. Academic instructions and house styles take priority over personal preference.

Frequently Asked Questions

How do I add a footnote in Word without using the mouse?

Place the insertion point where the marker belongs and press Ctrl+Alt+F on Windows or Command+Option+F on Mac. Then type the note when Word moves the cursor to the footnote area.

Can I put more than one footnote on a page?

Yes. Insert a separate footnote at each relevant point in the text. Word numbers and places the notes automatically, subject to the document’s numbering and layout settings.

How do I delete a footnote?

Delete the footnote reference marker in the main text, not just the note paragraph at the bottom of the page. Word removes the linked note and updates the remaining numbers.

Can footnotes restart at 1 in every chapter?

Yes, if chapters are set up as Word sections and the footnote numbering options are configured to restart by section. A page break alone does not create a new section.

Do footnotes count toward a word limit?

That depends on the assignment, publisher, or organization setting the limit. Some count notes and references; others exclude them. Check the stated rules rather than assuming Word’s word count reflects the required method.

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

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Sources: Function behaviour and menu paths: Microsoft Support documentation for Excel. Method & sources

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