How to Insert Footnotes and Endnotes in Word 2016

Edited 4 months ago by ExtremeHow Editorial Team

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In this comprehensive guide, we will discuss in detail how to insert footnotes and endnotes in your document using Microsoft Word 2016. Footnotes and endnotes are useful tools for providing additional information, explanation, or context without distracting from the main body of your text. They allow readers to access reference points or information at the end of a document. As you read further, you will learn not only how to insert them but also how to manage and format them according to your preference.

Understanding footnotes and endnotes

Before we move on to the step-by-step process, let's define what footnotes and endnotes are:

• Footnotes usually appear at the bottom of the page they are referenced on. They provide additional information, citations, or comments related to the main text.
• Endnotes are similar to footnotes, but they are collected at the end of the document or at the end of each chapter. They serve the same purpose as footnotes, providing supplementary information, citations, or brief comments without interrupting the flow of the main text.

Both footnotes and endnotes use numbers or symbols written above in the body of the text to indicate the presence of these notes.

Inserting footnotes in Word 2016

To insert footnotes in Word 2016, follow these steps:

1. Open your Word 2016 document by double-clicking it. Make sure you are on the correct page or section where you want to add the footnote.
2. Place your cursor at the point in your document where you want the footnote reference number to appear.
3. Go to the Context tab on the ribbon at the top of your window. The ribbon is a collection of toolbars that provide access to commonly used commands and features.
4. In the References tab, find the Footnotes group. Here, you'll see options related to footnotes and endnotes.
5. Click the Insert Footnote button. Alternatively, you can use the keyboard shortcut Alt + Ctrl + F. Both will yield the same result.
6. Word will insert a small superscript number where you place your cursor. Also, it will insert a corresponding number at the bottom of the page, leaving room for you to type your footnote text.
7. Click the space that appears at the bottom of the page and type your footnote text. This can be additional information, a citation, or a comment supporting the main text.

Once you insert a footnote and enter your text, Word will automatically number subsequent footnotes sequentially on the same page. You can continue writing your document, and the footnote will remain linked to that point in the text.

Inserting endnotes in Word 2016

Now that you know how to insert a footnote, let's move on to endnotes. The process is very similar to the one used for footnotes, with just a few small differences:

1. As with footnotes, first open your Word document and place your cursor at the point in the text where you want to insert the endnote reference number.
2. Go to the References tab on the ribbon.
3. In the Footnotes group, click the Insert Endnote button. Alternatively, you can use the keyboard shortcut Alt+Ctrl+D.
4. Word will insert a small superscript number at the location of the cursor, just like a footnote.
5. The difference here is that the related note will appear at the end of the document (or in the chapter, if you're working with a multi-chapter document), not at the bottom of the page.
6. Scroll to the end of your document and find the numbered endnote. This is where you will type your endnote text.

Endnotes are especially useful when your document requires a large number of notes, or when you don't want to clutter up the bottom of each page. Like footnotes, Word will automatically number endnotes sequentially throughout the document.

Converting footnotes to endnotes (and vice versa)

In some cases, you may want to convert footnotes to endnotes, or vice versa. Word 2016 makes this simple:

• Click anywhere in your document.
• Go to the References tab in the ribbon.
• In the Footnotes group, click the small dialog box launcher (an arrow icon in the lower right corner of the group). This will open the Footnote and Endnote dialog box.
• Click on Convert button.
• In the next dialog box that appears, you can choose to convert all footnotes to endnotes, all endnotes to footnotes, or convert every footnote and endnote.
• Select your preferred option and click OK.

Formatting footnotes and endnotes

After you insert footnotes and endnotes, you may want to customize their appearance and layout. Here's how you can format them:

Changing location

By default, footnotes reside at the bottom of the page, while endnotes appear at the end of the document. However, you can change these locations using the steps below:

• Click on your document to activate it.
• Go to the References tab and click the dialog box launcher in the Footnotes group.
• In the Footnote and Endnote dialog box, you can select a different location:
  • Options for footnotes include converting them to endnotes or placing them below the text.
  • For final comments, you can place them at the end of the section.
• Under Number Format, you can choose how to number your notes. Common options include numbers, letters, or symbols.
• Click Apply to save your changes.

Formatting numbers

If you want your note numbers to appear differently, you can change the format of the numbers or apply other text formatting:

• Open the Footnotes and Endnotes dialog box from the References tab.
• In the dialog, adjust the number format. Options include Arabic numerals (1, 2, 3…), Roman numerals (i, ii, iii…), and alphabetic characters (a, b, c…).
• Sometimes you may want to restart numbering or continue across sections. Adjust these settings accordingly in the Numbering section of the dialog box.

Customizing the footnote or endnote separator

Word adds a default separator between the text and the note. However, you can customize this separator:

• Switch to Draft view in your document (go to the View tab and choose Draft).
• Go to the References tab.
• In the Footnotes group, click Show Notes.
• A new window pane will appear where you can modify the notes. In this pane, select the Footnote Separator (or Endnote Separator) from the dropdown menu.
• Edit the separator line by clicking on it and modify it as per your preference.

Managing footnotes and endnotes

As your document expands or evolves, you may need to edit or delete footnotes and endnotes:

Editing

To modify text in a footnote or endnote:

• Double-click the superscript number in the main document. This will take you directly to the location of the note.
• Edit text directly in the note section.

Being removed

If a footnote or endnote is no longer needed, removing it is simple:

• Go to the main document and find the superscript number of the note you want to delete.
• Select the number and press the Delete button. This action deletes both the reference number in the text and the actual note.

Reorder footnotes and endnotes

If you reorder sections in your document, footnote and endnote references will adjust automatically. However, be careful about how they link to the text, because reference numbers may change if sections are moved around.

Creating a master list of footnotes and endnotes

If you're preparing a document with many notes, it can be useful to create a master list for reference; this is typically implemented by converting all footnotes to endnotes:

• Follow the steps under "Converting footnotes to endnotes," and choose the option to combine all notes into endnotes.
• Adjust the formatting for endnotes as needed to facilitate easier navigation within a large block of text.

Using footnotes and endnotes for academic writing

Footnotes and endnotes are essential to academic writing, providing proper citations and additional commentary:

• Make sure your footnotes and endnotes follow the citation style preferred by your field of study, such as APA, MLA, or Chicago style. Each style has specific formatting requirements.
• Footnotes are often used in texts where readers may need immediate access to source citations. In contrast, endnotes may be used in historical or publishing settings where extensive notes can be grouped together for easier reading at the end of a document.

Closing thoughts

Mastering the use of footnotes and endnotes in Microsoft Word 2016 can enhance the professionalism of your documents, allowing you to provide essential data, references, or citations without cluttering your main text. Whether you're drafting an academic paper or a detailed report, these tools can help you present extensive information in an organized and reader-friendly manner. By practicing the techniques outlined in this guide, you'll be well-equipped to effectively leverage these features in your written work.

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