When writing academic papers, research reports, or legal documents, you often need to provide citations, additional context, or explanatory comments without interrupting the flow of your main text. The standard way to achieve this is by using footnotes.
A footnote inserts a small superscript number in your text and automatically places the corresponding note at the very bottom of that same page. Microsoft Word handles all the formatting and numbering for you automatically.
How to Insert a Footnote
Adding a footnote in Word requires only a couple of clicks.
- Open your Microsoft Word document.
- Place your blinking text cursor exactly where you want the superscript footnote number to appear (usually at the end of a sentence, immediately after the punctuation).
- Click on the References tab in the ribbon at the top of the screen.
- Locate the Footnotes group.
- Click the large Insert Footnote button (it has an icon showing an ‘AB’ with a superscript ‘1’).
Word will instantly jump to the bottom of the current page, insert a separator line, and place a small “1” where you can begin typing your citation or note.
How to Delete a Footnote
If you decide you no longer need a footnote, you should not try to delete the text at the bottom of the page. Doing so will leave the superscript number stuck in your main text.
To properly remove a footnote:
- Find the small superscript number in the body of your document.
- Highlight the superscript number (or place your cursor directly behind it).
- Press the Backspace or Delete key twice.
When you delete the reference number from the main text, Word will automatically delete the corresponding text at the bottom of the page. Even better, it will instantly renumber all subsequent footnotes in your document so your sequence remains perfect.
Footnotes vs. Endnotes
While looking at the References tab, you likely noticed an “Insert Endnote” button right next to the footnote button.
- Footnotes appear at the bottom of the specific page where they are referenced. They are best for quick explanatory notes.
- Endnotes are grouped together at the very end of the entire document or chapter. They are usually used for long lists of citations or bibliographies, keeping the individual pages clean and uncluttered.
The process for inserting an endnote is exactly the same as a footnote; simply click Insert Endnote instead.