How to Add Footnotes in Word

Insert footnotes in Word with ease. Add, format, and manage citations to support academic papers, legal documents, and business reports with clarity and precision.

Want to make your documents more credible and professional?

Footnotes provide a space to reference sources, clarify arguments, or add useful details, all without distracting readers from the main content.

They are widely used in academic, legal, and business documents, so knowing how to insert and manage footnotes in MS Word is essential.

This guide covers everything you need to:

• Insert footnotes
• Delete footnotes
• Format footnotes
• Use Chicago, MLA, and APA styles
• Answer frequently asked questions

Follow the step-by-step instructions to handle footnotes in Word with clarity and confidence.

How to add footnotes in Word

Follow these steps to insert footnotes in Microsoft Word on Windows. Instructions may vary slightly depending on your Word version, but most layouts are similar.

Step 1: Open your document

• Launch Microsoft Word on your computer.
• Open the Word document where you want to insert footnotes.

Step 2: Position your cursor

• Find the sentence or word that needs a footnote.
• Click to place your cursor at the end of the sentence or immediately after the word.
• This is where the superscript footnote number will appear. Choose a location that makes the reference clear to your reader.

Step 3: Go to the References tab

• Click on the References tab in the top menu.
• In the Footnotes section, click Insert Footnote.
• Word will add a superscript at your cursor and move the view to the bottom of the page, this is where you’ll type your footnote.

Step 4: Add and format your footnote

• Type the content of your footnote in the text area provided.
• You can format the footnote text if needed.
• Keep footnotes brief and relevant. Long notes can interrupt reading flow, so use them for short clarifications or source references.
• Proofread carefully to make sure it reads well.

Step 5: Save and continue working

• Save your document to avoid losing changes.
• Click back into the main body of your document to continue writing.

Once saved, the footnote text will appear at the bottom of that page, and the superscript in your body text will link directly to the footnote.

Pro tip: If you need to make quick edits to the body of your Word document online (without downloading software), you can use a free DOCX editor. Note that it doesn’t support editing footnotes or endnotes, but can edit your main text content.

How to delete footnotes in Word

If you added a footnote by mistake or no longer need it, removing it in MS Word is simple. Just follow the steps below.

Step 1: Select the footnote reference

• Select the superscript footnote reference in the main text of your Word document.

Step 2: Delete the reference mark

• Press the Delete key on your keyboard.
• Word will automatically remove both the footnote reference in the text and the corresponding footnote text at the bottom of the page.

If you delete the footnote text directly (instead of the reference mark in the main text), Word may keep the reference number and show an empty footnote when clicked. Always delete from the main text to fully remove the footnote.

Pro Tip: Delete all footnotes at once

To remove all footnotes from your document in one action:

1. Press Ctrl + H to open Find and Replace.
2. Go to the Replace tab.
3. In the Find what field, enter ^f (or click More > Special > Footnote Mark).
4. Leave the Replace with field empty.
5. Click Replace All.

This will remove all footnotes and their text from the entire document.

How to format footnotes in Word

Once you insert footnotes in Word, you can also customize their appearance. You can change numbering styles, such as Roman numerals or alphabetical letters, and switch between footnotes and endnotes if needed.

Here are a few standard practices to follow:

• Double-space your footnotes, unless your style guide says otherwise.
• Indent the first line of each footnote where the superscript number appears at the bottom of the page.
• After the superscript number, leave a space before you start writing your note.
• Do not add space before the superscript number in the main body text.
• Footnote numbering should start at 1 and continue throughout your document.
• Every footnote mark gets its own unique number. Never reuse the same reference number twice.
• Follow the reference style guidelines required by your field (APA, Chicago, or MLA)

Footnotes vs. Endnotes: What’s the Difference?

Knowing when to use footnotes versus endnotes helps you choose the format that best matches your document’s style and readability.

• Footnotes appear at the bottom of the page where the reference is made.
• Endnotes appear at the very end of the document, grouped together.
• Use footnotes if you want readers to see the reference immediately.
• Use endnotes if you prefer a cleaner page layout and don’t want references interrupting the flow.

Footnotes in APA, MLA, and Chicago: What’s the Difference?

Chicago, MLA, and APA styles differ primarily in their intended use, citation methods, and academic focus.

• APA (American Psychological Association) is used in psychology, education, and the sciences.
• MLA (Modern Language Association) is common in literature, philosophy, and the humanities.
• Chicago style is frequently used in history, business, and the fine arts.

Here’s how each style handles footnotes:

APA footnotes

APA style generally favors in-text citations and a reference list rather than footnotes for citations. However, APA permits footnotes in certain cases:

• Additional or non-essential clarifications
• Copyright permissions
• Content notes that would disrupt the flow of the main text

APA footnotes are minimal and should be used sparingly.

Chicago footnotes

Chicago style often relies heavily on footnotes or endnotes, especially in academic fields like history. A typical footnote includes:

• Author name(s),
• Title of the source,
• Publication details,
• Page number(s).

Chicago style’s footnote system is particularly thorough. The bibliography at the end of your document restates each reference in more detail.

MLA footnotes

MLA style mainly relies on in-text citations, but allows footnotes or endnotes for:

• Brief explanations
• Additional context
• Supplementary commentary

Complete source details still go in the “Works Cited” section, so footnotes in MLA are used more for clarification than citation.

Tips for adding footnotes in Microsoft Word

Keep these tips in mind to ensure your footnotes stay clean, consistent, and properly formatted:

• Be careful to not overwrite footnote text.
• Use a consistent numbering style. If you change from Arabic numerals to Roman numerals (or letters), apply the new style to all footnotes for consistency.
• Update footnotes when editing your document. If you move paragraphs, outdated footnotes might remain. Always double-check for leftover references.
• Adjust line spacing in footnotes. Set line spacing to 2.0 for better readability. See our guide on how to double space in Word.
• Switching to “Convert to Endnotes” can place references at the end of the document. Make sure you choose the correct option if you want footnotes and not endnote text.
• Save as PDF before sharing. Converting your Word file to a PDF helps preserve footnote formatting and reference links when distributing your document.

Frequently asked questions

What is the shortcut for adding a footnote in Word?

Press Alt + Ctrl + F on your keyboard to add a footnote in Word. This shortcut works in most desktop versions of MS Word on Windows.

Can I highlight footnote text differently?

Yes, you can change text color, size, and font in the footnotes section. Select the footnote text, then customize it as you would any other text in Microsoft Word.

What if I have too many footnotes on one page?

If you have many footnotes, Word may move some to the next page to fit them properly. Try shortening footnote content or splitting the main body text into separate paragraphs or sections.

If footnotes still overflow, double-check that your page numbers align correctly. For help, see our guide on how to add page numbers in Word.

How do I switch from footnotes to endnotes?

Go to the “References” tab, click the small arrow in the “Footnotes” group, and choose “Convert.” You can choose to convert all footnotes to endnotes or just selected ones.

How do I insert endnote in Word?

To insert endnote in Word, place your cursor where you want the reference mark to appear. Then go to the References tab and click Insert Endnote. Word will add a superscript number in the text and place the endnote at the end of the document.

Is there a way to automatically renumber footnotes after rearranging paragraphs?

Yes. Word automatically updates footnote numbering when you move text. Make sure to review your document to ensure accuracy, especially if manual edits were made.

Which style is best for academic papers?

The best style often depends on your field or instructor’s preference. Humanities papers often choose Chicago, while the sciences use APA. MLA is popular in language and literature studies.

Creating clean, professional footnotes and endnotes

Footnotes help keep your writing clear by placing citations and comments in an organized, unobtrusive space. With Microsoft Word, adding and managing footnotes is quick and straightforward.

Correct formatting not only improves readability but also demonstrates credibility and helps avoid plagiarism, essential in academic and professional writing.

Whether you follow Chicago, MLA, or APA conventions, your footnotes should be consistent and properly formatted. Use the tips in this guide to ensure accuracy, clarity, and professionalism.