How to Add a Footnote in Word (Desktop, Mac and Web Steps)

Footnotes are the quiet workhorses of a credible document. They let you show where a statistic came from, add a side comment, or credit a source without cluttering the sentence your reader's in the middle of. Word handles the numbering for you, which is the part nobody wants to manage by hand.

I use them in reports, white papers and long client proposals, where a claim with a source beside it reads as far more trustworthy. Here's how to add one on each version of Word, how to jump back and forth, and how to change the numbering style.

Footnote or endnote in Word: which one you want

Microsoft's help puts it simply. A footnote appears at the bottom of the current page, and an endnote appears at the end of the document. Either way, a number or symbol in the note matches the small reference mark in your text, so the reader can connect the two.

Note type	Where the note text sits	Good for
Footnote	Bottom of the same page	Short sources and asides readers check as they go
Endnote	End of the document	Long reference lists that would crowd each page

If you're not sure, footnotes are friendlier for business readers because nobody has to flip to the back to see what you meant.

Adding a footnote in Word on a desktop

1. Click exactly where you want the little reference number to appear, usually straight after the word or the full stop.
2. Select the References tab on the ribbon.
3. Select Insert Footnote. If you'd rather have an endnote, choose Insert Endnote instead.
4. Word drops you into the note area. Type your note text.

Microsoft's keyboard shortcut list gives Ctrl+Alt+F to insert a footnote and Ctrl+Alt+D to insert an endnote on Windows, which saves a trip to the ribbon if you're adding a lot of them.

Getting back to your place after a Word footnote

Once you've typed the note, you don't need to scroll up to find where you were. Microsoft's training page says you double-click the reference mark at the beginning of the note, and Word takes you back to that spot in the text. It's a small thing, but it keeps you in the flow when you're writing something long.

Adding a footnote in Word for the web

1. If the document opens in Viewing mode, select Edit and then Editing first. The References controls won't work until you do.
2. Click where you want the reference mark.
3. Select References, then Insert Footnote (or Insert Endnote).
4. Type your note.

To see all your notes together in the browser version, select References and then Show Footnotes. Microsoft says Format Footnotes there opens Format Options, where you can change size, font and indentation. One limit worth knowing: you can't convert footnotes into endnotes in Word for the web. For that, use Open in Word to switch to the desktop app.

Changing footnote numbering in Word for Mac

1. Open the References tab.
2. Select the small arrow in the lower-right corner of the Footnotes group.
3. In the Footnote and Endnote box, pick the number format or symbol you want.
4. Choose whether the change applies to the whole document or just the current section, then apply it.

The section option is handy if you've got an appendix that should use letters or symbols instead of numbers, so readers don't confuse them with the main notes.

Using Word footnotes in business documents

Footnotes are where you back up what you say. If a proposal mentions a market trend or a statistic, a footnote naming the source shows the reader you've done the homework. When a colleague or client checks the sources before it goes out, have them review with Track Changes switched on in Word so every edit to a note is visible.

For academic-style documents, footnotes often sit alongside a formal reference list. Word has a separate citations tool for that, and my guide to inserting a citation in Word explains how the two fit together.

Writing footnotes in Word that readers will read

A footnote's only useful if someone bothers to look at it. Keep each one short: the source name, the title and where to find it are plenty for most business documents. If you've got a paragraph's worth to say, that's usually a sign it belongs in the main text or an appendix instead.

Place the reference mark where the claim ends, not halfway through a sentence, so the reader isn't interrupted. And don't stack three notes on one line; combine them into a single note that lists each source. Word renumbers everything automatically when you add or remove a note, so you can reshuffle sections freely without breaking the sequence.

Word footnote problems and quick fixes

• The References tab is greyed out online. You're in Viewing mode. Switch to Editing first.
• You can't find where the note went. In Word for the web, use References and Show Footnotes to open the note area.
• The numbers look wrong for one part of the document. On a Mac, open the Footnote and Endnote box and check whether the format applies to the whole document or only the current section.
• You need endnotes instead. On the web, Microsoft says converting isn't available, so open the file in the desktop app.
• The note text looks too big or too small. Format Footnotes in Word for the web lets you change size, font and indentation.

Frequently asked questions

Where is Insert Footnote in Word?

It's on the References tab. Click where you want the mark, then select Insert Footnote. Insert Endnote sits right next to it.

What's the difference between a footnote and an endnote?

According to Microsoft, a footnote appears at the bottom of the current page and an endnote at the end of the document. Both link to a matching number or symbol in the text.

Is there a keyboard shortcut for a footnote in Word?

Microsoft's shortcut list gives Ctrl+Alt+F to insert a footnote and Ctrl+Alt+D to insert an endnote.

How do I get back to the text after typing a footnote?

Double-click the reference mark at the beginning of the note, and Word returns you to your place in the document.

Can I convert footnotes to endnotes in Word for the web?

No. Microsoft says that isn't available in the browser version, so select Open in Word and do it in the desktop app.