10 Minute Guide to Word for Windows 95

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Footnotes and Endnotes

In this lesson, you will learn how to use footnotes and endnotes in your documents.

Footnotes versus Endnotes

You use footnotes and endnotes to explain, comment on, or provide references for text in your document. A reference mark is placed in the text at the location of the text the note refers to, and the same reference mark is used at the beginning of the corresponding footnote or endnote to identify it. A footnote is positioned at the bottom of the page where its reference mark appears, whereas endnotes are grouped together at the end of the document.

The reference marks for footnotes can be either a symbol, such as *, or sequential numbers. Endnotes are almost always referenced by sequential numbers. Word manages your footnotes and endnotes for you, automatically renumbering them when you delete or insert a note in the document.

Inserting a Footnote or Endnote

These are the steps required to insert a footnote or endnote in your document:

1. Position the insertion point where you want the reference mark located in the text.

2. Select Insert Footnote to display the Footnote and Endnote dialog box (Figure 18.1). Be sure the desired type of note, Footnote or Endnote, is selected.

Figure 18.1
The Footnote and Endnote dialog box.

3. For sequentially numbered notes, click the AutoNumber option. For a symbol, click the Custom Mark option, then enter the desired symbol in the box. You can also click the Symbol button and select the desired symbol from the dialog box that is displayed.

4. Click the OK button. Depending on which view you are in, one of the following happens:


Timesaver Tip: Quick note keys To insert a footnote, press Alt+Ctrl+F. For an endnote, press Alt+Ctrl+E.

Viewing and Editing Notes

Editing and viewing footnotes and endnotes is done in the actual note position if you are in Page Layout view, or in a special pane if you are in Normal view. Select Normal or Page Layout from the View menu to change views.

If are in Page Layout View, you can edit and view footnotes and endnotes in the actual note position. Select Page Layout from the View menu to change to Page Layout view. In Normal view you edit footnotes and endnotes in a special pane.

To view a note, select View Footnotes or double-click the note's reference mark in the text. Then, edit the note text using Word's usual editing and formatting commands, including defining and assigning styles and using the Ruler. Click the Close button (if in Normal view) or the regular document text (if in Page Layout view) when you are done editing the note.

Moving and Deleting Notes

To move a note's reference mark to a new location in the text, select either the reference mark alone or with its surrounding text. Then drag it to the new location, or

1. Select Edit Cut, press Ctrl+X, or click the Cut button on the standard toolbar.

2. Move the insertion point to the new location.

3. Select Edit Paste, press Ctrl+V, or click the Paste button on the standard toolbar.

To delete a note, select its reference mark and press Del. When you move or delete a numbered note, Word automatically renumbers the remaining notes.

Customizing Footnotes and Endnotes

Word's default settings are to number footnotes with arabic numerals (1, 2, 3...) and endnotes with lowercase Roman numerals (i, ii, iii...). You can change the numbering style of your document's notes as follows:

1. Select Insert Footnote to display the Footnote and Endnote dialog box (shown earlier in Figure 18.1).

2. Click the Options button to display the Note Options dialog box, shown in Figure 18.2.

Figure 18.2
The Note Options dialog box with the All Endnotes tab displayed.

3. Click the All Footnotes or All Endnotes tab depending on which type of note you are changing the numbering for.

4. Pull down the Number Format list and select the desired numbering style.

5. Click OK to return to the Footnote and Endnote dialog box, then click OK again to return to your document.

In this lesson, you learned how to include footnotes and endnotes in your Word documents. The next lesson covers Word's AutoCorrect feature.


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