How to Edit Footnote Numbers in Word

You can easily edit footnote numbers in Word by adjusting their format, restarting numbering, or modifying their appearance through the Footnote and Endnote dialog box and specific style settings.

Footnotes are essential for academic and professional documents, providing additional information or citations without interrupting the main text. Understanding how to customize their numbering ensures your document adheres to specific style guides and maintains a professional appearance. Word offers robust tools to manage footnote numbering, allowing you to control formats, starting points, and continuity.

Changing the Footnote Number Format

One of the most common edits involves changing the actual numbering style (e.g., from Arabic numerals to Roman numerals or letters). This is primarily done through the Footnote and Endnote dialog box.

Steps to Modify Number Format:

1. Access the Footnote/Endnote Dialog Box:
   • In most modern Word versions (Windows), go to the References tab on the Ribbon. In the Footnotes group, click the small dialog launcher arrow in the bottom-right corner.
   • Alternatively, in some versions (especially older ones or Word for Mac), you might find this option by going to the Insert menu and clicking Footnote. This action will open the Footnote and Endnote dialog box.
2. Select Your Desired Format:
   • Within the dialog box, under the Format section, locate the Number format drop-down menu.
   • Click on this menu and choose the numbering scheme that suits your needs, such as:
     • 1, 2, 3, ... (Arabic numerals)
     • a, b, c, ... (Lowercase letters)
     • A, B, C, ... (Uppercase letters)
     • i, ii, iii, ... (Lowercase Roman numerals)
     • I, II, III, ... (Uppercase Roman numerals)
     • *, †, ‡, ... (Custom symbols)
3. Apply Changes:
   • After selecting your preferred format, click Apply or Insert (depending on the dialog context) to implement the changes throughout your document.

Restarting Footnote Numbering

For documents with multiple sections or chapters, you might need to restart footnote numbering at the beginning of each new section or page.

Options for Restarting:

1. Open the Footnote and Endnote Dialog Box:

   • Follow the same steps as above (References tab > dialog launcher, or Insert menu > Footnote).

2. Choose Numbering Behavior:

   • In the Footnote and Endnote dialog box, under the Numbering section, select one of the following options:
     • Continuous: Footnotes are numbered sequentially from the beginning to the end of the document.
     • Restart each section: Numbering resets to 1 (or your custom start number) at the beginning of each new section. This requires your document to have section breaks in place.
     • Restart each page: Numbering resets to 1 (or your custom start number) at the top of every new page.

3. Confirm and Apply:

   • Click Apply or Insert to save your changes.

Customizing the Starting Footnote Number

You can specify a different starting number for your footnotes, which is useful when combining documents or continuing numbering from a previous publication.

Steps to Set a Custom Starting Number:

1. Access the Dialog Box:
   • Open the Footnote and Endnote dialog box (References tab > dialog launcher, or Insert menu > Footnote).
2. Set the Start Number:
   • In the Format section, locate the Start at option.
   • Enter the desired starting number for your footnotes in the field provided.
3. Apply Changes:
   • Click Apply or Insert.

Adjusting the Appearance of Footnote Numbers (Font, Size, Color)

While the Footnote and Endnote dialog box handles the numbering format, to change the visual appearance (font, size, color, bolding) of the footnote numbers themselves, you'll need to modify specific Word styles.

Modifying Footnote Styles:

1. Open the Styles Pane:
   • Go to the Home tab on the Ribbon. In the Styles group, click the small dialog launcher arrow (or press Alt + Ctrl + Shift + S).
2. Locate and Modify Styles:
   • In the Styles pane, identify two key styles:
     • Footnote Reference: Controls the appearance of the footnote number in the main text.
     • Footnote Text: Controls the appearance of the footnote number and the text in the footnote area at the bottom of the page.
   • Hover over each style, click the drop-down arrow that appears, and select Modify...
3. Customize Formatting:
   • In the Modify Style dialog box, click the Format button in the bottom-left corner and choose Font...
   • Adjust font type, size, color, bolding, italics, and other effects as desired.
   • For Footnote Reference, you might only want to change the superscript number. For Footnote Text, you'll be styling the entire footnote entry.
4. Apply Changes:
   • Click OK in the Font dialog box, then OK in the Modify Style dialog box to apply the changes throughout your document.

Using Custom Symbols Instead of Numbers

For specific document types or to differentiate certain notes, you can use custom symbols (e.g., asterisks, daggers) instead of sequential numbers.

Steps for Custom Symbols:

1. Open the Footnote and Endnote Dialog Box:
   • Access the dialog box as described previously.
2. Select Custom Mark:
   • In the Format section, choose Custom mark from the Number format drop-down menu.
3. Choose Your Symbol:
   • Click the Symbol... button.
   • Browse through the available symbols, select the one you want to use, and click OK.
4. Apply:
   • Click Apply or Insert. Note that custom marks typically apply to individual footnotes you insert, rather than automatically generating a sequence of different symbols. For sequential symbols (like *, †, ‡), you'd select that specific format from the "Number format" dropdown.

Summary of Footnote Numbering Options

Option	Purpose	Location in Word (Dialog Box)	Effect
Number format	Change the numbering style (e.g., 1, 2, 3 to a, b, c)	Format section	Changes how numbers appear (e.g., 1, a, i, *)
Start at	Define the initial number for footnotes	Format section	Footnotes begin with the specified number
Numbering	Control continuity of numbering throughout the document	Numbering section	Continuous, Restart each section, Restart each page
Custom mark	Use a symbol instead of a number for a footnote	Format section (from Number format)	Allows selection of a specific symbol (e.g., *, †)
Footnote Reference	Modify the font and style of the number in the main text	Home tab > Styles Pane > Modify Style	Changes visual appearance (font, size, color) of the superscript mark
Footnote Text	Modify the font and style of the footnote number and text at the bottom	Home tab > Styles Pane > Modify Style	Changes visual appearance (font, size, color) of the entire footnote entry

Practical Tips for Footnote Management

• Consistency is Key: Ensure your footnote numbering and formatting remain consistent throughout your document to maintain a professional look and adhere to academic standards.
• Section Breaks for Control: If you need to restart numbering or apply different numbering schemes within a single document, utilize section breaks effectively. Each section can have its own footnote numbering settings.
• Review After Changes: Always review your document after making significant changes to footnote settings to ensure everything appears as intended, especially across different sections or page breaks.

By using these features, you can fully control how your footnote numbers appear and behave in your Word documents, ensuring clarity and adherence to any required formatting guidelines.