How to Format Footnotes in Word (2003)

OK, this looks really difficult and involved, but it really isn't. Print this out and follow the directions. You'll be amazed at how easy this is:

When you wish to insert a footnote reference within the text (body) of your paper:

Go to "Insert" menu

Click on "Reference"

Click on "Footnote . . ."

Footnote should be at the "bottom of the page"

Numbering should be "continuous"

Word will automatically take you to the bottom of the page, where you will insert your information. You don't have to type in the information just yet, if you don't want to. Either way, highlight the entire line/entry including the superscript numeral. Next, hold the [Shift] key down and press the [F1] key. A menu will pop up on the right side. This is the "Reveal Formatting" menu - look at the top and you will see this title with a triangular arrow pointing downwards - keep this arrow in mind. OK, look at the rest of the box.

Under "Font" it should list:

  • Character Style: "Footnote Reference"
  • Font: "(Default) Times New Roman 10 pt"
  • Language: "English (U.S.)"
  • Effect: "Superscript"

Under "Paragraph" it should list:

  • Paragraph Style: "Footnote Text"
  • Alignment: "Left"
  • Indentation: [Left: 0"; Right: 0"]

Click on "Effects:"The Fontmenu will pop up.Uncheck the box for "superscipt" and click "OK."

Next, click on "Indentation:" The Paragraph menu will pop up. Under "Indentation," in the "Special:" drop-down box, select "First line." Under the "By:" drop-down box, change the 0.5" to 0.3."

In the "Spacing" section, in the "After:" box, click on the up arrow twice to get "12 pt" then click "OK" button at the bottom of the dialogue box.

A quick glance to the box to the right will reflect the changes.

Remember the downward pointing triangle next to "Reveal Formatting"? Click on the triangle and a menu will appear. Select "Styles and Formatting," which is right above the "Reveal Formatting" check box.

Under "Formatting of selected text" you will see "Footnote Reference" in a box and below that two buttons. Click on the one on the right that reads, "New Style..."

The "New Style" dialogue box will pop up. In the "Properties" section in the box for "Name:" type in a name such as "Chicago footnote" or something that you will recognise. Click the "OK" button.

OK, now you can go ahead and type in the reference note, if you hadn't done so before.

Now, when you want to insert the next footnote, go ahead and insert the footnote reference in the text using the Insert" menu at the top and Word will take you to the bottom of the page.Highlight the new entry, select "Chicago footnote" or whatever in the "Styles and Formatting" menu, and select the "update to match selection" option in the drop down box.

You only have to format the footnote entry ONCE.

Now the lazy way to do it is just ignore formatting the subsequent entries until you are finished with your paper, then select all the footnote texts using the [Ctrl] key, then click on the Chicago Footnote box then "update to match selection" option in the drop-down box. Format ALL of your footnotes with one click.

~CM~