Microsoft Word is a popular word processing program that is part of the Microsoft Office suite of products. This ITS training document deals with Word 2011, which is the latest version of Word for the Mac. In Microsoft Word 2011 the ribbon is located directly below the standard toolbar and is. Hold down CONTROL, click the cross-reference number, and then click Update Field on the shortcut menu. Word updates cross-references automatically when you print. To quickly add a footnote or endnote, on the Document Elements tab, under Citations, click Footnote or Endnote.
In Word 2013, you can create either footnotes or endnotes in a variety of styles. Footnotes and endnotes can be used for bibliography information, such as citing the source of information or for explanatory information that may not be appropriate for inclusion in the body text.
Word’s footnote and endnote tools help you create and place the note. These tools also keep the notes numbered sequentially and connect the superscript number in the text to the corresponding number next to each footnote or endnote.
How to insert a footnote in Word 2013
A footnote is an explanatory note that appears at the bottom of the same page where its reference number appears. When you use footnotes, the main part of the text stops a few lines earlier than normal on the page so there will be enough room for the footnote to appear. Word automatically adjusts the spacing for you to make the footnote appear in the right place.
Footnotes provide additional information that’s not part of the main text. For example, a footnote could provide anecdotal information about a source you’re citing. You can also use footnotes for source citations.
- Open a Word document in need of footnotes.For this example a biography will be utilized.
- Click at the end of the first sentence which needs a footnote. In this example, after the first sentence in the first paragraph under the Early Career heading to move the insertion point immediately after its period and then choose References→Insert Footnote.A small number 1 appears at the spot where the insertion point was, and a corresponding footnote appears at the bottom of the page. The insertion point moves into the footnote, so you can type its text.
- Type the footnote, for the example, Garrison, Australian Dictionary of Biography, pp. 502–505.
- Select the text appropriate text, Australian Dictionary of Biography, and then choose Home→Italic (or press Ctrl+I) to italicize it.The footnote appears.
- Save the document.
How to insert an endnote
Endnotes are useful when you need a notation system but don’t want the notes to take up space at the bottom of each page. With endnotes, all the notes appear at the end of the document, in one list.
- In your biography document, click at the on your next reference point. For the example, the end of the second sentence in the first paragraph under the heading Early Career to place the insertion point immediately after the period.
- Choose References→Insert Endnote.A small i (actually a lowercase Roman numeral) appears where the insertion point was. On the next page, below the last paragraph, an endnote section appears, and the insertion point moves into the note.How can you tell that the endnote section is not a footnote? Because it appears immediately following the last paragraph of the document, rather than appearing at the bottom of the page.
- Type your reference, i.e., Odgers, The Royal Australian Air Force, p. 49.
- Select your reference title,The Royal Australian Air Force, and then choose Home→Italic or press Ctrl+I to italicize it.The endnote appears.Word enables you to have both footnotes and endnotes in a document, but that can get confusing for your readers. Experts recommend that you stick with either footnotes or endnotes, one or the other, in a document.
- Save the document.
How to convert between footnotes and endnotes
Generally speaking, you should use one or the other in a document — footnotes or endnotes — but not both. Even though Word allows you to use both, as you did in the previous exercise, doing so can be confusing because the reader doesn’t know where to look to find a note.
If you have used both footnotes and endnotes and now want to remedy that, or if you want to switch between using one or the other, Word makes it easy to do so.
- In your biography document, on the References tab, click the dialog box launcher in the Footnotes group.The Footnote and Endnote dialog box opens.
- Click the Convert button.The Convert Notes dialog box opens.
- Select the Convert All Endnotes to Footnotes option and then click OK.The endnote is converted to a footnote on page 1.
- Click Close to close the dialog box.
- Save the document.
How to format footnotes and endnotes
You can change many aspects of footnotes and endnotes in your document, including what numbering scheme will be used for them, what the starting number will be, whether the numbering restarts on each page, and so on.
- In your biography document, on the References tab, click the dialog box launcher in the Footnotes group.The Footnote and Endnote dialog box opens.
- From the Number Format drop-down list, choose the uppercase Roman numerals (I, II, III), and then click Apply.The new numbering format is applied in the document.
- On the References tab, click the dialog box launcher in the Footnotes group.The Footnote and Endnote dialog box opens.
- From the Number Format drop-down list, choose the set of symbols at the bottom of the menu and then click Apply.The symbols are applied as footnote markers.
- Save the document and close it.
Note: this page has been updated to take into account changes due to the release of the 4th edition of the AGLC.
This study guide has been designed to supplement the EndNote for Law classes run by the UTS Library. It provides information about the use of EndNote for Law, including creating your EndNote library, inserting EndNote references into a Word document, creating a reference list and adding pinpoint references to your footnotes. The Library recommends that you attend a library workshop in order to be able to effectively use EndNote for legal referencing.
Melbourne University Law Review hosts the Australian Guide to Legal Citation website. The University of Western Australia has produced a useful AGLC4 referencing guide, not specifically related to EndNote but still useful.
UTS Library has an AGLC4 and EndNote Guide (.doc) available in print format that summarises much of the information below.
- Notes describing the different reference types in AGLC 4rd edition (in progress) (PDF)
Creating References in your EndNote Library:
Note: you'll find more guidance about what fields to use for various references on our EndNote Law: Citations page
- Use the New Reference icon (or Control/Command + N) in EndNote to open a template for a new reference.
- Use the drop down list at the top of the template to select the appropriate reference type.
- Type relevant information into the appropriate fields.
- Close the template - this saves the new reference into your EndNote Library.
- Double click on any reference if you need to edit it.
Judges and their titles should all be listed on one line exactly as you want them to appear, eg Gleeson CJ, Gummow & Hayne JJ
Author names format - enter authors as Surname, First name. They will appear this way in bibliography but in footnotes they will appear as First name Surname. For multiple authors, enter each on a separate line.
If your author is an organisation, add a comma directly after the organisation name - this tells EndNote not to format the name as if it were a person.
Enter years without brackets. EndNote will automatically apply the appropriate bracket style.
Journal titles should be entered in full. Law Report series titles should be entered using standard abbreviations.
Ordinal Numbers: numbers such as 23rd or 5th need to have their ordinal part ('rd' and 'th' in these examples) superscripted. This can be done in Windows using the A1 icon in the top of the reference template, and on a Mac by selecting Edit, Font, Superscript.
URLs should be entered into the URL field without brackets.
Regulations, other Delegated Legislation, Constitutions: use Statute reference type
United Nations Documents: type the Resolution Number in full (eg GA Res 34/40); type Subdivision numbers as ordinals (eg 2110th). You'll have to change the ordinal ('th' in this case) into a superscript in the EndNote reference.
Inserting EndNote References into Word:
- In EndNote, select the reference(s) you wish to insert into your footnote
- In Word, use Word's insert footnotes function to place a footnote into your document
- Place your cursor into the footnote at the bottom of the page
- Click on Insert Citation, Insert Selected Citation(s) Word's EndNote Toolbar. This adds the citation(s) into the footnote; and also into the reference list at the end of your document.
Adding Pinpoints to References in your Footnotes:
- Click on the EndNote reference in the footnote to highlight it.
- Then click on Edit & Manage Citations in Word's EndNote Toolbar or Tab. A window appears.
- Type the number(s) into the Pages box in the Edit Citation window.
- Click OK to close the Edit Citation window.
Enclose the number(s) typed in square brackets if you wish to indicate a paragraph number rather than a page number.
For pinpoint references to sections of Acts, Bills, Treaties and some other reference types, enter the abbreviation for the section, clause, article etc as well as the number. Eg type into the Pages box: s 67 to pinpoint section 67 of an Act; or cl 7 to pinpoint clause 7 of a Bill; or art 5 to pinpoint article 5 of a Treaty.
Organising your Reference List into Categories:
AGLC guidelines (section 1.13 of the 4th edition) state that reference materials must be organised by material type: Cases, Legislation etc. When using EndNote a reference list automatically begins to form at the end of your Word document as you enter citations into the document. Initially, this reference list will be organised in alphabetical order rather than by material type.
To organise your reference list by material type according to AGLC guidelines:
- In Word's EndNote tab/toolbar, click on Categorize References, Configure Categories. The Configure Categories window will appear.
- In the Category Headings section, you'll want to see some or all of the following categories listed:
- Articles/Books/Reports
- Cases
- Legislation
- Treaties
- Other
- Add the headings by clicking on the Category Headings plus sign.
- Once the headings are set up, click on All References in Bibliography (just above the list of headings) and drag and drop each reference into its appropriate category. Each reference can only be in one category but you can drag references from one category to another if you make a mistake. Uncategorized References shows any that have not yet been added to a category.
- The AGLC guidelines suggest you add A to E in front of the category names above. It's fine if you want to do this, but you should then remove any category that contains no references. In that case you'll need to use A to B, A to C, or A to D.
- Then click OK. You'll see the bibliography now shows the category headings with references under the appropriate headings.
- If you notice any errors, just go back to the Configure Categories window and correct them.
- If you later add additional references to your document these will appear in the bibliography in a category called Uncategorized References. To add these to a catagory just go to the Configure categories window and drag onto the appropriate category.
Editing your Reference List:
Most simple errors in the reference list (typos for example) should be corrected in your EndNote library; use Update Citations and Bibliography to implement these changes in Word. Remove a citation from the reference list by selecting it in the footnote where it was cited, clicking on Edit & Manage Citations, and using the drop down menu next to the citation in the upper half of the Edit & Manage Citations window to Remove it. Removing a citation from a footnote in this way does not remove it from the reference list if it was cited in another footnote.
Occasionally, however, some references will be categorised out of alphabetical order, or will not be able to be moved out of the Uncategorized Group. There may also be some issues with commas in some pinpoints.
To fix this, use Convert Citations and Bibliography / Convert to Plain Text in Word's EndNote Tab / Toolbar to create a 'clean' version of your document (ie without all the hidden EndNote codes). This allows you to edit the document in Word. You can then:
- move sections of the reference list around
- edit references in your footnotes
- make changes to pinpoints.
Organising your Bibliography into Categories: see above.
Ibid and (n footnote number):
![For For](/uploads/1/2/6/2/126268338/557559688.png)
Sometimes you will need to refer to the same reference in different footnotes, possibly with different pinpoints.
If the footnotes are consecutive (section 1.4.3 of the AGLC 4th edition)
Insert citations and pinpoints in the footnotes as normal. EndNote will automatically change citations in the consecutive footnotes to 'Ibid', leaving pinpoints intact.
If the footnotes are not consecutive (section 1.4.1 of the AGLC 4th edition)
You need to insert a (n footnote number) reference as follows:
- Insert the footnote as normal.
- Insert the reference using EndNote as normal. If the reference has been cited earlier, and requires (n footnote number), you will see EITHER the author surname(s), possibly followed by a title, OR the short title of the reference, then the text '(n '.
- To add the footnote number after '(n ' click on References, Cross-reference (on a Mac, click on Insert, Cross-reference). A window opens.
- Choose Footnote in Reference Type: you'll see a numbered list of all the footnotes.
- Select the footnote in the list that you wish to refer to, and click Insert, then Close.
- You'll see the number of this footnote appear after the '(n '.
- Type a close bracket ')' then a full stop. If you have a pinpoint type the close bracket, a space, then the pinpoint, then a full stop.
As you insert more footnotes into the documents Word will automatically renumber the main footnote numbers as necessary. However, the numbers in the '(n footnote number)' cross-references need to be separately updated to reflect these changes. This is easy! To update the cross-references:
- Select all footnotes by clicking into any footnote and then press Control + A (Command + A on a Mac) on your keyboard. You'll notice that the cross-reference numbers in the footnotes are a slightly darker grey than the rest of the text, similar to the inserted EndNote citations.
- Press the F9 key on your keyboard (on a Mac, right click or Control + click in the selected footnotes, and select Update Field).
- Say 'yes' to this action when asked. All numbers will now be updated.
- You can do this whenever and as often as you like.