Wednesday, January 4, 2012

Electronic Footnotes Part 2

Click this drawing to display a larger version.

When you insert footnotes, it's not uncommon to have a reason to add a cross-reference to the footnote. Because Word assumes you are going to want to cross-reference, it adds Footnote (and Endnote) to the list of Reference types. In addition, Word automatically shows associated cross-reference elements:
  • Footnote number: Word inserts the footnote number as the cross-reference. For example, See footnote 35.
  • Page number: Word inserts the page number on which the footnote appears as the cross-reference. For example, See the footnote on page 96.
  • Above/Below: Word inserts the footnote number with the word above or below based on the location of the footnote in the document. For example, See footnote 35 above.
  • Footnote number (formatted): Word inserts the footnote number as the cross-reference; however, it is presented in superscript, which matches the footnote format.  
In each case, because the option Insert as hyperlink is selected, the cross-reference is formatted as an executable link; that is, click the link to go to that place in the document. These active links remain active when you convert the document to a PDF.

Insert Cross-Reference to Footnote
  1. Confirm that your document has footnotes inserted.
  2. Click in the document where you want to insert the cross-reference to the footnote.
  3. Insert the cross-reference.
    In Word 2007 or 2010, click the Reference tab, and select Cross-reference in the Captions group.
    In Word 2003, select Insert, Reference, and then Cross-reference
  4. In the Reference type field, select Footnote.
  5. In the Insert reference to field, select a cross-reference element.
  6. In the For which footnote field, select a footnote from the list.
  7. Click the Insert button. Word adds the cross-reference to the footnote.
As you edit a document, add more text so that existing text and footnotes move to new pages, and add more footnotes, Word updates all footnote-related text and numbering automatically. In the case of the page number option (See the footnote on page 96.), you need to update the document (Ctrl + A, and then F9...Update entire table) to update page numbers. Letting Word do what it was designed to do--that is, do the work for you--saves you lots of time and trouble.

There's still more to look at and talk about. So stay tuned for the next post.


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  2. This comment has been removed by a blog administrator.

  3. I'm glad you're finding these postings helpful. I've been at this for about a year. We'll see how much more I have in me!

    It's too early to be posting on this blog. I deleted my previous comment since I can't seem to spell this a.m.