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.