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How to change the language of your Word 2007, 2010 or 2013 document

This article tells you how to change the language of your document in Word 2007, 2010 or 2013.

Why would I want to change the language of my Word document?

The language that is set for your Word document sets the language in which the spelling and grammar checks work. If you are working, say, at a university that uses UK English, and you use a version of Word that’s set for US English, when you run a spell check (or if you ask Word to highlight errors as you go along), the spelling will default to American English. You will submit your document in the incorrect version of the language. This can really matter if you’re instructed to use one particular version, and will matter more as you move into submitting articles for journals (which may specify either version of English) or working for a company that uses British or American spelling as standard.

If you’re working in the field of localisation, or even just, as I used to, writing documents for the US and UK markets simultaneously, making sure that the language set for your document matches the language you’re working in means that you can run final checks and make sure that you’re using the appropriate spelling.

If your document has come from another country which uses a language other than English, for example if you’re working on a document prepared by a translator working out of their own language, you really need to change the language to English before you start editing it, or when you run a final spell check, every word will be highlighted and confusion will ensue.

So it’s important to make sure that the language of your document matches the language in which you wish to work. I receive many documents to proofread which are set for US English but are for a student at a UK university – a quick set of actions is all that it takes, but I fear that students will be penalised if they use the inappropriate spellings for the context.

How do I view and change the language in my document?

In Word, the language that is set for your document should appear in the lower status bar of your document:

1 language on status bar

From here, you can easily change the language of selected text or the whole document (see below). But first we’ll look at how to add this useful display if it’s not showing.

How do I make the language display on my status bar?

If the language isn’t showing on your status bar and you want to see it there, right-click anywhere on the lower status bar. A menu should appear with lots of options to tick. Any item that is ticked will appear on the status bar – this is also useful if you want to view your word count there.

2 add language on status bar

Click on Language or tick the tick-box next to it, and your language will appear for ever more in the bottom status bar.

This works exactly the same for Word 2007, 2010 and 2013.

How do I change the language using the status bar display?

First you need to highlight the text whose language you want to change.

You might want to highlight parts of the document (for example if it’s a dual translation in two languages and you just want to set one to UK English, or it’s a localisation and you just want to change one column of a two-column original and target language table), keeping the control key pressed down if you want to select several individual blocks of text.

If you want to change the language of the whole document, go to the Home tab and choose Select to the very right of the tab, then Select All:

3 select text

(or you might press the Select All button on your Quick Access Toolbar if you’ve added it there (marked with an arrow on the screenshot above) – see my article on Adding Buttons to the QAT if you need to know how to do that).

Once you’ve highlighted the text for which you want to set the language, click on the language display in the bottom status bar and choose your language:

4 select language

Note: Do not check spelling or grammar has a blue square next to it. Click in this square twice so that first a tick, then nothing, appears in the square.

Now click on OK. Your language will have changed to the language you selected.

This works exactly the same for Word 2007, 2010 and 2013.

How do I change the language using the menus in the ribbon?

If you don’t choose to display the language in the lower status bar, you can access it via the menus in the ribbon at the top of the screen instead. This works slightly differently in Word 2007, 2010 and 2013, so I’ll show you screenshots of all three.

In Word 2007, choose the Review tab and then Set Language in the Proofing section:

5 menus 2007

In Word 2010, choose the Review tab, then the Language button in the Language section, and click Set Proofing Language:

5 menus 2010

In Word 2013, again, choose the Review tab, Language section, Language button and Set Proofing Language:

5 menus 2013

For Word 2007, 2010 and 2013, once you’ve clicked on the relevant button, you will see the dialogue box for changing the language: select your language, remembering to click the blue square next to Do not check spelling and grammar once, twice, so there’s a tick then nothing:

7 select language

How do I change the language in my comments balloons?

You may find that the language in your comments balloons remains the original language of the document. If you need to change the language in your comments, see this article.

———–

In this article, I’ve shown you how to change the language of your Word document. If you have found this useful, please leave a comment and click on the sharing buttons below. Thank you!

This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents.

Related posts on this blog:

How to change the language of comments

Please note, these hints work with versions of Microsoft Word currently in use – Word 2007, Word 2010 and Word 2013, all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here

 
 

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How to use find and replace in Word 1: simple search and replace

This is the first of three articles about the useful Find and Replace functions in Word. It covers Word 2007, Word 2010 and Word 2013 in detail, although once you’ve got past the first hurdle, they all work in exactly the same way. This article tells you why you might want to use Find and Replace, how to locate them, and basics of how to use them. Subsequent articles look in more detail at how to find specific words and phrases, and even symbols and formatting.

Why would I use Find and Replace?

The Find function in Word is very useful if you need to locate all of the places where you’ve used a particular word or phrase. I use it to check that I’ve kept things consistent. I might look for every instance of the word “Find” in an article on Find and Replace, for example, to check …

  • Have I always used it with a capital letter or sometimes with a lower-case initial letter?
  • Have I always typed Find and Replace, or sometimes Find & Replace?
  • Have I used find, finding, etc. too many times around the word Find, making the piece look clumsy?

I also use Find and Replace if I have decided that I want to change something throughout the text, for example:

  • I’ve used “low fat” and “low-fat” inconsistently and want to change all instances to low-fat
  • A client wants me to eliminate double spaces after full stops. I Find ”  ” and replace it with ” “
  • I’ve misheard an album title in a transcription and want to go back and find the incorrect version and replace it with the correct one

So, that’s why we use it – how do we use Find and Replace?

How do I access Find and Replace in Word 2007?

You can access the Find and Replace dialogue box in Word 2007 by going to the Home tab and clicking on the arrow to the right of Find at the right-hand end of the menu bar:

1a Word 2007

Word 2007 also uses the simple Ctrl-F keyboard shortcut to bring up the Find and Replace dialogue box (this also works in Word 2003).

1 Word 2007

Once you’ve brought up the dialogue box, type in the text you want to search for and press Enter or the Find Next button.

How do I access Find and Replace in Word 2010?

In Word 2010, you can access find and replace using the Home tab and the Find option at the right (note Advanced Find option):

2a Word 2010

If you just choose Find, you’ll get the sidebar shown below, if you choose Advanced Find, you’ll jump straight to the dialogue box.

Pressing Ctrl-F will bring up a sidebar with a simple search option. This seems very odd if you’re used to Word 2003 and Word 2007, as you are left wondering where the familiar dialogue box is, but it’s actually very useful, as you can see at a glance how many times your word is used and where in the text it can be found, and the word searched for (in this case localisation) is highlighted in the text:

2 Word 2010

If you want to access the more advanced Find and Replace dialogue box that you’re used to from Word 2007, you need to either choose Advanced Find from the Home tab Find area, or click on the arrow to the right of the magnifying glass in the side panel. If you do that, you’ll get a drop-down menu which includes Advanced Find.

3 Word 2010

Whichever option you choose, you will then be confronted with the familiar Find and Replace dialogue box:

3a Word 2010

Once you’ve brought up the dialogue box, type in the text you want to search for and press Enter or the Find Next button.

How do I access Find and Replace in Word 2013?

This works pretty well exactly the same as in Word 2010, just with fewer colours and less handy yellow highlighting (I’m sure you can add that back in and I’ll write about that when I find out  how to do it). So, you can either access Find and Replace using the Home tab, Find area, and dropping down the arrow at the right to choose Find or Advanced Find:

3a Word 2013

If you just choose Find, you’ll get the sidebar shown below, if you choose Advanced Find, you’ll jump straight to the dialogue box.

Or press Ctrl-F to access that useful sidebar that will surprise you if you’re accustomed to Word 2003/2007 … which will show you all instances of any word you search for in the whole document and highlight them (in yellow!):

4 Word 2013

Then, to reach the dialogue box, click the arrow to the right of the magnifying glass and choose Advanced Find:

5 Word 2013

And there’s your familiar dialogue box:

5b Word 2013

Once you’ve brought up the dialogue box, type in the text you want to search for and press Enter or the Find Next button.

Are there more options for Find?

You can access more options for Finding specific text by pressing the More button in the dialogue box:

5.5 more options 2010

This will give you lots more options for refining your search. Some are quite obvious, but I’m going to write about all of them in depth in another post.

Advanced find options

How do I replace text in Word 2007 / Word 2010 / Word 2013

(Note: all screenshots are from Word 2010, however this works exactly the same for all versions of Word back to Word 2003 and up to Word 2013 (at least)).

To Replace text, you need to go to the second tab along in the Find and Replace dialogue box, marked Replace. You will then be given an extra space to fill in the text you want to replace your found text with. In this case, I’m finding “localisation” and replacing it with “localization”:

6 replace

At this point you have a choice: hitting Find Next (to find the next instance of the word) and then Replace (to replace it with your new word) for each individual occurrence, or going wild and pressing Replace All (which will automatically replace every occurrence of the word you’ve found with the one you’re replacing it with),

7 replace what

I would always recommend using Find Next – Replace unless you absolutely know that you are not going to be replacing something you don’t mean to replace. Even replacing a double space with a single might play havoc if the person who wrote the document has used spaces to format tables (even if they shouldn’t do that, some still do). And consider this:

“John” means “toilet” in American English. So I might do a search and replace to Find John and replace it with toilet. But what if there’s a character or just someone mentioned called John Bloggs. Or, soon to be, Toilet Bloggs. It’s so easy for this to happen …

So, be careful with your Find and Replace and you’ll be fine!

———-

This article has covered the basics of Find and Replace. Next time, we have a look at the options you can use and using wildcards, and I will also look at finding and replacing formatting  …

If you’ve enjoyed this article or found it useful, please comment, or hit one of the share buttons you can see below this article. Thank you!

This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents.

Please note, these hints work with versions of Microsoft Word currently in use – Word 2007, Word 2010 and Word 2013 all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here

Related posts on this blog:

Advanced Find and Wildcards

 
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Posted by on December 11, 2013 in Errors, New skills, Short cuts, Word, Writing

 

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How do I count the words in a PowerPoint 2013 presentation?

Some time ago, I published what has turned into a pretty popular post on how to count the words in your PowerPoint 2007 document. This is something that is a little tricky to find, so perfect for one of these how-to posts.

All was well and good, then I had some editing to do on a PowerPoint document and my PC automatically opened it in PowerPoint 2013. Where on earth did I find out how to count the words now? Here’s how …

Why would I want to count the words in a presentation?

You might have a word limit imposed by a course tutor, or, more likely, you’re an editor with a per-word rate who needs to check how many words you’ve actually edited.

How do I count the number of words in a PowerPoint 2013 presentation?

To do this, with your document open, you need to go into the FILE tab at the extreme left of the tab list … (one day I’ll work out how to get those tab titles out of capitals and let you know!)

menu

Once in the File tab, stay in the Info area where you land, and click on the arrow next to Properties in the right hand column. Once clicked, you will have a choice between Show Document Panel and Advanced Properties. Click on Advanced Properties:

1 properties

This is, dare I say it, a little easier than in PowerPoint 2007. Once you’ve clicked on Advanced Properties, you’re given a list of properties. Click on the Statistics tab at the top and you’ll find your Word Count, among other information.

2 properties

To return to your document, click OK and then back to the Home tab in your document.

How do I count the number of words in a PowerPoint 2010 presentation?

Please see the post on PowerPoint 2010.

Related posts:

How do I count the number of words in a PowerPoint 2007 presentation? (this is a little different).

How do I count the number of words in a PowerPoint 2010 presentation? (different again!)

If you’ve enjoyed this post or found it useful, please do comment, or share using the buttons below! Thank you!

Please note, these hints work with versions of Microsoft Office currently in use – Office 2007, Office 2010 and Office 2013, all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here

 
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Posted by on December 4, 2013 in Errors, New skills, PowerPoint, Short cuts, Writing

 

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How do I count the words in a PowerPoint 2010 presentation?

Some time ago, I published what has turned into a pretty popular post on how to count the words in your PowerPoint 2007 document. This is something that is a little tricky to find, so perfect for one of these how-to posts.

How do I count the words in a PowerPoint 2010 presentation?

It’s all a bit different in a PowerPoint 2010 document if you’re used to PowerPoint 2007, because they’ve got rid of the Office button and replaced it with a File tab.

So: open the document and click on the File tab to the left of the Home tab.

This will bring you up a screen where you can open previous documents, save as, etc. Click on Info on the left and your properties will come up on the extreme right.

But of course, yet again, the thing you want to see isn’t immediately visible. Go right to the bottom of the screen and click Show All Properties.

And there’s your word count.

Related posts:

How do I count the number of words in a PowerPoint 2007 presentation? (this is a little different).

How do I count the number of words in a PowerPoint 2013 presentation? (different again!)

If you’ve enjoyed this post or found it useful, please do comment, or share using the buttons below! Thank you!

Please note, these hints work with versions of Microsoft Office currently in use – Office 2007, Office 2010 and Office 2013, all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here

 
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Posted by on December 4, 2013 in Errors, New skills, PowerPoint, Short cuts, Writing

 

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Using the Control Key keyboard shortcuts

hands typingBack in June, I wrote about the wonders of Control-F and how you can use this keyboard shortcut to find text in almost everything you would do on a computer (Word, Excel, PowerPoint, web pages, WordPress back-end, etc., etc., etc). This post tells you about the other Control- or Ctrl+ keyboard shortcuts that you can use to …

  • save your mouse hand
  • do things quickly
  • impress your friends (maybe – depends what kind of friends you have …)

What keyboard shortcuts does the Control Key give you?

I’m going to categorise these into different areas for you. For each shortcut, you will typically need to highlight the text that you want to change if you’re doing something like changing its style or copying or cutting it, and pop the cursor in the right place if you want to paste. I’ll tell you what you need to do by each one. For each one, you need to press the Control key, usually marked Ctrl (and you might have more than on on your keyboard) then keep it pressed down while you press the second key on the keyboard).

Keyboard shortcuts for copying and pasting:

Ctrl-C – COPY Highlight the text you want to copy (leaving it where it is but making a copy you can paste elsewhere) and hit Control + c

Ctrl-X – CUT Highlight the text you want to cut out of your text (and maybe paste elsewhere) and hit Control + x

Ctrl-V – PASTE – pop the cursor where you want the text you’ve cut or copied to appear and hit Control + v

Ctrl-A – HIGHLIGHT ALL – if you want to highlight all of your text in Word, Excel, etc., you can use Control + a to do so

Bonus shortcut: if you want to switch between ALL CAPITALS, Title Capitals and Sentence capitals on a section of text, Shft-F3 is your friend. More detail here.

Keyboard shortcuts for bold, italics and underline

In each case, highlight the text you want to change, and press these keys:

Ctrl-B – to turn non-bold text into bold OR take the emboldening off a section of text, press Control + b

Ctrl-I – to turn non-italic text into italics OR take the italicisation off a section of text, press Control + i

Ctrl-U – to underline text OR take underlining away from a section of text, press Control + u

Keyboard shortcuts for Find, Goto and Replace

Ctrl-F – almost everywhere, pressing Control + f will open up a window to allow you to find a string of text (see this article for more detail)

Ctrl-H – in any document where you can replace text (i.e. Word, Excel, Powerpoint, etc.), pressing Control + h will open up the find and replace window which allows you to change a particular string of text into another particular string of text (I will be writing about this in more detail soon)

Ctrl-G – in documents with pages, pressing Control + g will allow you to navigate to a particular page

Keyboard shortcuts for undoing and redoing

Ctrl-Z – UNDO – if you want to undo what you’ve just done, hitting Control-Z has the same effect as hitting that little backwards arrow in your toolbar. It also works if you typed in a URL and the page is taking ages to load – Control-Z will cancel the operation

Ctrl-Y – REDO – lots of people know about Ctrl-Z, but did you know that you can redo an operation that you’ve undone by hitting Control-Y?

Keyboard shortcuts for open / new / print / save

Ctrl-N – if you want to open a new document in Word, Excel, etc., or a new browser window, pressing Control + n will do that for you

Ctrl-O – To open a document, wherever you are on your computer, pressing Control + o will open Windows Explorer so you can find and open your document

Ctrl-S – To open up Windows Explorer and save your document, pressing Control + s will save you clicking with your mouse

Ctrl-P – Want to print? Open up a printer dialogue box using Control + p

———————

Go on – admit it: did you really know ALL of these shortcuts? They’ll save you a few mouse clicks and I find some to be a lot quicker and more useful than the other methods you can use to get the same results. Which are your favourite keyboard shortcuts?

Related posts on this blog:

How to find text almost anywhere

Changing from lower case to upper case

Find all of the short cuts here

 
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Posted by on November 20, 2013 in Errors, New skills, Short cuts, Word, Writing

 

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How do I change my initials in Word 2007, 2010 and 2013?

Your name and initials appear in the File Properties of your Word document, and also in any comments that you make on a document, plus in the text that appears when someone hovers over text that you’ve added or deleted. So it’s important that it’s right – usually Word pulls this over from your registration details, but you may wish to change it, for example if you want to add a general company or team name and initials rather than your own. Here’s how!

You will find the option to change your initials and name in Word Options. Word Options are accessed slightly differently in Word 2007, 2010 and 2013, so I will break this down by the version of Word that you’re using:

How do I change my initials in Word 2007?

Access Word Options by clicking the Office button at top left, then Word Options at the bottom:

1 word options 2007

Your Word Options box will open on the Popular tab and you can now change your name and initials:

1 2007

How do I change my initials in Office 2010?

Click on the File tab and select Options:

2 word options 2010

Click on Options, and you can change your name and initials:

2 2010

How do I change my initials in Word 2013?

First click on the File tab:

3a word options 2013

Select Options at the bottom of the list (use the arrow in a circle at the top left to get back to your document):

3b word options 2013

Click on Options and change your initials and name:

3 2013

This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents. Find all the short cuts here

Do let me know if this has helped you – and do share with the buttons at the bottom of this article.

 
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Posted by on November 13, 2013 in Copyediting, New skills, Students, Word, Writing

 

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How do I access Word Options in Word 2007, 2010 and 2013?

Word Options is the place where you customise the look of your Word document, how it corrects your words as you type away, the spell checker, your initials on any comments and the document properties, etc. It’s a great place to explore and enables you to customise Word and get it exactly how you want it.

However, it does work slightly differently in the three most commonly used versions of Word for PC: Word 2007, Word 2010 and Word 2013, so here’s a quick guide to how to access Word Options in these different versions of Word.

How to access the Word Options in Word 2007:

Click on the Office button in the top left of the screen, then click on Word Options at the bottom of the box:

1 word options 2007

Your Word Options box will now display:

1b word options 2007

How to access the Word Options in Office 2010:

In Word 2010, click on the File tab and then select Options, one up from the bottom of the list on the left hand side:

2 word options 2010

Once you’ve clicked on Options, your Word Options box will appear:

4 trust center

How to access Word Options in Word 2013:

In Word 2013, click on the File tab:

3a word options 2013

This has the effect of making your screen disappear, but you will get a list of things to do, out of which you select Options at the very bottom of the list (you can click that left-pointing arrow in a circle at the top left to get back to your document):

3b word options 2013

Clicking on Options will bring up the Options box:

3c word options 2013

This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents. Find all the short cuts here

Do let me know if this has helped you – and do share with the buttons at the bottom of this article.

 
 

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Help – my Word comment box initials keep changing

comment balloonI had a query about this issue the other day and found there were no blog posts about it. Now there are.

My correspondent was busy adding comments to a document. Each time he did so, his initials appeared in the comment box, as they do (I will post soon on how to change your initials in your comment boxes). But each time he pressed Save, the initials changed back to “A”. Why?

Well, I went to look and it took me and a friend searching to find a rather obscure help forum that explained what was happening! So here’s what you do to stop the initials in your comment balloons changing by themselves in Word 2007, Word 2010 and Word 2013.

Why do the initials in my comment balloons keep changing every time I press Save?

The reason for your own initials disappearing is that Word is carefully applying a rule called “Remove personal information from file properties on save”. The properties are details attached to your document about who created and edited the document. And how do you change this?

Go into Word Options.The way into this differs for Word 2007, Word 2010 and Word 2013, although fortunately all of these routes end up in pretty well the same place, so …

Accessing Word Options in Word 2007:

Click on the Office button in the top left of the screen, then click on Word Options at the bottom of the box:

1 word options 2007

Accessing Word Options in Office 2010:

In Word 2010, click on the File tab and then select Options, one up from the bottom of the list on the left hand side:

2 word options 2010

Accessing Word Options in Word 2013:

In Word 2013, click on the File tab:

3a word options 2013

This has the effect of making your screen disappear, but you will get a list of things to do, out of which you select Options at the very bottom of the list (you can click that left-pointing arrow in a circle at the top left to get back to your document):

3b word options 2013

Accessing the Trust Center

The Options screen that will now come up is very similar in Word 2007, 2010 and 2013, so I’m going to use screenshots from Word 2010 as a middle way from now on – the others differ slightly, but you will still see the same options to choose from.

4 trust center

From here, click on Trust Center and then Trust Center Settings:

5 trust center settings

Now select Privacy Options, and you should find an option “Remove personal information from file properties on save”. Note that if this is enabled, it will be ticked and you will be able to untick it. Here, it’s greyed out, but you can see where you can find it:

6 privacy options

Once you have unticked this box, your initials will remain on your comment boxes however many times you save or close and open your document!

————————-

Why not take a look at these related topics, which should help you with any other comment box issues?

What to do if your comment boxes go tiny in Word

What to do if your comment boxes start running from right to left

Changing the language in your comment balloons

Customising Track Changes

This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents. Find all the short cuts here

Do let me know if this has helped you, saved your bacon, etc. – and do share with the buttons at the bottom of this article.

 
 

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How do I change footnotes to endnotes in Word?

As part of my series on footnotes and endnotes, here’s how to turn your footnotes into endnotes and your endnotes into footnotes in Word 2007, Word 2010 and Word 2013.

We begin with a document with footnotes, arranged at the bottom of their relevant page, as footnotes tend to be:

1 footnotes

But we want to turn these footnotes into endnotes. How?

Go to the Footnotes menu, which you can find in the References tab:

2 ribbon

Click on the little arrow at the bottom right to bring up the Footnote/Endnote Options dialogue box:

2 menu

Here you will find a Convert button to press. Press the button:

3 menu

This is context-specific, so if you have only footnotes, the option to convert endnotes to footnotes and to swap the two will be greyed out. Hit OK (or, if you already have both endnotes and footnotes, choose the option you wish to use then hit OK).

Your footnotes will have changed to endnotes:

4 endnotes

Related posts from this blog:

How to insert and format footnotes

How to insert and format endnotes

Please note, these hints work with versions of Microsoft Word currently in use – Word 2007, Word 2010 and Word 2013, all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here

 
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Posted by on October 17, 2013 in Errors, New skills, Short cuts, Word, Writing

 

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How do I add endnotes to a Word document?

Writers use endnotes to find a place for additional text which doesn’t fit into the flow of the document at hand but needs to be included for reference purposes. The reasons for doing this are the same as for using footnotes (to provide translations, to expand on information in the text, to provide references for sources used, etc.)

What is the difference between footnotes and endnotes?

The only difference between footnotes and endnotes lies in their position.

The text of footnotes sits at the bottom of the page on which the footnote is referenced.

The text of endnotes sits at the end of the chapter, article or even the whole book in which the footnote is referenced.

What do endnotes look like?

Unlike footnotes, which can use symbols or numbers, an endnote will usually be marked using a raised number after the bit of text that they refer to, like this.1 The reason for this is that a whole set of endnotes might appear at the end of a chapter or book, and there aren’t enough symbols to cover more than about five.

The text of the endnote will be marked with the same number, and will include all of the text that you want to appear outside the main text.

Endnotes at the end of a chapter will usually start at 1 for each new chapter. However, endnotes for an entire book might be numbered either starting at 1 for each new chapter or running sequentially through the whole book, running into the hundreds.

Sometimes endnotes don’t have a number in the text, but just refer in their own text to a section of the main document. These tend to be done by hand rather than automatically in the way I’m going to show you today.

You can see here that the endnote number is on the first page (circled) but the endnote itself appears at the end of the whole document:

1 endnote

How do I create an endnote in Word 2007 and Word 2010?

The Endnote section is found in the References tab of the ribbon (not Insert):

1 menu

Place the cursor in the position where you want the endnote to appear and either press the Insert Endnote button (as above) or click on the drop down arrow for your options (I find that sometimes the Endnote numbering defaults to something odd, so it’s useful to do this:

2 options

This will bring up your endnote options. Choose your options (see next section) and when you press Insert, a number will appear in your text, and an endnote number will appear right at the end of your document (or chapter), ready for your endnote text.

Type the text you want into your endnote field, noting that you can change the paragraph style, size and font as with any text, although it’s common for the endnote font to be smaller than the main document font.

To insert the next endnote, follow the same sequence, although once you’ve set up your options, you can just hit the Insert endnote button instead of dropping down the options.

How do I delete an endnote?

Using the automated endnote system means that the numbering will adjust itself to stay correct if you delete and move notes around.

Don’t highlight the endnote itself and delete it. This has no effect on the numbering.

Instead, highlight the number in the text or position your cursor at the point just after it and press delete.

3 delete

Here, I’m deleting Endnote 3. Press delete and

4 delete

changes to:

5 delete

What are the endnote options?

We have already seen that clicking on the little arrow at the bottom right of the Footnotes section, brings up a range of Footnote and Endnote options that you can customise:

2 options

Here you can choose the number format, whether the endnotes appear at the end of each section (you will need to apply Section Breaks to make this work) or at the end of the whole document, and whether the numbering starts at the beginning of each new section or just runs through all of the document continuously.

6 options

For more detail on these options, see the relevant sections in the article on Footnotes.

How do I make the endnotes appear on a new page?

To make your endnotes appear on a new page, simply add a Page Break before them by putting your cursor at the end of the main text and pressing Control-Enter.

How to add endnotes in Word 2003

In Word 2003, you add endnotes using the Insert – Reference menus. The footnote options are then the same as above.

How not to add endnotes to Word documents

It is NOT RECOMMENDED to add endnotes manually (insert a superscript number and type the note at the bottom of the document) If you do this, you will lose all the advantages of using this automated system:

  • automatically adding the numbers in order
  • automatically renumbering the endnotes if you delete or add one or move one around

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In this article we’ve learnt what an endnote is, why you use them, all about inserting and deleting them and the options for customsing them.

Related posts from this blog:

How do I add footnotes to a Word document?

Coming soon:

Changing footnotes to endnotes

Please note, these hints work with versions of Microsoft Word currently in use – Word 2003, Word 2007 and Word 2010, all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here

 
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Posted by on October 9, 2013 in Errors, New skills, Short cuts, Word, Writing

 

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