As part of my series on footnotes and endnotes, here’s how to change your footnote and endnote numbering styles on the go (e.g. while editing someone’s work, or when you change your mind, or when you’re working to a particular journal’s style and need to amend something you’ve already written) in Word 2007, Word 2010 and Word 2013.
Why would I want to change my footnote or endnote numbering style?
The main reason to change your footnote or endnote numbering style is because of the style guide of whatever you’re writing the document for. For example, academic journals will usually have some form of Guidelines for Authors which will lay out (sometimes) the font, heading styles, reference styles and footnote styles that you are expected to use. If you’re re-using an article which has been rejected by another journal, or repurposing a chapter of your PhD, you might find that the style for one journal is different from what you’ve done previously.
Alternatively, you may just decide you would prefer to use roman numerals, arabic numerals, symbols or whatever for your footnotes or endnotes, and want to change them.
How to change the number format for footnotes/endnotes
In this example, we’re starting off with some footnotes or endnotes that use roman numerals (i, ii, iii …):
Now, we want to change them to, for example, arabic numerals (1, 2, 3 …)
First of all, go to the Footnotes menu. This is in the References tab, and there’s a whole area called Footnotes:
Click the little arrow at the bottom right of the Footnotes area to access the Footnote and Endnote menu. Once you’ve clicked on the little arrow, you should see this menu:
We can see lots of things we can do here, including changing the number footnotes start at, whether they restart every chapter, etc. (these more obscure details will be the subject of another article). But for our purposes, the important features are choosing whether you’re telling Word about Endnotes or Footnotes and telling Word what the number format should be.
In this case, we’re using Endnotes (although these instructions cover both), so I’ve clicked the radio button (circle) next to Endnotes. This tells Word that we’re using Endnotes and talking about the Endnote numbering.
Going down one section, you can see that at the moment, the Number format is set to i, ii, iii … To change this, click on the down arrow to the right of the box saying i, ii, iii … (if the Endnotes are set to 1, 2, 3 or a, b, c, this will display in this box):
Once you’ve clicked that arrow, you will be able to see all of the choices you have for your footnote or endnote numbering. Now click on the format that you want to use:
The Number format will now change to the one that you have chosen. Once you have got the correct format in this box, click the Apply button to apply the changes:
When we return to our document, the endnote numbering has changed from a roman numeral (i) to an arabic numeral (1). You can change this as many times as you want.
This article has explained how to change the number format in your footnotes or endnotes.
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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 …