© 2008 The McGraw-Hill Companies, Inc. All rights reserved. WORD 2007 M I C R O S O F T ® THE PROFESSIONAL APPROACH S E R I E S Lesson 23 Footnotes and Endnotes

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 2 Objectives Add footnotes and endnotes. View footnotes and endnotes. Edit and format footnotes and endnotes. Move, copy, and delete footnotes and endnotes. Change the placement of footnotes and endnotes. Change the numbering of footnotes and endnotes. Create a bibliography.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 3 Footnotes and Endnotes Footnotes are text references that appear at the bottom of the page. –Used to credit the source of information or to offer additional explanation. Endnotes are text references assembled at the end of a document.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 4 Add Footnotes to a Document Switch to Print Layout view. Position the insertion point. Click the References tab. Click the Insert Footnote button. –A superscript reference mark appears in the document. –Separator line appears at the bottom of the document with a superscript reference mark. Key the footnote text.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 5 Inserted Footnote

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 6 Footnotes The keyboard shortcut to insert a footnote is [Ctrl]+[Alt]+[F]. Word automatically numbers footnotes and provides space for them at the bottom of the page. Insert a footnote by clicking the Footnote and Endnote Dialog Box Launcher.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 7 Footnote and Endnote Dialog Box Use the Footnote and Endnote dialog box to format footnotes. –Change the number format. –Assign a custom reference mark. –Change the starting number. –Change numbering from continuous to restart numbering for each page or section.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 8 Footnote and Endnote Dialog Box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 9 Add Endnotes Switch to Print Layout view. Position the insertion point. Click the References tab. Click the Insert Endnote button. –A superscript reference mark appears in the document. –Separator line appears below the last line of text with a superscript reference mark.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 10 Endnotes The keyboard shortcut to insert an endnote is [Ctrl]+[Alt]+[D]. You can also insert a footnote by clicking the Footnote and Endnote Dialog Box Launcher. The default format for an endnote is lowercase roman numerals.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 11 View Footnotes Use Print Layout view or Print Preview. Point to the reference mark in the document to display a ScreenTip. Switch to Draft view, and click the Show Notes command.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 12 Footnotes in Print Layout View

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 13 Footnote Pane

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 14 Locate Footnotes Click the Next Footnote button down arrow for a list of options for navigating in a document containing footnotes and/or endnotes. Use the Go To command to navigate to footnotes or endnotes. Set the Select Browse Object button to browse by footnotes or endnotes.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 15 Select Browse Object

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 16 Edit and Format Footnotes Insert and delete text. Apply character and paragraph formatting. Edit in the footnote pane, endnotes page, or directly in the footnote area using Print Layout view.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 17 Edit Footnotes in Print Preview

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 18 Move Footnotes Select the reference mark not the footnote or endnote text. Remaining notes are automatically renumbered.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 19 Move Footnotes Display nonprinting characters. Select the reference mark. Click the Cut button or press [Ctrl]+[X]. –The footnote text disappears from the document. Position the insertion point. Paste the reference mark. –The footnote text appears in the footnote area of the document.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 20 Copy Footnotes Display nonprinting characters. Select the reference mark. Click the Copy button or press [Ctrl]+[C]. –The footnote text remains in the document. Position the insertion point. Paste the reference mark. –The footnote text appears in the document and a new number is automatically assigned to the pasted text.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 21 Delete Footnotes Display nonprinting characters. Select the reference mark. Press [Delete] or [Backspace].

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 22 Change Footnote Placement Default setting for footnotes is bottom of page. Footnotes can also appear below the last line of text on the page. A change in footnote placement applies to all footnotes in the document. Default setting for endnotes is the end of the document. Endnotes can also be placed at the end of a section. Footnotes can be converted to endnotes, and endnotes can be converted to footnotes.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 23 Change Footnote Placement Click the Footnotes and Endnotes Dialog Box Launcher. Click the down arrow for the Footnotes or Endnotes option under Location in the Footnote and Endnote dialog box. Verify the setting in the Apply changes to drop- down list. Click Apply.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 24 Convert All Footnotes to Endnotes Switch to Draft view. Click the Show Notes button. Click the down arrow for the Notes area and click Footnotes. Select all the footnote text in the footnotes pane. Right-click the selected footnotes, and click Convert to Endnote. All footnotes appear as endnotes and are numbered in the order referenced in the document. Close the footnote pane.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 25 Convert Footnotes to Endnotes

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 26 Convert Individual Endnotes to Footnotes Switch to Print Layout view. Scroll to display the endnotes. Right-click an endnote. Click Convert to Footnote.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 27 Place Endnotes on a Separate Page Switch to Draft view. Click the Show Notes button to display the endnotes pane. Click the Notes drop-down arrow in the endnotes pane and click Endnote Separator. Position the insertion point at the beginning of the separator line in the pane, and press [Enter] four times. Select the separator line and press [Delete]. Key NOTES in bold uppercase, and click the Center button. Press [Enter] twice. Close the endnote pane. Go to the end of the document and insert a page break.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 28 Endnote Page

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 29 Reference Marks Default format for footnote reference marks is cardinal numbers. Default format for endnote reference marks is lowercase roman numerals. Format for reference marks can be changed by selecting another option or assigning a custom reference mark.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 30 Change Footnote Reference Marks Right-click footnote text. Click Note options from the shortcut menu. Open the Number format drop-down list. Click a format. Open the Numbering drop-down list, and click an option. Click Apply.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 31 Footnote Options

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 32 Change Endnote Format Right-click endnote text. Click Note options from the shortcut menu. Open the Number format drop-down list. Click a format. Click Apply.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 33 Bibliography List of sources that identifies references consulted or cited in a report or manuscript. Usually appears at the end of a formal report. Generated automatically using document citations. Format based on selected style.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 34 Insert a Citation Click the References tab. Locate the Citations & Bibliography group on the Ribbon. Click the drop-down arrow beside the Style box and click a style. Position the insertion point. Click the Insert Citation button. Click Add New Source. Key bibliography information in the Create Source text boxes. Click OK.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 35 Create Source Dialog Box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 36 Manage Sources Click the Manage Sources button. –The Master List lists available sources. –The Current List lists sources for the current document. Use the Manage Sources dialog box to copy, delete, edit, or create new entries. Click Close.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 37 Source Manager Dialog Box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 38 Insert a Bibliography Go to the end of the document. Insert a page break. Key BIBLIOGRAPHY and press [Enter] twice. Format the title. Position the insertion point below the title. Click the Bibliography button. Click Insert Bibliography.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 39 Lesson 23 Summary Text references can appear at the bottom of the page as footnotes or at the end of a document as endnotes. By default, footnotes and endnotes are preceded by a 2- inch horizontal note separator To insert a footnote or endnote, first insert a reference mark in the document text, then key the note text in a separate pane. Word automatically numbers footnotes and endnotes To view footnotes or endnotes, point to the reference mark in the document to display a ScreenTip containing the text or open the footnotes or endnotes pane. You can also see footnotes and endnotes in Print Layout view or Print Preview

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 40 Lesson 23 Summary You can edit and format note text as you would any other text. By default, note text is 10-point Calibri, single- spaced To move, copy, or delete footnotes or endnotes, work with the reference mark in the document, not the actual note text Footnotes can be placed at the bottom of the page or below the last line of text on the page. Endnotes can be placed at the end of the document or section You can convert existing footnotes to endnotes, or endnotes to footnotes. You can convert all notes or individual notes

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 41 Lesson 23 Summary By default, footnotes are numbered with cardinal number and endnotes are numbered with roman numerals. You can change either footnotes or endnotes to cardinal numbers, roman numerals, letters, or symbols Change note options in the Footnote and Endnote dialog box. A quick way to open the dialog box is to right-click the note text and choose Note options from the shortcut menu To insert a citation, select a format style, and key the bibliography field information. Use Manage Sources to edit or locate a source To create a bibliography, position the insertion point at the end of the document, and click the Bibliography command. Select a format for the bibliography