Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and Word in Office 365. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Reference to a Range of Endnotes.

Reference to a Range of Endnotes

by Allen Wyatt
(last updated April 17, 2020)

3

Michael Smith is working with a client's document that uses endnotes extensively. At times there may be multiple endnote references at a given point in the document. These are shown in Word as, for example, (3,4,5,6). Michael's client would prefer that the references show as (3-6), showing the range of endnotes rather than an individual enumeration of each endnote.

It is not very common to have multiple endnote references at the same point in a document; therefore, it is not surprising that Word does not have an option to list endnote references by range. In fact, style guides take pains to point out that multiple note references at the same location should be "rigorously avoided" (Chicago Manual of Style, Fifteenth Edition, 16.34 and 16.37).

If the client still insists on having multiple endnote references at a single location, one solution is to select the intermediate references in the range, format them as hidden text, and then add a dash. For instance, you could select ",4,5," from the references "3,4,5,6", format the selection as hidden text, and then add a dash to provide the result of "3-6". If you have quite a few such operations to perform in your text, you can automate it slightly by using the following macro:

Sub RefListToRange()
    Selection.Font.Hidden = True
    Selection.Collapse (wdCollapseEnd)
    Selection.TypeText Text:="–"
End Sub

Select the portion you want to hide (such as ",4,5,") and the macro does the hiding and adds the dash. In order for the selected portion to actually be hidden, you'll need to adjust whether hidden text is displayed and/or printed.

Note:

If you would like to know how to use the macros described on this page (or on any other page on the WordTips sites), I've prepared a special page that includes helpful information. Click here to open that special page in a new browser tab.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (13208) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and Word in Office 365. You can find a version of this tip for the older menu interface of Word here: Reference to a Range of Endnotes.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

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Comments

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What is 2 + 9?

2016-07-28 13:29:22

Jeff Bullard

This just highlights the fact that Word was never intended to be used in the scientific community, no matter how much they try to add equation capabilities. Multiple references at a single point in a paper are extremely common in all scientific journals. I continue to be surprised at how clunky Word is for scientific writing.


2015-09-27 09:51:17

Thomas Redd

Do a search for Master Documents on this page--top right search box, and you will find a couple of good articles on creating master documents from existing sub files. the explanations work well.


2015-09-26 14:47:16

Margaret

Using Word 2013 I have written a book which is annotated extensively with footnotes at the bottom of pages and endnotes at end end of each chapter. Placement is no problem. What becomes a problem is when I try to move endnotes to a different location or delete them. Word won't let me do it. Also, Word won't let me add a text page following an endnotes page. How do I get around these problems? Do you have a clear guide for suppressing endnotes? The ones I have found online are confusing and do not work well.

Here's another somewhat related question. I need to merge each separate chapter file into one single file. How do I do that?


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