Moving Text to a New Footnote

by Allen Wyatt
(last updated December 1, 2018)

Michel is editing a document that has, within the text, information that really should be in footnotes. He wonders if there is an easy way to select the text, have a footnote automatically created, and the selected text be moved to the footnote.

This can, of course, be done manually. All you need to do is to follow these general steps:

  1. Select the text that should be in the footnote.
  2. Press Ctrl+X. This cuts the text to the Clipboard.
  3. Press Alt+Ctrl+F. This creates a new footnote and places the insertion pointer in the footnote itself.
  4. Paste the contents of the Clipboard as plain text.
  5. Format the text of the footnote, as desired.

If you have to do this process quite a bit, you could automate it by creating a macro that does the same things. (Well, the same things except for steps 1 and 5—you will still need to select the text you want moved to the footnote and you will still need to format it once it is in the footnote.)

Sub TextToFootnote()
    Dim sTemp As String

    sTemp = Selection
    Selection.Delete
    Selection.TypeBackspace
    ActiveDocument.Footnotes.Add Range:=Selection.Range, Text:=sTemp
End Sub

The macro copies whatever text you selected into the sTemp variable. It then deletes the selection, types a backspace, and inserts a footnote that is equivalent to the text stored in sTemp. Note that since the macro backspaces after deleting the text from the main document, it assumes that what you selected (and what is being moved to the footnote) does not include the leading space.

You can, of course, make the macro more usable by assigning a shortcut key to it or adding it to the Quick Access Toolbar. Either method will allow you to easily move text from the body of the document into the footnotes.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (13591) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and Word in Office 365.

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. ...

MORE FROM ALLEN

Line Numbering and Tables

Some types of documents (such as legal documents) may require that individual lines of text be numbered. If you use ...

Discover More

Understanding the Big Three Autos in Word

Three of the tools provided in Word are AutoText, AutoCorrect, and AutoComplete. It is easy to confuse what these tools ...

Discover More

Inserting Dashes between Letters and Numbers

If you need to add dashes between letters and numbers in a string, the work can quickly get tedious. This tip examines ...

Discover More

The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2013. Spend more time working and less time trying to figure it all out! Check out Word 2013 For Dummies today!

More WordTips (ribbon)

Adding Comments to Your Document

If you would like to add non-printing notes to your document, the Comments feature is one way of doing that. Here's how ...

Discover More

Comments in Headers and Footers

Comments can be a necessity when developing documents in conjunction with other people. They can be used to help document ...

Discover More

Printing Comments from a Macro

Need to print the comments you've added to a document? You can do it manually or you can have your macro do the printing. ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 9 - 6?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.