Combining Footnotes

Written by Allen Wyatt (last updated June 6, 2020)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, and 2021


1

Daniel has an academic paper that uses many footnotes. Right now, he has footnotes at the end of each sentence. He would like to combine all of the footnotes within a paragraph into a single footnote at the end of the paragraph. He wonders if there is a way to do this automatically.

There is no way to do this automatically, but you can do it with a macro. All the macro needs to do is to step through each paragraph in the document and see if it has any footnotes. Then, assuming it does, it concatenates those, deletes the footnotes, and adds a new footnote with the concatenated text at the end of the paragraph. Here's a macro that does just that:

Sub MoveFootnotes()
    Dim p As Paragraph
    Dim iFN As Integer
    Dim J As Integer
    Dim oCurPar As Object
    Dim sTemp As String

    For Each p In ActiveDocument.Paragraphs
        sTemp = ""
        iFN = p.Range.Footnotes.Count
        For J = iFN To 1 Step -1
            sTemp = p.Range.Footnotes(J).Range.Text & " " & sTemp
            p.Range.Footnotes(J).Delete
        Next J
        sTemp = Trim(sTemp)
        If sTemp > "" Then
            Set oCurPar = p.Range
            oCurPar.Collapse Direction:=wdCollapseEnd
            oCurPar.MoveEnd Unit:=wdCharacter, Count:=-1
            ActiveDocument.Footnotes.Add Range:=oCurPar, Text:=sTemp
        End If
    Next p
End Sub

Note that the macro concatenates the footnote text for each paragraph into the sTemp string. This is then used when adding the footnote to the end of the paragraph. This does present a drawback to the macro—it copies only text, not any formatting for the text.

For instance, if you have a bunch of footnotes that include citations to books, chances are good that those book titles are formatted in italic. After running the macro, the italic will be gone, though all the text is there. (There is no way that I'm aware of to transfer the formatting, intact, into the new footnote.)

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 (13767) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and 2021.

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

Backing Up Your Custom Dictionaries

When you work with the spelling checker quite a bit, you eventually end up with a sizeable custom dictionary. You might ...

Discover More

Saving Documents Faster

If you are using Word versions 97 through 2003, there's a setting you can make that will allow you to save your documents ...

Discover More

Replacing Plain Text with a Hyperlink

Active hyperlinks can be a desired feature in some types of documents. If you want to replace multiple instances of plain ...

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2021 or Microsoft 365. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word Step by Step today!

More WordTips (ribbon)

Changing Space between the Footnote Separator and Footnotes

When you add footnotes to a document, Word separates those footnotes from the document body with a separator line. Here's ...

Discover More

Jumping to a Footnote

Jumping to a specific footnote can be very handy if your document has a lot of footnotes in it. Word provides the ...

Discover More

Inserting and Deleting Footnotes

Footnotes are essential in some types of writing. When you need to add footnotes to your documents, you'll appreciate the ...

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}] (all 7 characters, in the sequence shown) 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 - 3?

2020-06-08 13:24:29

Andrew

Here's the way I would do it, using the Clipboard to retain the formatting of each footnote's text, and permitting a specified separator text to be inserted between the original footnotes' text and a prefix to each footnote.

Sub CombineParagraphFootnotes()
Const Prefix As String = "Fn: " ' Set to "" to not have a prefix,
Const Separator As String = " " ' Set to "" to not have a separator.
Dim P As Paragraph
Dim CurNo As Integer
Dim AggregatedFootnote As Footnote

For Each P In ActiveDocument.Paragraphs
If P.Range.Footnotes.Count > 0 Then
' Add a new footnote to the end of the paragraph.
Set AggregatedFootnote = ActiveDocument.Footnotes.Add(Range:=P.Range) ' Here, "Range" parameter is the *paragraph's text*
' Loop backwards through the paragraphs footnotes, except the newly created last one
For CurNo = P.Range.Footnotes.Count - 1 To 1 Step -1
' Move the Footnote's formatted text to the beginning of the new footnote via Clipboard
AggregatedFootnote.Range.Select
Selection.Collapse Direction:=wdCollapseStart
P.Range.Footnotes(CurNo).Range.Cut
Selection.Paste
' Add Separator and Prefix.
AggregatedFootnote.Range.Select
Selection.Collapse Direction:=wdCollapseStart
If CurNo <> 1 Then Selection.InsertAfter Separator ' No Separator for first footnote (= last iteration).

Selection.InsertAfter Prefix
P.Range.Footnotes(CurNo).Delete
Next CurNo
End If
Next P
End Sub


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.

Videos
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.