OmniDocFootnotes vs Endnotes in Word and How to Convert
Learn how footnotes and endnotes differ in Word, when each suits your document, and how to convert word footnotes to endnotes without losing numbering.
If you are writing a report, thesis or long article in Word, you will sooner or later need to decide where your notes belong. Some readers want the note at the bottom of the page, where they can glance at it while reading. Others want the notes gathered at the back so the body text stays clean. Many people also inherit a .docx file and need to switch the note type without retyping anything. This guide is for anyone who needs to make that change, or to understand the difference before they make it.
The good news is that you rarely need to rewrite a note to move it. Word can change the placement of notes in a document, and the text, reference marks and order stay the same. The tricky part is checking the result, because numbering, separator lines and cross-references can shift. The steps below show how to convert word footnotes to endnotes and how to confirm that the file still reads correctly.
How do you convert Word footnotes to endnotes? The short answer
Word has a built-in way to change the placement of notes, so you can convert footnotes to endnotes (or the reverse) in the notes settings instead of retyping them. Save a copy first, convert, and then check the numbering and references.
| Your situation | What to do | Why |
|---|---|---|
| Every note should move to the end of the document | Change the document's note placement in the notes settings and apply it to all footnotes | Keeps the note text and order intact |
| Only some notes should move | Plan for a document-wide change, then check each moved note and reinsert any you need to keep | Word's conversion is built for a whole note type, so partial changes need manual checks |
| A journal or publisher sets a note rule | Confirm the required note type and numbering style before converting | The submission rules decide the format, not your preference |
| You only have a PDF | Go back to the Word source file and convert there | Notes in an exported PDF are printed text, not live notes |
| You want to check the file in another editor | Open a copy in the UniDoc web editor at app.unidoc.top and compare it with the original | Word-compatible editing helps you spot differences before you share the file |
What footnotes and endnotes are
A footnote is a note that appears at the bottom of the same page as the reference mark in the body text. A small number or symbol in the text points to it, and the note text sits below. Footnotes work well when a reader may want to check a source or a short aside without turning a page.
The second type does the same job, but Word collects all of these notes at the end of the document or at the end of a section. The reference mark in the body looks the same, and the note text still links back to its point in the text. Endnotes keep the bottom of each page clear, which makes long pages with many references easier to read in print.
Both types use the same reference system. Each has its own numbering settings, which is why a conversion can change how numbers appear even when the notes themselves stay the same.
Common points people mix up
- Converting does not change the note text. Only the location moves. If a note reads "Smith, 2020, p. 14" before conversion, it reads the same afterward.
- Numbering can look different. Footnotes and endnotes can use different number formats, such as numerals or letters, and each can restart or run continuously. Check both after you convert.
- Separator lines and continuation notices may change. The line that separates notes from body text belongs to the note type, so it can look different in the new location.
- A PDF is not a working copy. If you export a document with footnotes to PDF, the notes become part of the page layout. Changing them later means editing the Word file, not the PDF.
How the conversion works in Word
Word keeps note settings in one place for the whole document. When you change the note placement for footnotes, the change applies to the notes of that type, and the text of each note travels with its reference. This is the quickest way to convert, and it avoids the risk of cutting and pasting note text by hand, which can break the link to the body.
Because the change is document-wide, plan before you start. If you convert everything to endnotes, the notes gather at the end, and the page bottoms become clear. If you later need a few notes back at the bottom of the page, you will have to reinsert them, which is more work than converting once in the right direction.
Word also lets you set the placement separately for each section in some documents. Check whether your file uses sections with different note settings, especially if the chapters or appendices were added from other files.
📊 At a glance
| Feature | Footnotes | Endnotes |
|---|---|---|
| Where the note appears | Bottom of the page with its reference | End of the document or section |
| Good for | Short notes readers check while reading | Longer notes, source lists or many asides |
| Effect on page layout | Takes up space on the page where it sits | Keeps the body pages cleaner |
| Common rule | Some style guides prefer footnotes for citations | Some publishers ask for endnotes |
| Converting | Move to the end with the notes settings | Move to the page bottom with the notes settings |
Putting it to use
Follow these steps to convert a Word file and check the result.
- Save a copy of the .docx file so you can compare the original with the converted version.
- Open the notes settings for the document and note the current placement, number format and numbering restart rule for footnotes and endnotes.
- Choose the placement you need and apply it to the footnotes so that every note of that type moves.
- Scroll through the body text and check that each reference mark still points to the right note.
- Look at the notes area in its new location. Confirm that the numbers run in the order you expect and that the separator line looks right.
- If you need a particular numbering style, adjust the number format and restart setting for the note type you are using.
- For a second opinion on layout, open the converted file in the UniDoc web editor at app.unidoc.top, which offers Word-compatible editing, and compare it with your original.
- Export a PDF only after the Word file looks correct, and open the PDF to check the notes once more.
If the file goes to a publisher or instructor, read their note guidelines before step 3, not after.
🎯 Which approach fits you?
- Choose footnotes if readers should see each note on the same page, or if the document has short citations that work well at the bottom of the page.
- Choose endnotes if the document has long notes, many references, or a publisher who asks for them at the back.
- Choose a conversion in Word if you already have notes in the file and want to change placement without retyping.
- Keep the Word file as your master if you will make more edits later, and treat PDFs as copies for sharing.
❓ FAQ
1. Does converting footnotes to endnotes change the text of the notes?
No. The conversion changes where the notes appear, while the text and the link to each reference stay the same. Still, read through a few notes after converting to confirm the formatting looks right.
2. Can I convert the notes in a PDF?
Not in a way that changes note placement. Notes in a PDF are part of the page layout, so you should convert in the Word source file and export a new PDF. The PDF editor can edit paragraph text, but that does not move notes between the page bottom and the end.
3. Why did my note numbers change after I converted?
Footnotes and endnotes keep separate numbering settings, so the number format or restart rule may differ in the new location. Check both note types in the notes settings and make them match your style guide.
4. Should I use footnotes or endnotes in a thesis?
Follow your department's or publisher's guidelines. If they do not specify, choose the type that keeps your references easy to check and stay consistent across the whole document.
📝 Summary
Footnotes sit at the bottom of each page, while endnotes gather at the end, and Word can convert between them without rewriting the notes. Save a copy, change the note placement, and then check the numbering, separator lines and reference marks. Converting in the Word source file, not the PDF, keeps your options open for later edits.
