Microsoft KB Archive/23722

Changing Footnote Reference Formats

PSS ID Number: Q23722 Article last modified on 03-07-1997

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= SUMMARY =

If you redefine the Footnote Reference style in Microsoft Word version 4.00, only new footnote reference marks take on the new style; existing ones don’t change. This is the same behavior that occurs in Word versions 3.0x.

In Word 3.0x, if you select an existing footnote reference and choose Footnote from the Document menu, the reference mark in the main document (but not in the footnote pane) will be reformatted with the new style. In Word 4.00, the footnote reference will not be reformatted in the main document, either.

There are three possible ways to work around this limitation. One is to use the Find, Format, Find Again, and Format Again commands together to manually go through a series of changes for one document. Another is to copy the footnote text for a specific footnote, delete its reference, reenter the footnote reference, and paste the footnote text back into the footnote window. A third method involves saving the file in the RTF format, changing the RTF code for the footnote references, and interpreting the files back into Word format. Each of these methods are explained in detail below.

= MORE INFORMATION =

Method 1
To use the Find and Format commands to find and change the format of footnote reference numbers, do the following:


 * 1) Highlight the first footnote reference number in the document.
 * 2) Press COMMAND+OPTION+R (Find Formats).
 * 3) Apply the desired formatting to the reference.
 * 4) Press COMMAND+OPTION+A (Find Again) to find the formatting of the next footnote reference.
 * 5) Press COMMAND+A to apply the previously applied formatting.

Repeat steps 4 and 5 until the formats for all footnote references have been changed.

Method 2
To manually change existing reference numbers, do the following for each footnote:


 * 1) Select the footnote text in the footnote window. (Do not include the reference number or the ending paragraph mark in the selection.)
 * 2) From the Edit menu, choose Copy.
 * 3) Delete the footnote reference number in the document text.
 * 4) From the Document menu, choose Footnote.
 * 5) Press RETURN to select Auto-Numbered Reference.
 * 6) In the footnote window, choose Paste from the Edit menu to paste the footnote text from the Clipboard into the new footnote.
 * 7) Follow these steps for each footnote that does not show the newly defined style characteristics.

Method 3
If you are familiar with Word’s Interchange format (RTF), you can save the file in RTF, then search for the footnote reference code and replace it with the same code plus formatting code changes. Use the following as an example of this procedure to change the default footnote reference format of 9 point superscripted 3 points to 9 point superscripted 3 points and bold:

  From the File menu, choose Save As.   Click the File Format button (Full Menus). Select the Interchange Format (Rich Text Format) and click OK.   Give the file a new name and click OK. The new file shown in the window is in RTF format.   From the Utilities menu, choose Change.   In the Find What box enter “ ” (without the quotation marks and with a space between the “6” and the third &quot;&quot;). This code searches for a character footnote with a font size of 9 point that is superscripted 3 points. Note: This procedure assumes that the Normal style is in Word’s default of New York 12 point, and that the Footnote Reference and Footnote Text styles have not been changed.   In the Change To box, enter the appropriate RTF codes that you want the Footnote Reference numbers to be in. For example, to add bold formatting, enter “”; to increase the font size from 9 point to 10 point, enter “ ”.   Click Change All. When all changes are made, close the Change dialog box.   From the File menu, choose Close, and click Yes when asked to save changes. </li>  From the File menu, choose Open, and select the RTF file closed in step 8. When prompted to interpret the RTF text, click Yes. The document appear in an untitled window, but the all footnote references will be changed. </li></ol>

This procedure usually takes some experimenting to determine the correct codes, but you can then globally change all of the footnote reference marks at once.

RTF stands for Rich Text Format, a format developed by Microsoft. RTF is a way of encoding formatted word-processing documents in plain ASCII codes to allow easy transmission between programs that use the RTF format. The format encodes text, formats, and graphics. The RTF file format specification is available as an application note. To obtain a copy of this application note, which is titled “Rich Text Format,” call Microsoft Product Support Services at (206) 454-2030.

KBCategory: kbusage KBSubCategory: kbformat Additional reference words: macword macword5

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Copyright Microsoft Corporation 1997.