Key points at a glance
- Insert notes through the References tab.
- Check numbering and citation style separately.
- Inspect the exported PDF page by page.
Insert a linked note
Place the cursor after the sentence that needs a source or explanation. In Word, choose References and Insert Footnote. Word creates a linked reference mark and note area. Avoid typing a superscript number manually: it will not update reliably when other notes are added.
Write the note required by your style
Example: A sentence summarises a study and its footnote supplies the short or full citation required by the programme. Whether sources belong in notes depends on the assigned style. In an author-date system, a footnote may instead carry a brief explanation. Word cannot decide the citation rule for you.
Keep numbering and formatting coherent
Check whether note numbering should run through the document or restart by section. Change the footnote-text style rather than formatting individual notes differently. Review long notes that spill over a page and shorten commentary that overwhelms the argument.
Check references in the PDF
Look for missing reference marks, empty notes and awkward page breaks. Open the final PDF and compare notes near page bottoms with the Word source. If you make more edits, export and check again before digital submission or printing.
Final submission context
Formal details can feel like a separate writing task, but they matter just as much for a printed submission. Anything missing, misplaced or inconsistently formatted in the document will also appear in the bound copy.
Use this guide together with your cover page, table of contents, page numbers, source notes and appendices. Prepare the final PDF for printing and binding only after the complete file has been checked.
Practical check before PDF export
- Do headings, chapter structure and page numbers match?
- Are sources, figures and tables included completely?
- Are required elements such as declarations, appendices or the cover page included where required?
- Did you open and check the final PDF after exporting it?
Checklist
- Used Word footnote fields.
- Checked department citation style.
- Verified numbering.
- Read notes in the PDF.
Common mistakes
- Typing superscript numbers by hand.
- Treating notes as a substitute for the bibliography.
- Checking only the Word file.
Prepare the finished thesis for submission
Once the content and university requirements are checked, review your PDF and the available printing and binding options.
Review printing optionsRelated content
Explore related guidance on thesis structure, sources, formatting and final submission.
Frequently asked questions
Where is Insert Footnote?
In Word’s References tab.
Does every citation need a footnote?
Only if the required citation style uses them.
Can numbering restart?
Yes, in footnote settings, subject to your department rules.