MS Word Legal and Corporate: Properly Inserting Footnotes When The Footnote Text is at Another Location.

 MS Word Legal and Corporate:  Properly Inserting Footnotes When The Footnote Text is at Another Location.



Scenario:  We get a call from a paralegal who is inserting footnotes into a document that he is helping to prepare.  He says that each time he brings the footnote text in from the other document (as text to be inserted), the text being copied looks terrible.  Either the font is wrong or the size is wrong and he does not want to have to key in the text from scratch for each individual footnote when the text has already been provided for him.  Got it?

Some Basic Rules:

The Footnote Reference Number is the number displayed in the body of the text as well as at the bottom of the corresponding footnote.  The style controlling the look of the Footnote Reference Number is called “Footnote Reference.”

The footnote text sitting in your open footnote is controlled by the style “Footnote Text”.

So when I need to modify the look of the Footnote Reference Number or the Footnote Text I simply modify the associated style.

These styles work great as long as you don’t introduce other elements into the mix.

In the current scenario, the Footnotes were provided as inserts and were sitting one after another in another document altogether.

When you have this situation you bring the text in in the following way.

  1. Take your cursor over to the location within the body of the text where the footnote text is to be inserted.
  2. Put yourself in Draft View.  I like Draft View because it lets you see one Footnote after another and for editing purposes it really makes your life easy).
  3. Go to References
  4. Click on Insert Footnote. (Big Button)
  5. The Footnote Area opens up at the bottom of your page.
  6. Go to the document that contains all of the Footnotes.
  7. Copy the Footnote text from the other location.
  8. Place your cursor back in the open footnote.
  9. Go to Home, Paste, Paste Special, Unformatted Text.
  10. Paste Special Unformatted Text simultaneously strips the junk from the source text and lets the text pour into the awaiting style (Footnote Text), in the open footnote.
  11. Now every time you bring in a footnote they will be uniform and perfect.

Always use this method when copying text from another location into your present document (aka target), and you will never have any issues.

Training From An Inside Perspective…
888-422-0692 Ext. 1 and 2

Email:
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Hey Students:

AdvanceTo offers a unique hands-on 3 class set through Zoom or Phone that covers the Formatting and Styling of both Litigation Style Documents as well as the Formatting and Styling of Corporate Style Documents.  

Just some of what we cover thoroughly:  List Numbering, Multilevel Outlines, TOC, TOA, IOT, Footnotes, Cross References, Multiple Sections and Page Numbering scenarios, Financial Tables and a load of procedure as well as tips and tricks.  

Great Narrative Material and homework is also provided to guarantee follow up and charting of your progress!!  Each class is 4.5 hours (each class can be done in two sessions), and will change the way you approach MS Word.  The cost for this information packed set of 3 classes is $450.  Secretaries, Word Processing Operators, Paralegals as well as law students will greatly benefit from these unique classes.  Firms and Individuals Welcome!

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