Quick answer: To cite an existing footnote again in desktop Microsoft Word, insert a cross-reference to its footnote number instead of creating a duplicate footnote. Place the cursor where the repeated reference belongs, choose Insert → Cross-reference (or References → Cross-reference in some versions), select Footnote as the reference type, and insert the appropriate footnote number. The second marker points to the original note rather than adding a new note.
- Place the cursor immediately after the text that needs the repeated citation.
- Go to Insert Tab and select “Cross-reference”.
- In the Cross-reference window, from “Reference type” select Footnote & from “Insert reference to” select Footnote number (formatted) or Footnote number. The former option will put the Footnote number in the superscript, while the latter will simply put the Footnote number as it is.
- Select the footnote that you want to refer from “For which footnote”.
- Click Insert.
You can repeat the reference without duplicating the original footnote text. The inserted cross-reference is a field, so update it after changing footnote order.
Example: Refer to Footnote 3 Again
Suppose a source is explained in footnote 3 and you refer to it again later. Insert a cross-reference to footnote 3 at the later location. Word shows another reference number, but the footnote text remains in its original location. If you need a new explanatory note with different content, insert a new footnote instead.
Update Repeated Footnote Numbers After Editing
Cross-references are fields. After inserting or deleting earlier footnotes, update fields so repeated numbers reflect the latest numbering. In desktop Word for Windows, press Ctrl+A in the document body and then F9 to update selected fields; some fields in headers, footers, or text boxes may need separate attention. Check the references again before finalizing the document.
Troubleshooting Repeated Footnotes
- The repeated number is not superscript: Choose Footnote number (formatted) in the Cross-reference dialog, when offered.
- The wrong number appears after edits: Update the cross-reference field with F9 in desktop Word for Windows.
- The footnote is not in the list: Confirm it is an actual Word footnote rather than a manually typed superscript number.
- Cross-reference controls are missing: Use the desktop version of Word; feature availability differs in Word for the web.
Need to insert the first note? See footnote and endnote shortcuts in Word.
Frequently Asked Questions
Will the second reference create another footnote?
No. A cross-reference displays the original footnote number at a new location. It does not insert a second footnote body.
What if I delete the original footnote?
The cross-reference may show an error when fields update because its target no longer exists. Restore the footnote or replace the broken cross-reference.
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C P Gupta is a YouTuber and Blogger. He is expert in Microsoft Word, Excel and PowerPoint. His YouTube channel @pickupbrain is very popular and has crossed 9.9 Million Views.