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Whether it’s a short story, a product catalog, a technical manual, or a business report, every document needs a compelling format. Although the content and the length may differ, long documents have similar formatting challenges. In Word 2007: Formatting Long Documents, David Rivers uses his 20 years of training expertise to demonstrate efficient methods of formatting entire documents and making changes to specific sections and pages. He covers the details of how to use field codes and building blocks to streamline the workflow, and shares best practices for producing printed documents with a professional look. Exercise files accompany the course.
Well, this may turn out to be the shortest lesson of them all in this title, because we're going to talk about what happens when you want to convert a footnote to an endnote or vice versa. One of the things you'll want to do is remain consistent. So if you're using footnotes and endnotes, you really should choose one or the other and convert footnotes to endnotes, or endnotes to footnotes, depending on your choice. I'm using the document we've been working with in this chapter. So if you've been following along with me, you're ready to go here on Page 2 of the document. If you've skipped to this lesson, however, and you've got the Exercise Files, and you want to follow along, you can get caught up by going to the Chapter 9 folder and opening up Endnote3. Here on the second page you can see I've got a 1 showing up at the end of the first paragraph. There is a 2 at the end of the second one. I've got a 3 down here and at the bottom of the page you'll notice that I've got three footnotes.
When I hold down Ctrl+End my keyboard, that's the shortcut removing to the end of my document where I do have a page for all of my endnotes. And I do have one showing up in here. So that really doesn't make sense, so I would use both footnotes and endnotes. For consistency, sake, I'm going to convert all of my footnotes to endnotes. So let's go up here to the Footnotes section of the Ribbon, let's go to Show Notes. Let's choose to go back to the footnote area and click OK. Now we're back to that second page. You don't have to be inside the footnotes to do what we're about to do. You can be anywhere in the document. I'm going to click in the paragraph above my footnotes on page 2, and I'm going to go up to my Footnotes section of the Ribbon and click on the little arrow on the bottom right hand corner to access the Footnote and Endnote dialog box.
You'll notice there is a Convert button. Don't worry about whether footnotes or endnotes are selected here, just click the Convert button, and now you've got three choices. You can convert all of your footnotes to endnotes. That's selected by default. If you prefer to convert all of your endnotes to footnotes, that could be done as well, and keep in mind the numbering will take care of itself. If you prefer, you can swap footnotes and endnotes. So anything that was a footnote will become an endnote, and of course, our endnote at the end of the document would become a footnote. I'm going to leave Convert all footnotes to endnotes and click OK.
Now when I do that, you'll notice that they just disappeared from page 2. I'm going to close this up. Ctrl+End on my keyboard will take me to that last page, and check it out. There is my four endnotes. Everything has been renumbered accordingly, according to where it appears in the document, they're all in order, and it was one simple click of a button. Let's try that again. Let's go up to the arrow in the bottom right corner of our Footnotes section on the Ribbon. Go to the Convert button, and choose to convert all endnotes to footnotes.
It's the only option now. We can't swap, because we don't have any footnotes, and we can't convert footnotes to endnotes, because again, we don't have any footnotes in this document any longer. So let's convert them all to footnotes. Click OK. There is nothing now on the last page. I can close this dialog box. In fact, I don't even need this page. When I go up to Show Notes, it's going to take me to the very first one from the bottom of the page working up, which is my fourth footnote. If I go up here now, and click the dropdown where it says Next Footnote and choose Previous Footnote, it's going to take me up to page 2 where those three other footnotes appear. So it's very simple if you want to be consistent, and you really should in your document, and you're using a combination of footnotes and endnotes, maybe you're collaborating on the document, and some people have used endnotes and some have used footnotes. Decide which one you want to go with, use the Convert button to convert them all one way or the other.
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