Format a Book in Word: Footnote, Index & Bibliography

By Colin Dunbar

Footnotes are common in many non-fiction books, and are notes or references found at the bottom of the page. You can add these as you write your book, or you can add them afterwards. Endnotes are found at the end of the book, listed consecutively.

An alphabetical index is found in most non-fiction books (sadly, some do not have an index), and the index is to make it easier for your reader to find specific information in your book.

Lastly, the bibliography is also found in non-fiction books. If you have used other books in your research, it is professional (and legal) courtesy to include a bibliography in your book.

Insert Footnote

Click your pointer at the end of the word you want to create the footnote for.

Click the References tab.

Click the Insert Footnote button.

footnote 1

The footnote area will display at the bottom of the page, and the pointer will be in position. Type your footnote (or you can copy and paste your text).

footnote 2

When you are done, you can continue typing on the page. The footnote reference number will be inserted at the end of the word in your text, e.g. Footnote1.

Repeat the above procedure for each footnote you want to add.

To move from one footnote to the next, click the References tab, then click the Next Footnote drop down menu. Choose the option you want:

footnote 3

Insert Endnote

Click the References tab.

Click the Insert Endnote button.

footnote 4

The footnote area will display at the end of your book, and the pointer will be in position. Type your endnote (or you can copy and paste your text).

When you are done, you can return to where you stopped and continue typing.

Create Index

The purpose of an index is to allow the reader to find important information quickly. It should be an intelligent list and not a list of automatically compiled keywords with page references.

There are two parts in creating an index: first your mark the index item, and then you insert the index at the end of your book.

Select the term or terms that you want to have in your index.

index 1

Press Alt + Shift + X (or click the References tab, and use the Mark Entry button).

Click the Mark button.

index 2

The Show/Hide feature will be turned on after you click the Mark button, and you will see the field for the marked index entry, as shown below.

index 3

Mark your index entries as you type your document, or mark the entries after you have finished typing your manuscript. Note that this can be time consuming.

Inserting the Index

When you are done marking your entries, place your cursor at the point where you want to insert your index (usually at the end of the document).

Click the References tab.

Click the Insert Index button.

index 4

Check that the Index tab is clicked.

index 5

To create a formal index, click the Right align page numbers checkbox.

Click OK.

The index will be inserted at the place where your pointer is.

index 6

If you make changes to your document, or add index entries, you can update the index quickly.

index 7

You will notice that the index is shaded gray. Press F9 to update the index.

index 8

Inserting a Bibliography

If you have referenced other works in your book, you will need to add a bibliography. This can be done easily in Word.

Creating a bibliography is similar to the index, in that there are 2 parts.

Click at the end of the text that is referenced from the third party book (see below).

biblio 0

Click the References tab.

Click the Insert Citation drop-down menu.

biblio 2

Type the details for the book you are referencing.

biblio 1

Click OK.

The reference will display in your test.

biblio

Click at the top of the page where you want your bibliography to be (remember, this is one of your End Matter pages). You don’t need to type a heading, as this is automatically added by Word.

Click the References tab.

Click the Bibliography drop-down menu.

biblio 4

Click the Bibliography type you want to use.

The bibliography will be inserted on the page.

biblio 3For information about bibliographies, see this link: http://www.factmonster.com/homework/t8biblio.html

And that’s a wrap with formatting your hard copy book.  Starting with the next post, we look at formatting your book for the Kindle.

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5 Comments

Filed under Paper Book

5 responses to “Format a Book in Word: Footnote, Index & Bibliography

  1. Great post, I always battle with creating an index. Will definitely be a breeze from now. Have you thought of creating a video series? All the best, Bronson

  2. Pingback: AME Blog Carnival: Tips and Tricks for Writers and Authors – August 11, 2014 - Author Marketing Experts, Inc.

  3. I had struggled with headers and footers different on odd/even pages. Your series had it fixed in a jiffy – even with my book already written. Can’t wait for the Kindle series, as I am self-publishing with Amazon.

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