I just had a long back-and-forth with a production editor who was making the final corrections to a nonfiction manuscript with lots of notes. When she mentioned that she was “reorganizing” the footnotes, which I took to mean cutting them out and pasting them into a separate document, I immediately wrote back to say that
I’d kind of rather if you didn’t move the footnotes, though I appreciate the sentiment, of course, as the coder-to-be. They need to be converted to endnotes, sure, but that’s a global command in Word. And I’ll wrangle them further using my top-secret note-stripping weapon, known as NoteStripper. Moving them manually tends to lead to corruption, hair-pulling, and woe.
And then she wrote back,
That’s the thing, India, I think this book has footnotes AND endnotes. I will confirm with editor…
And then I wrote back, even more apprehensive,
Well, if the footnotes are to stay footnotes and the endnotes are to stay endnotes, then *especially* don’t move the footnotes. I’m using InDesign CS2, which is perfectly capable of setting embedded footnotes.
And then she sent me the file and wrote,
The editor now tells me the endnotes REPLACE the footnotes, and the author just could not figure out how to delete the embedded footnotes (and, alas, neither can I).
Aha. This is a common problem authors have, and in trying to get around it they tend to make everything worse—utterly breaking the embedded notes and making them a nightmare to set. Perhaps you are ignorant in this matter, as well? Just in case, I present, dear reader, my final volley:
For your edification—and the author’s, should you be feeling magnanimous—I share this hard-won knowledge with you:
To Convert Footnotes to Endnotes
- SAVE YOUR WORK.
- Select Insert -> Footnote… from the menu bar.
- Click “Options” button at the bottom of the resulting pop-up.
- Click the “Convert” button at the bottom of the next pop-up.
- Select “Convert all footnotes to endnotes” and click “OK.”
- Click “OK” on the second window.
- Click the “Close” button on the first window.
To Delete a Footnote or Endnote
- SAVE YOUR WORK.
- Find the superscript number in the main text that corresponds to the note you wish to delete.
- Delete the number. The note goes with it.
Note that these instructions are for Word 2004 for the Mac. The pop-ups may be slightly different in other versions, but both these functions should operate pretty much as described in any modern (1995+?) iteration of the program.
As I informed my correspondent, thank-yous are accepted in the form of dark chocolate or cash. Yes, we accept PayPal!