Exporting numbered footnotes to .rtf

Posted on 2006-05-15
Last Modified: 2008-02-01
Hi everyone!

I'd like to know if there is a way of exporting a document's footnotes when saving as an .rtf?

I am able to copy and paste all the footnotes, but the auto-numbering isn't copied for some reason.

Does anyone know if this is possible?

Question by:daniel416
    LVL 7

    Expert Comment

    Hi Daniel,

    Can you give details on exactly what you require? Are you using Word or Lotus Notes?

    Saving Word document in rtf take cares of footnotes. Formatting & numbering is preserved in a similar way as in Word doc.

    If you want to copy footnotes in Word, you'll have to copy body text along-with footnote citation where they are occurring & paste where you want. This way your citation number will remain intact. (But number will increment by 1 if pasted in a same document)

    Hope, this will be of some help to you,


    LVL 21

    Accepted Solution

    I assume you want to remove the footnotes so they can be treated independently of Word's numbering. (This is a common requirement for preparing documents for publication using non-Word programs.)

    When you copy the footnotes out into a separate document, all of the numbers show up as "1" because they are no longer linked to the calling footnote reference. To get the sequence back, I follow the general procedure below:

    1. In the Find dialog, leave Find what empty but use style=Footnote Reference. It will find and select the first footnote reference number because Word applies the character style to them automatically.

    2. Type "seq f" (without the quotes), then select it and press Ctrl-F9 to make it into a sequence field. Reselect it and press F9 to resolve it, then copy it. The clipboard now contains the field code you'll want to put in place of each of the footnote reference numbers.

    3. In the Replace dialog, leave the Find what as is, and in the Replace with box, type "^c". Replace All will then replace all of your footnote numbers with the {seq f} field code.

    4. Select everything (Ctrl-A) and use F9 to update the fields. Now the numbering will be sequential from 1 for each footnote.

    5. To fix the numbers as text (instead of fields), select everything again and then press Ctrl-Shift-F9 to convert the fields to text.

    This is the general approach I use but be aware that the method will convert other fields to text in step 5. If you have other content you still need as fields, you may need to modify the approach. One way to be specific would be to use the Find dialog to select only the style=Footnote Reference elements in step 5. This would then only convert the footnote number sequences to text.

    This method will work both for the isolated footnotes and the footnote reference numbers within the source document. However, be aware that when you replace the footnote references in the source document (step 3), it will eliminate the footnote content, so you will need to process the isolated footnotes first.
    LVL 3

    Author Comment

    Sorry I took so long to reply

    Thanks for the answer Eric. It works great.
    You are right in assuming that I need to import the numbered endnotes into another program (Director MX in this case).

    Just a few tips for anyone needing to do this on the Mac version of Word:
    - turn off Expose (it takes over the F9 key)
    - ctrl F9 = option F9 on the mac, and if you have a laptop, use the "fn" key also when using F9
    - in my case, the document actually had "endnotes" instead of "footnotes" (i'm not the author, so I had to guess), but changing this in the Find dialogue worked fine.



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