In the following example, note that Heading has been selected as the Reference type in the Cross-reference dialog box:. All paragraphs that are formatted with one of the built-in heading styles Heading are automatically shown in the dialog box.
You can cross-reference tables and figures in Word if you have inserted captions using Insert Caption on the References tab in the Ribbon. In the following example, note that Table has been selected as the Reference type in the Cross-reference dialog box:.
Cross-references are fields. Normally, the result of a field is displayed but you can also view the field codes. When you insert a cross-reference, a field code will be inserted based on what the reference refers to.
The first part of the field code of a cross-reference field indicates which type of field it is. Part of the field code inside a cross-reference field refers to a bookmark that points to the target. A bookmark in Word is a named location or a named block of text or other content in a document. If you refer to a built-in heading style in a cross-reference, Word automatically adds a bookmark around the heading text at the beginning and the end excluding the paragraph mark if a bookmark is not already found.
The name of the bookmark is included in the field code of the cross-reference field. If you are inserting a cross-reference to a caption, a bookmark will also be added to enclose the part of the caption content to be displayed by the cross-reference field. The bookmark will include different parts of the caption depending on the kind of caption reference you select such as the entire caption or only the label and number. The underscore at the start of the bookmark name means that the bookmark is being treated as a hidden bookmark in Word.
You cannot add hidden bookmarks manually. Hidden bookmarks are invisible in the document even if you turn on display of bookmarks. You can view invisible bookmarks in the Bookmarks dialog box, but you must turn on Hidden bookmarks to display them. Cross-references can be formatted manually, using styles or using switches in the field code. A switch holds special information that causes the field to act or appear in a specific way.
One easy way to format a cross-reference is by using a character style such as Emphasis or Intense Emphasis. The benefit of this method is that you can later modify the style or find and replace the style with a different style.
If a document has been edited, you will likely need to update the cross-references since cross-references do not update automatically. It is important that the markers that are added at the beginning and end of the target of a cross-reference are not deleted or moved during editing. If they are, you will need to reinsert the cross-reference because you will receive an error when you update.
Cross-references will also be updated when you switch to Print Preview or when you print if the Word option Update fields before printing is turned on. Did you find this article helpful? If you would like to receive new articles, join our email list.
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Contact us at info avantixlearning. Kerning can be used in Microsoft Word to increase or decrease the spacing between characters. You have the option of turning on automatic kerning or you can manually control kerning by expanding or condensing spacing. You can insert the division symbol in a Word document using Insert Symbol, a keyboard shortcut, an AutoCorrect entry or an Alt shortcut. Microsoft, the Microsoft logo, Microsoft Office and related Microsoft applications and logos are registered trademarks of Microsoft Corporation in Canada, US and other countries.
All other trademarks are the property of the registered owners. Avantix Learning courses are offered online in virtual classroom format or as in-person classroom training. Our hands-on, instructor-led courses are available both as public scheduled courses or on demand as a custom training solution. You may experience that one or more cross-reference fields in a document do not show the expected content even if you have updated fields.
If you run into such problems, my article Cross-reference Problems — Troubleshooting on my website thedoctools.
The article includes videos that illustrate what causes the problems and how to solve them. Note that my add-in DocTools CrossReferenceManager can help you automatically find and fix cross-reference problems. It can even prevent some of the problems from occurring. Did you know that DocTools AddBoilerplate. Generate complete documents in seconds from re-usable text or graphics. DocTools CommentManager. Manage comments in Word fast and easy — auto-number, review, extract comments, etc. DocTools CrossReferenceManager.
Simplify and speed up the management of cross-references even in your most complex documents. DocTools DocPropertyManager. Manage and repeat data in Word fast and easy with custom document properties and DocProperty fields. DocTools ExtractChanges Pro. Extract insertions, deletions and comments from any Word document, incl.
DocTools HighlightManager. Apply any highlight color or remove highlight in Word with a single click — customizable shortcuts. DocTools ObjectBrowser. Browse pages, sections, headings, tables, graphics, etc. DocTools ScreenTipManager. Create screen tips in Word fast and easy — with up to characters.
Understanding cross-referencing in Word and how cross-reference fields in Word work can save you from a lot of time and trouble with Word documents. I hope this article helps you in your future work with cross-references in Word. How cross-reference fields in Word work About cross-referencing in Word — what is a cross-reference? T able of contents. What is a cross-reference in Word? How to insert a cross-reference in Word? What to do if headings are missing in the Cross-reference dialog box?
Are there different types of cross-reference fields? How does a cross-reference field know which content to show? Example of cross-reference bookmark name.
REF field code syntax. How to format cross-references? How to find information about the field switches? Are cross-references updated automatically? How to fix broken cross-references that do not show the correct content? For completeness, here are the steps to follow to insert a cross-reference using the built-in functionality of Word: In your document, position the insertion point where the cross-reference is to be inserted.
The following takes place in the Cross-reference dialog box. In the Reference type list, select the type you want. You can select from: Numbered item, Heading, Bookmark, Footnote, Endnote plus caption types depending on which caption labels are available e.
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