Make Cross-references: MS Word

Dennis Faas's picture

Sometimes, within a long document you will refer not just to outside sources, but to another location within the current document.

Cross-references can refer to a heading, table or figure either by name or by page number. You can even have the cross-reference be a hyperlink for those who will view the document electronically.

If this is a long report, it's difficult to keep track of page numbers, especially as you're adding and rearranging text. For accurate cross-references, let Word keep track of the location for you.

Follow the steps below to create a cross-reference.

  1. Type the text introducing the cross reference, such as "For more information."
  2. Choose Insert | Reference |Cross-reference. This opens the Cross-reference dialog box.
  3. Under Reference Type, choose the item you want to refer to by clicking on the drop down arrow. If you've set up the headings, this is an obvious choice. A list appears in the dialog box and you must click to specify which one.
  4. Under Insert reference to, designate what you would like to include in the cross-reference.
  5. Click Insert.

The cross-reference appears with gray shading, the familiar indicator that a field is at work behind the scenes.

When page numbers or the wording of the heading changes, you must update cross-references. To do this, point at a cross-reference, right-click and choose Update Field. To update all the cross-references throughout the document, select the entire document first.

(c) Carol Bratt, all rights reserved. Used with permission. Duplication is forbidden without express consent of author. Visit Carol's web site to learn more tips like this one!

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