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This article describes what cross-references are, how to create them, how to edit them, how to update them.
What Is a Cross-reference?The cross-reference feature in Word allows you to create a reference to an item in either the same document or a different document, for example, "See Table 6 on page 22." If the item in the cross-reference changes, for example, if Table 6 becomes Table 5, or Table 6 moves to page 23, you can update the cross-reference field without retyping it.
What You See in the Cross-reference Dialog BoxThis section defines the items that you see when you click Cross-reference on the Insert menu.
The Reference Type list lets you select the type of item you want to cross- reference. Word allows you to cross-reference the following items:
Insert Reference To:
Item Description ------------------------------------------------------------------------ Heading Text that is formatted with one of the nine heading styles that come with Word. Bookmark Text that is marked by using the Bookmark command on the Edit menu. Footnote Footnote reference marks inserted in a document by using the Footnote command on the Insert menu. Endnote Endnote reference marks inserted in a document by using the Footnote command on the Insert menu. Figure/Table/Equation A caption inserted with one of the preceding labels by using the Caption command on the Insert menu.
The Insert Reference To list lets you identify the information you want to appear in the cross-reference. These choices depend on your selection in the Reference Type list. All of the possible choices are listed below.
For Which <Reference Type>:
Item Description ------------------------------------------------------------------------ Heading Text Inserts the text of the heading. Heading Number Inserts the number of the heading. Page Number Inserts the number of the page containing the item. NOTE: For footnotes and endnotes, the page number that appears in the cross-reference is the location of the footnote or endnote text, not the location of the note reference mark. Paragraph Number Inserts the paragraph number of a bookmark. See the "More About Paragraph Number" section later in this Article for more details. Bookmark Text Inserts text marked with a bookmark. Footnote Number Inserts a footnote reference mark. Footnote Number Inserts a formatted footnote reference mark. (formatted) Endnote Number Inserts an endnote reference mark. Endnote number Inserts a formatted endnote reference mark. (formatted) Entire Caption Inserts the label, number, and any additional text of a caption, for example, Table 1: International Air Distances. Applies only to Equations, Figures, and Tables. Only Label And Number Inserts only the label and number of a caption, for example, Table 1. Applies only to Equations, Figures, and Tables. Only Caption Text Inserts only the additional text you have added to a caption, for example, International Air Distances. Applies only to Equations, Figures, and Tables. Above/Below Inserts the words Above or Below as appropriate, for example, See Table: Above.
This area lets you select the specific item you want to refer to. For example, if you select Footnote in the Reference Type box, this area is called "For which footnote," and displays all of the footnotes in the document.
Inserts the cross-reference at the insertion point in the document. The cross-reference dialog box remains open so that you can insert additional cross-references.
Closes the cross-reference dialog box.
How to Create a Cross-reference in the Same DocumentIf the item you want to refer to is located in the current document, follow these steps.
NOTE: For this example, your document must contain at least one of the following: a table with a caption, a footnote, an endnote, an equation with a caption, a bookmark, a figure with a caption, or a paragraph formatted with a heading or a numbering style.
How to Create a Cross-reference to Another DocumentIf the item you want to refer to is located in another document, follow these steps.
NOTE: Both documents must be subdocuments in the same master document.
(http://support.microsoft.com/kb/119514/EN-US/ )WD: Errors in Cross-References in Master Document or Subdocument
How to Edit What a Cross-reference Refers To
How to Update a Cross-referenceTo update cross-references, use either of the following methods.
Method 1: Update All Cross-references:
To update all cross-references in a document, click Select All on the Edit menu and then press F9.
Method 2: Update One Cross-reference:
To update a single cross-reference in a document, select the cross- reference and press F9.
For additional information about cross-references, please see the following articles in the Microsoft Knowledge Base:
112542Or, see the reference below appropriate to your version of Word.
(http://support.microsoft.com/kb/112542/EN-US/ )WD: Text Added to End of Line Not Included in Cross-Reference
(http://support.microsoft.com/kb/116225/EN-US/ )Wrong Formatting Appears in Cross-References
Word 6.xIn Word 6.x, click "Search For Help On" on the Help menu, type "cross," click "cross-references," and then click Display.
Word 7.xIn Microsoft Word for Windows 95, version 7.x, click Answer Wizard on the Help menu, type "cross reference," click Search, click one of the topics, and then click Display.
Article ID: 193732 - Last Review: August 18, 2005 - Revision: 1.1
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