ID: Q193732
The information in this article applies to:
This article describes what cross-references are, how to create them, how to edit them, how to update them.
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.
This section defines the items that you see when you click Cross-reference on the Insert menu.
Reference Type:
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:
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.
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.
Insert:
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.
Close:
Closes the cross-reference dialog box.
If 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.
1. In the document, type the introductory text that begins the
cross-reference. For example, type the following:
For more information, see:
3. In the Reference type list, click the type of item you want to refer to,
for example, a Heading or Table.
insert into the document, for example, Heading Text.
to refer to. For example, if you click Heading in the Reference type box
and the document has six headings, click the heading that you want to
refer to.
NOTE: If you see an entry that looks something like {REF _Ref249586 \* MERGEFORMAT} instead of text, Word is displaying field codes instead of field results. To see the field results, press CTRL+F9.
If 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.
1. Open the master document that contains both subdocuments.
2. On the View menu, click Normal.
3. Follow the steps outlined in "How to Create a Cross-reference
in the Same Document" section earlier in this article.
ARTICLE-ID: Q119514
TITLE : WD: Errors in Cross-References in Master Document or
Subdocument
1. Select the cross-reference in the document, for example, "Figure 1."
NOTE: Do not select the introductory text, for example do not select
"For more information, see." To modify the introductory text in a Cross-
reference, simply edit the text in the document.
3. Make sure the Reference Type list contains the type of cross-reference
you are editing, and make sure the For Which <Reference Type> list
contains the correct item.
5. Click Insert and then click Close.
To 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:
ARTICLE-ID: Q112542
TITLE : WD: Text Added to End of Line Not Included in Cross-
Reference
ARTICLE-ID: Q116225
TITLE : Wrong Formatting Appears in Cross-References
In Word 6.x, click "Search For Help On" on the Help menu, type "cross," click "cross-references," and then click Display.
In 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.
Keywords : kbdta wordnt kbfield ntword word6 word7 word95
Version : MACINTOSH:6.0,6.0.1,6.0.1a; WINDOWS:6.0,6.0a,6.0c,7.0,7.0a; WINNT:6.0
Platform : MACINTOSH WINDOWS winnt
Issue type : kbinfoLast Reviewed: February 13, 1999