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Creating Cross-references


A cross-reference informs the reader where additional information is located in the same document or another document  It gives readers quick access to related information in other parts of your document or other documents — for example, "For more information, see 'Dividing a Document into Sections' on page 42." To cross-reference an item in another document, though, you need to first combine the documents into a master document.

If you change an item you've referred to (for example, if you change a title or move text), Word makes it easy to update the cross-reference without retyping it. This is because cross-references are fields in the document. As such, Word can update these fields automatically whenever you print the document, or you can choose to manually update the fields yourself.

You can create cross-references to:
  • Headings formatted with the built-in heading styles that come with Word - that is, Heading 1 through Heading 9.
  • Footnotes and endnotes created by using the Footnote command.
  • Captions (added to tables, figures, equations, etc) created by using the Caption command.
    For more information, visit the post, Adding Captions, later in this blog.
  • Items marked with bookmarks.
    For more information, visit the post, Using Bookmarks, later in this blog.
  • Numbered paragraphs.
To create a cross-reference, you must first create the applicable item (i.e. one or more of  headings, footnotes and endnotes, captions, bookmarks, or numbered lists).



Creating Cross-references
Creating cross-references basically involves completing these two steps:
  • Typing the introductory text for the cross-reference directly in the document.
    Examples, depending on the item being referred, you might type:
    For more information, see"     (including the quotation mark), or See also ", or See, or Refer to.
  • Select information in the Cross-reference dialog box that tells Word what reference information to insert and update in the document.

    For example, to reference a section title, you select Heading in the Reference type box, Heading text in the Insert reference to box, and the specific title in the For which heading box.

A cross-reference can contain more than one type of reference information that Word will update. For example, you can refer to both a heading and a page number.
The dialog box stays open so that you can add information, such as a page number, or start a new cross-reference.


Use these steps to create a cross-reference

  1. In the document, type the introductory text that begins the cross-reference.
    (For example, type For more information, see "); and leave the insertion point where you want the cross-reference to appear.
  2. On the Insert menu, point to Reference, and then click Cross-reference.
    The Cross-reference dialog box is displayed.
  3. In the Reference type box, select the type of item you want to refer to — for example, Heading.
  4. In the Insert reference to box, select the information about that item you want Word to insert in the document — for example, Heading text.
    The items that appear in this list correspond to the item you selected in the Reference type box.
  5. In the For which box, click the specific item you want to refer to.
    For example, if you select Heading in the Reference type box, and the document has nine headings, click the heading you want to refer to.
    NOTE
    • If your document does not contain the right item, nothing will be displayed in this box. For example, if you select Heading in the Reference type box, but the document contains no text
      formatted with a built-in heading style that comes with Word; or you select Table in the Reference type box, whereas, the document contains no table with a caption attached to it using the Caption command, nothing will be displayed in the For which box. So make sure the document has the right type of item before you start the cross-referencing operation.
    • If the item you want doesn't appear in the list here, you might need to click a different item in the Reference type list.
  6. To allow readers to jump to the referenced item, select the Insert as hyperlink check box.
    If the item you're referencing is located in another document, both documents must be part of a master document.
  7. If the Include above/below check box is available, you can select this check box to include information about the relative position of the referenced item.
    For example, suppose you're inserting a cross-reference to the page number of a heading called "Adding Captions." If the heading appears above the cross-reference, the cross-reference will read “Adding Captions above.” If the heading appears on another page, the cross-reference will read “Adding Captions on page 47.”
  8. Click the Insert button.
    The dialog box stays open so that you can add information, such as a page number, or start a new cross-reference.
  9. To add additional cross-reference information, click in the document where you want the additional information, and type any additional text you want. When you finish typing, click back on the dialog box, and repeat steps 3 through 8.
    TIP: If you need to see the document behind the dialog box, click and drag the title bar to move the dialog box.
  10. Click the Close button, when you finish inserting cross-references.

Note   Word inserts cross-references as fields. If you see, for example, something similar to {REF _Ref277642913 \* MERGEFORMAT}, Word is displaying field codes instead of field results (the cross-references). To see the field results (the cross-references), press ALT+F9, or right-click the field code, and then click Toggle Field Codes on the shortcut menu.




Refer to the Same Footnote or Endnote More Than Once

  1. Position the insertion point where you want the reference information to appear.
  2. On the Insert menu, point to Reference, and then click Cross-reference.
  3. In the Reference type box, click Footnote or Endnote.
  4. In the For which box, click the note to which you want to refer.
  5. In the Insert reference to box, click Footnote number or Endnote number.
  6. Click Insert, and then click the Close button.
    The new reference is inserted as unformatted text rather than as superscript.

Format the new reference as superscript
The reference inserted after performing the procedure above is an unformatted text, rather than a superscript. Use the following procedure to format the inserted, unformatted text as superscript.
  1. Select the footnote.
  2. If the Styles and Formatting task pane is not open, click the Styles and Formatting button on the Formatting toolbar.
  3. In the Styles and Formatting task pane, click Custom in the Show box.
    The Format Settings dialog box is displayed.
  4. In the Format Settings dialog box, select the Footnote Reference or Endnote Reference check boxes, and then click OK.
  5. In the Styles and Formatting list, click Footnote Reference or Endnote Reference.
    Superscript formatting is applied to the footnote.
    Looking at the result, you'll find that both the footnote reference text and the footnote reference number now appear on the same level - neither is raised above the other. This shows the footnote has been formatted as superscript. To confirm this, click the Reveal Formatting command on the Format menu. Then click the footnote and see the details of the formats applied to it in the Reveal Formatting task pane.

    If you just click the arrow beside Footnote Reference or Endnote Reference, a style will not be applied.




Note   The new number that Word inserts is the actual cross-reference to the original reference mark. If you add, delete, or move a note, Word updates the cross-reference number when you print the document or when you select the cross-reference number and then press F9 to update it manually. If you have trouble selecting the cross-reference number by itself, try selecting some surrounding text along with it, and then press F9.




Paragraph Number Options in Cross-references
When you create cross-references to numbered paragraphs, especially outline numbered list items, you have a number of options at your disposal in Word to help you specify how exactly you want the reference to appear. If you select the Numbered item option in the Reference type box, the corresponding paragraph number options that appear in the Insert reference to box are: Paragraph number, Paragraph number (no context), and Paragraph number (full context). The way a reference appears when you create a cross-reference to a paragraph in an outline numbered list varies with each of these options. 

Using the paragraphs in a typical legal document containing outline numbered list or LISTNUM fields, as shown in the illustration (image) below, let us now see how each of the paragraph number options will display a reference if you create a cross-reference to any of the paragraphs from any of the paragraphs in the numbered list, or elsewhere in the document.

Paragraph number options

Paragraph number
The Paragraph number option displays the paragraph number and its relative position in an outline numbered list. Using the illustration above, consider these examples:
  • If you position the insertion point in the numbered paragraph 1.(a)(i), and then create a reference to paragraph 1.(a)(ii), the information inserted appears as "ii" because both paragraphs are subordinate to paragraph 1.(a).
  • If you position the insertion point in the numbered paragraph 1.(b), and then create a reference to paragraph 1.(a)(ii), the information inserted appears as  "(a)(ii)" because both paragraphs are subordinate to paragraph 1.
  • If you position the insertion point in the numbered paragraph 2.(a)(i), and then create a reference to paragraph 1.(a)(ii), the information inserted appears as "1.(a)(ii)" because no context is shared. (If you're using LISTNUM fields, you can add the \r switch to set the Paragraph number option.)

Paragraph number (no context)
This option displays the paragraph number without its relative position in the outline numbered list. For example:
  • If you create a cross-reference to paragraph 1.(a)(ii), the result will appear as "(ii)," regardless of the context of the reference. If you're using LISTNUM fields, you can add the \n switch to set the Paragraph number (no context) option.)

Paragraph number (full context)
This displays the complete paragraph number from anywhere in the document.
  • For example, a reference to paragraph 1.(a)(ii) from anywhere in the document appears as "1.(a)(ii)". (If you're using LISTNUM fields, you can add the \w switch to set the Paragraph number (full context) option.)

Notes
  • The paragraph number options are also available when you want to insert a cross-reference to a bookmark.
  • Microsoft Word does not display any trailing periods in the cross-reference. For example, cross-reference to a paragraph number formatted as 1.1.1. will not display the final period in the cross-reference.




Create Cross-references to Another Document
To create a cross-reference to an item located in another document, you need to first combine the documents into a master document. A master document is a "container" for subdocuments, and you can use it to set up and manage a long or multipart document, such as a book containing several chapters.

Once you combine both files into a master document, you can go ahead and cross-reference the item in the other document. To do this,
  1. Open the master document.
  2. Switch to normal view.
  3. Follow the steps "To create a cross-reference," above.



Revising and Updating Cross-references
Revising/changing cross-references can be one of various forms: You can change the introductory text in a cross-reference; or change what a cross-reference refers to, as well as change the reference information from a paragraph number to a page number. To revise the introductory text in a cross-reference, just retype the text. If you delete an item you refer to, Word displays an alert error message (in the field containing the inserted reference information) the next time you update cross-references so that you can change or delete the cross-reference. To delete reference information that Word inserted — for example, on page 6 — select the information and then press BACKSPACE or DELETE. Note that you must select the information to delete it,
because the text you see is actually a field result.
To change what a cross-reference refers to, or change the reference information from a paragraph number to a page number, or the such, see the procedures involved under the following subheadings.


Change what a cross-reference refers to
  1. Select the reference information that Word inserted in the document (for example, "Table 1").
    Do not select the introductory text (for example, "See also ").
  2. On the Insert menu, point to Reference, and then click Cross-reference.
  3. In the Reference type box, click the new item you want to refer to.
  4. Click the appropriate corresponding items in the Insert reference to, and the For which boxes.
  5. Click Insert, and then click the Close button when you are through.
Note   To modify the introductory text in a cross-reference, simply edit the text in the document.



Change reference information from a paragraph number to a page number
  1. Select the paragraph number that Word inserted in the document.
  2. On the Insert menu, point to Reference, and then click Cross-reference.
  3. In the Insert reference to list, select Page number, and then click the Insert button.
    In the document, Word changes the reference information from a paragraph number to a page number.
  4. Click the Close button.

NOTE 

Word adds a bookmark to a heading when you create a cross-reference to that heading. If you change a heading that is used in a cross-reference, make sure that bookmarks are visible before you change the heading to ensure that the changes you make are included in that bookmark. If changes are not included in that bookmark, the cross-reference to the heading will not be correct when it is updated. To view bookmarks, click Options on the Tools menu, and then select the View tab. Under Show, select the Bookmarks check box, and then click OK.



Updating Cross-references
When you print a document, Word automatically updates all cross-references. However, if you delete items that have cross references, you will have to manually update the cross-references. The procedure to manually
update a cross-reference is highlighted below.

Update cross-references to page numbers
If you delete, or move items that have cross-references from one page to another, you need to manually update the cross-references. Use this procedure to manually update fields if you move a cross-reference from one page to another.
  1. Do one of the following:
    • To update a single cross-reference, select it.
    • To update all cross-references, select the entire document by pressing
      CTRL+A      , or click Select All on the Edit menu.
  2. Press F9, or right-click the selection, and then click Update Field on the shortcut menu.


Update fields or linked information before you print

If you intend and are ready to print a document containing several kinds of fields, such as cross-references, captions, linked information, etc, you can update them all in one go, using the procedure highlighted below:
  1. On the Tools menu, click Options, and then click the Print tab.
  2. Under Printing options, do one of the following:
    • To update fields, select the Update fields check box.
    • To update linked information, select the
      Update links check box.
  3. Click the OK button.


Update headers that include the chapter number and title
You can use the Cross-reference command to add a chapter number and title to a page header. If you renumber or rename the chapter, you can easily update the header. To do this, first apply a built-in heading style (Heading 1 through Heading 9) to the chapter number and title in the body of your document. Then click Header and Footer on the View menu. In your document, position the insertion point in the header, then point to Reference on the Insert menu, and then click Cross-reference. In the Cross-reference dialog box, select the heading that contains your chapter number and title, and click the Insert button. Then click the OK button.



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Adding Captions

A caption is a numbered label, such as "Table 1," that you can add to a table, figure, equation, or other item, which briefly describes the item to which it is attached. Adding a caption to an item makes it possible to refer to that item in a cross-reference or include it in a table of items (such as a Table of Figures or a Table of Tables), both of which you can easily update.


Fig: A typical chart with a caption briefly describing what the chart is representing


Adding Captions
You can add captions to items in two ways: You can have Word automatically add captions when you insert tables, figures, or other items in your document. Or, if you've already inserted the items, you can select any item and then use the Caption command to add captions manually.

Whichever method you use, you can add custom label names, change the formatting of caption numbers, and automatically update caption numbers when you add an item that has a caption.


Add Captions Manually
You use the Caption command to add a caption to a single item that you select. In the Caption dialog box, Word displays a label, a number, and a position for the caption. The insertion point is positioned after the caption number so that you can type a title or explanatory text. When you click the OK button, Word inserts the caption in your document.
Fig: Caption dialog box, explaining the uses of components

Add captions manually to an existing table, figure, illustration, equation, or other item
  1. Select the item you want to add a caption to.
  2. On the Insert menu, point to Reference, and then click Caption.
    The Caption dialog box is displayed. Word displays the label and number of the item in the Caption box.
    3. Fig: Caption dialog box
  3. Do one or more of the following:
    • If the caption label, number, and position are the way you want them, proceed to step 4.
    • To add text to the caption, type the additional text in the Caption box.
      For example, if the caption is "Figure 1," you can add text so that the caption reads:
      Figure 1: Crop Yields in 1999
    • To change the label in the Label box, select the type of label you want for the selected item. You can select Figure, Equation, or Table.
      To add a new label, click the New Label button, type the label name, and then click the OK button, in the New Label dialog box.
      • Fig: New Label dialog box (create custom label)
    • To select a position for the caption, select Below selected item or Above selected item in the Position box.
    • To change the number format used for the caption, click the Numbering button, select the number format you want, and then click the OK button, in the Caption Numbering dialog box.
  4. Click the OK button.

NOTE  Word inserts each caption as a field. If instead of the caption you see an entry that looks something like {SEQ Table\* ARABIC}, when you insert a table, Word is displaying field codes instead of field results. To display the caption, click the field, and then press ALT+F9. Alternatively, right-click the field code, and then click Toggle Field Codes on the shortcut menu. If you select the entire caption , you can also press SHIFT+F9, to toggle between displaying field codes and the caption (the field result).



Adding Captions Automatically
When you use the AutoCaption feature, Word automatically adds captions to all items of a particular type. For example, if you select Microsoft Word Picture and specify that it be labeled Figure, Word automatically adds Figure 1, Figure 2, and so forth to each new drawing of this type that you insert in the document.

You can select more than one type of item. Just make sure that each time you select a check box, you also select a label and a position for the caption before you select the next check box. It's best to use the AutoCaption feature when you create a document. Select all the types of items to which you want to add captions. That way, Word adds captions to items as you insert them. However, Microsoft Word does not add captions to items you inserted before you turn on the AutoCaption feature. You can use the Caption command on he Insert menu to add captions to existing items.


Use these steps to add captions automatically as you insert tables, figures, equations, or other items
  1. On the Insert menu, point to Reference, and then click Caption.
    The Caption dialog box appears
  2. Click the AutoCaption button.
    The AutoCaption dialog box is displayed.
    3. Fig: AutoCaption dialog box (adding captions automatically)
  3. In the Add caption when inserting list, select the check box to the left of the item for which you want Microsoft Word to insert captions.
  4. In the Use label box, select the label you want for the selected item.
    To add a custom label, click the New Label button, type the label name, and then click OK, in the New Label dialog box that opens.
  5. In the Position box, specify whether the caption is placed above or below the selected item.
  6. To change the number format used for the caption, click the Numbering button to display the Caption Numbering dialog box, select the number format you want, and then click OK.
  7. Repeat Steps 3 through 6 for each type of item you want to add captions to, and then click the OK button.
    Word will now automatically add an appropriate caption each time you insert a specified item.
  8. To add an optional description to the caption that Word adds when you insert any of the specified items, click after the caption and type the text you want.

NOTE  The AutoCaption selections you made will be available in all documents you create.




Changing Caption Formatting and Numbering
You can change caption formatting in the following ways:
  • You can change the formatting of an individual caption by selecting it and then applying the character and paragraph formats you want. To change the appearance of all captions, consider redefining the Caption style, which Word applies to all captions.
  • You can change the number format - for example, from arabic numerals to roman figures. If you apply the Heading 1 style to chapter headings, you can also include the chapter number in caption numbers.


Change the Number Format for Captions
  1. Select the item that has the caption whose number format you want to change.
  2. On the Insert menu, point to Reference, and then click Caption.
  3. Click the Numbering button
    The Caption Numbering dialog box is displayed.
    4. Fig: Caption Numbering dialog box (changing number format for captions)
  4. In the Format box, click the number format you want, and then click OK.
  5. Click OK in the Captions dialog box to return to your document.
    Word reflects the new number format in all caption labels of the same type. For example, if you select a table with the caption "Table" and then select a new number format, Word updates all items previously inserted in the document that have the "Table" caption to reflect the new number format. New tables that are inserted will also have the new number format.





Include Chapter Numbers in Captions
You can include, or have Word include the current chapter number in caption numbers. For example, you can number Tables in Chapter 5 as Table 5-1, Table 5-2, and so on. Before you can successfully do this, you must apply a unique heading style to chapter headings. I said a unique heading style because the heading style you choose must be applied to only chapter headings, and no other item again, in the document. For example, if you format chapter headings with the Heading 1 style, you must not use the Heading 1 style for any other text in the document.

If you do not know how to apply a built-in heading style to chapter headings in a document, learn it now by following the steps briefly highlighted in the following table:

  1. On the Format menu, click Bullets and Numbering, and then click the Outline Numbered tab.
  2. Click a chapter-numbering style (one that includes the text "Heading 1," "Heading 2," and so on), and then click OK.
  3. Type the text you want for the numbered heading, and then press ENTER.
  4. To add the next numbered heading, click the arrow next to the Style box (on the Formatting toolbar) and select the style you want.
    For more information about formatting chapter headings with a built-in heading style, visit the post    ,
    Adding Bullets and Numbering, Numbering Headings     or Numbering Pages  later in this blog.

With that in mind, let us now learn how to add chapter numbers to captions in Word, under each of the following headings.


Add chapter numbers to captions created automatically as you insert tables, figures, equations, or other items
  1. Format all chapter headings in your document with one of the nine built-in heading styles.
  2. On the Insert menu, point to Reference, and then click Caption.
  3. Click the AutoCaption button.
    The AutoCaption dialog box appears.
  4. In the Add caption when inserting list, select the check box to the left of the item for which you want Microsoft Word to insert captions.
  5. Click the Numbering button, and do the following:
    1. Select the Include chapter number check box.
    2. In the Chapter starts with style list, select the heading style used to format the chapter headings.
    3. In the Use separator list, select a punctuation mark to separate the chapter number from the caption number, and then click OK.
  6. Click OK to apply the settings.

Fig: Caption Numbering dialog box (adding chapter numbers to caption numbers)



Add chapter numbers to captions created manually for existing tables, figures, equations, or other items
  1. Format all chapter headings in your document with one of the nine built-in heading styles.
  2. Select the item in whose caption number you want to include the chapter number.
  3. On the Insert menu, point to Reference, and then click Caption.
  4. In the Label list, select the item for which you want Microsoft Word to insert a caption.
  5. Click the Numbering button, and do the following in the Caption Numbering dialog box.
    1. Select the Include chapter number check box.
    2. In the Chapter starts with style list, select the heading style that was applied to the chapter headings.
    3. In the Use separator list, select a character to separate the chapter number and the caption number, and then click OK.
  6. Click the OK button.






Update Captions after Making Changes
If you insert an item to which Word adds a caption or you add a caption yourself, Word automatically updates caption numbers. If you move or delete items that have captions, you need to manually update the captions. The steps to manually update captions after making changes are highlighted below.
  1. Do one of the following:
    • To update a single caption, select it.
    • To update all captions, select the entire document by pressing CTRL+A, or click Select All on the Edit menu.
  2. Press F9, or right-click the selection, and then click Update Field on the shortcut menu.
NOTE
When you print the document, Word automatically updates caption numbers.





Revising Captions
To revise optional caption text, such as a title, just retype it. You can change a single caption label or all labels of a particular type; for example, you can change "Drawing" to "Figure." See the steps to change the label for a single caption, or all labels of a particular type under each respective heading below.

Change the label in a single caption
  1. Select the caption whose label you want to change.
  2. Press the DELETE key to delete the caption.
  3. On the Insert menu, point to Reference, and then click Caption.
  4. Do one of the following:
    To Do this
    Change a label In the Label box, select the type of label you want, and
    then click the OK button.
    Ad a new label Click the New Label button. Type the new label in the
    Label box, and then click the OK button.
    Word changes the label for the selected caption only. The label does not change in any other captions that have the original label.




Change labels in all captions of the same type
  1. Select a caption with the label type you want to change.
  2. On the Insert menu, point to Reference, and then click Caption.
    You cannot change a label or number of a caption by retyping over the label or number in the Caption box.
  3. Do one of the following:
    To Do this
    Change a label In the Label box, select the type of label you want, and
    then click the OK button.
    Ad a new label Click the New Label button. Type the new label in the
    Label box, and then click the OK button in the New Label dialog box.
    Click the OK button in the Caption dialog box.
    The new label you select will now reflect in all caption labels of the that (same) type.
    For example, if you select a caption that has a label "Figure" and then select the label "Illustration," Word updates all items that have the "Figure" label that were previously inserted in the document, to reflect the new label, "Illustration."

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