Cross reference references in word

A cross-reference allows you to link to other parts of the same document. For example, you might use a cross-reference to link to a chart or graphic that appears elsewhere in the document. The cross-reference appears as a link that takes the reader to the referenced item.

If you want to link to a separate document you can create a hyperlink.

Create the item you’re cross-referencing first

You can’t cross-reference something that doesn’t exist, so be sure to create the chart, heading, page number, etc., before you try to link to it. When you insert the cross-reference, you’ll see a dialog box that lists everything that’s available to link to. Here’s an example.

Insert the cross-reference

1. In the document, type the text that begins the cross-reference. For example, «See Figure 2 for an explanation of the upward trend.»

2. On the Insert tab, click Cross-reference.

   

3. In the Reference type box, click the drop-down list to pick what you want to link to. The list of what’s available depends on the type of item (heading, page number, etc.) you’re linking to.

   

4. In the Insert reference to box, click the information you want inserted in the document. Choices depend on what you chose in step 3.

   

5. In the For which box, click the specific item you want to refer to, such as «Insert the cross-reference.»

6. To allow users to jump to the referenced item, select the Insert as hyperlink check box.

   

7. If the Include above/below check box is available, check it to include specify the relative position of the referenced item.

8. Click Insert.

Cross-references are inserted as fields

Cross-references are inserted into your document as fields. A field is a set of information that instructs Word to insert text, graphics, page numbers, and other material into a document automatically. For example, the DATE field inserts the current date. The advantage of using fields is that the content being inserted—date, page number, graphics, etc.—gets updated for you whenever there’s a change. For example, if you’re writing a document over a period of days, the date will change each day when you open and save the document. Similarly, if you update a graphic that’s stored elsewhere but referenced in the field, the update will get picked up automatically without you having to re-insert the graphic.

If you’ve inserted a cross-reference and it looks similar to {REF _Ref249586 * MERGEFORMAT}, then Word is displaying field codes instead of field results. When you print the document or hide field codes, the field results replace the field codes. To see the field results instead of field codes, press ALT+F9, or right-click the field code, and then click Toggle Field Codes on the shortcut menu.

Use a master document

If you want to cross-reference items that reside in a separate document but don’t want to use hyperlinks, you’ll have to first combine the documents into one master document and then insert the cross-references. A master document is a container for a set of separate files (or subdocuments). You can use a master document to set up and manage a multi-part document, such as a book with several chapters.

For example, you can write “see page 7,” or “in Chapter 3,” or “on Figure 3.” and the reader can click on the cross-reference link to view the information referred to by the author (works as hyperlinks). On the other hand (unlike hyperlinks), when editing a document, if its structure changes (for example, if the pagination changes or Chapter 3 becomes Chapter 4), cross-reference text is automatically updated.

Using a cross-reference, Word offers very helpful features to create and automatically update:

• a table of contents created from paragraphs formatted as headings or specified text fragments,
• an index created from defined index tags,
• a bibliography created from citations,
• footnotes and endnotes that are very useful to provide supporting information without interrupting the flow of the primary content,
• fields with the information from the document property.

Cross-references can be created for the following objects:

Traditionally, references for equations, tables, and figures are mentioned in a sentence before they appear in the document as near as possible. The first mention with a reference helps readers understand the relationship between equations, figures, and tables with the rest of the text.

If necessary, a new cross-reference can be added again to the already mentioned equation, figure, or table later in the text.

Insert a cross-reference

To insert a cross-reference, do the following:

   1.   Place the cursor where you want to insert the cross-reference.

   2.   Do one of the following:

• On the References tab, in the Captions group, click the Cross-reference button:

  

• On the Insert tab, in the Links group, click the Cross-reference button:

  

   3.   In the Cross-reference dialog box:

• In the Reference type list, select the type of reference that you want to link to:

  

• In the Insert reference to list, select the content type to display in the cross-reference.

  The options in the Insert Reference to drop-down list change according to the Reference type list selection.

  For example, for the Heading reference type:

  

  See more about reference options for different reference types below.

• If the Insert as hyperlink box check box (selected by default) is:
  • Selected, Word creates the hyperlink for the referenced item. So, the reader will be able to Ctrl+ click on it (or click on it – see how to change it) and go to the referenced item.

    Note: Word doesn’t format this cross-reference as a hyperlink (blue and underlined).

  • Not selected, Word creates a field without the possibility to jump to the source information.
• If the Include above/below check box (not selected by default) is selected, Word will insert the word “above” or “below” in the cross-reference, depending on where the cross-reference is inserted, before or after the referenced item. This word will be changed along with the cross-reference itself if the referenced item is moved.

  Note: This feature works for Numbered item and Heading. The above/below item is included in the Insert reference to list for other reference types.

  For example, if the paragraph with Chapter 3 is moved after a paragraph with the cross-reference “see Chapter 3 above,” after updating fields in the document will be changed to “see Chapter 3 below.”

• In the For Which item list, select the needed item to reference.

  For example, for Bookmark:

  

  Note: In the For Which item list, Word shows all possible choices. If you can’t find the needed element in that list, check the formats and styles in the document content.

• Click the Insert button to insert the cross-reference in the document, then click the Close button to close the dialog box.

Note: You can move your cursor and insert additional cross-references while the Cross-reference dialog box is open.

Update references

Cross-references do not update automatically as other fields in Word. To update fields in the document, select the entire document by clicking Ctrl+A, or its part, and do one of the following:

• Press F9,
• Right-click on any of the fields and select Update Field in the popup menu:

  

So, your references will be automatically updated, and you can be sure that these references are correct. We strongly recommend checking a document at least visually after changes!

Delete references

To delete a reference, select it and press the Delete key.

Do not forget to update fields in the document!

Reference options

Cross-reference to Headings

Using the cross-referencing to the headings, you transfer to Word such routine as the automatic update of the headings whenever they are changed or moved.

To insert a cross-reference to the heading, in the Cross-reference dialog box:

• In the Reference type list, select the Heading.
• In the Insert reference to list, choose one of the proposed options:

  

  • Heading text inserts the entire text of the Heading.

    For example:

    

  • Page number inserts the page number on which the Heading appears.

    For example:

    

  • Heading number inserts the Heading number that appears in a document if the heading is numbered, otherwise inserts 0.

    For example:

    • A heading contains numbering (see how to create the numbering for headings):

      

    • Without numbering:

      

  • Heading number (no context) – the same as the previous one.
  • Heading number (full context)

    For example:

    

  • Above/below inserts the word “above” or “below” in the cross-reference, depending on where the cross-reference is inserted, before or after the referred text. This word will be changed along with the cross-reference itself if the referred text is moved.

    For example:

    

It can be helpful to use several cross-references to the same heading:

Cross-referencing to Bookmarks

To insert a cross-reference to a bookmark, in the Cross-reference dialog box:

• In the Reference type list, select the Bookmark.
• In the Insert reference to list, choose any of the proposed options:

  

  • Bookmark text inserts the entire text of the Bookmark.

    For example:

    

  • Page number inserts the page number on which the Bookmark appears.

    For example:

    

  • Paragraph number inserts the Paragraph number that appears in a document if the paragraph is numbered, otherwise inserts 0.

    For example:

    

  • Paragraph number (no context)
  • Paragaraph number (full context)
  • Above/below inserts the word “above” or “below” in the cross-reference, depending on where the cross-reference is inserted, before or after the referenced item. This word will be changed along with the cross-reference itself if the referenced item is moved.

See how to work with bookmarks, automatically duplicate information in a Word document.

Cross-reference to Footnotes and Endnotes

Whenever you create footnotes (endnotes) in the document, you can use a single footnote (endnote) multiple times. To do this, for the second and subsequent use of the footnote (endnote) to the information already mentioned, link to the first footnote (endnote).

To insert a cross-reference to a footnote or endnote, in the Cross-reference dialog box:

• In the Reference type list, select the Footnote or Endnote.
• In the Insert reference to list, choose one of the proposed options:

  

  • Footnote number or Endnote number inserts the footnote (endnote) number using the current formatting.

    For example:

    

  • Page number inserts the page number on which the footnote (endnote) appears.

    For example:

    

  • Above/below inserts the word “above” or “below” in the cross-reference, depending on where the cross-reference is inserted, before or after the referenced text.

    This option is meaningless for footnotes and endnotes since all cross-references to an already created note must always be placed after it. This option can only help check the formatting, but do not forget to remove it for the document’s final version.

  • Footnote number (formatted) or Endnote number (formatted) inserts the formatted footnote (endnote) number.

    For example:

    

Cross-reference to an Equation

When working with formulas, you can use two types of captions:

   I.   A caption was created using the Caption functionality (same as captions for tables and figures) with a number and description.

See Cross-reference to Figures and Tables to insert a cross-reference for such equations.

   II.   Just a number on the same line as equation right-justified:

See how to create a cross-reference for equations for more details.

Cross-reference to Equations, Figures, and Tables

Figures (pictures, images, icons, photos, etc.) and Tables in the document normally have the label Figure or Table and a number followed by a caption. A caption is a short block of text that provides quick information about the figure or explains table contents without referring to the document content.

To insert a cross-reference to the caption, created using the Caption functionality, in the Cross-reference dialog box:

• In the Reference type list, select the label such as Figure, Table.
• In the Insert reference to list, choose one of the proposed options:

  

  • Entire caption inserts the caption with the label and number.

    For example:

    

  • Only label and number inserts the label (if exists) and the number.

    For example:

    

  • Only caption text inserts the figure caption or table title without the label and number.

    For example:

    

  • Page number inserts the page number on which the figure or table appears.

    For example:

    

  • Above/below inserts the word “above” or “below” in the cross-reference, depending on where the cross-reference is inserted, before or after the referenced item. This word will be changed along with the cross-reference itself if the referenced item is moved.

About cross-referencing in Word – what is a cross-reference? 

In this article, you will find general information about cross-referencing in Word. You will learn how cross-reference fields in Word work, how to insert a cross-reference, etc. The information applies to both cross-references you insert using Word’s own functionality and using the Word add-in DocTools CrossReferenceManager.

The DocTools CrossReferenceManager add-in makes it easier and faster to work with cross-references in Word than using the built-in functionality. However, cross-references you have inserted in a document using DocTools CrossReferenceManager work precisely as if they had been inserted using Word’s built-in functionality.

Note that names of bookmarks added by DocTools CrossReferenceManager follow the same syntax rules as the bookmarks added by the built-in cross-reference functionality.

What is the syntax of the field code in cross-reference fields of the types REF, PAGEREF and NOTEREF?

Examples:

Examples:

Examples:

Are cross-references updated automatically?

Note that cross-references do not update automatically. If cross-references refer to headings, bookmarks, numbers or other targets that have been changed, you need to update the fields to reflect the changes.

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.

Insert a Cross-reference

1. Click where you want to add a reference.
2. Click the Insert tab.
3. Expand the Links group, if necessary.
4. Click the Cross-reference button.
5. Select what you want the cross-reference to point to.
6. Click the Insert reference to list arrow and select how you want the reference to be displayed.

How do you insert a Cross-reference in Word?

Creating cross-references in Word

1. select the References tab.
2. select Cross reference.
3. choose the Reference type (Numbered item, Figure or Table)
4. select the correct option in Insert reference.

How do I automatically update cross-references in Word?

To update all references in a document, select Edit – Select All (or press Ctrl A), then press F9 or right-click and select Update Field. You can set Word to always update cross-references before printing your document.

How do you cross-reference in an essay?

Now, a decent cross-reference consists of several elements: Name of the source being referenced—This can either be the title or a general subject reference. If it is a chapter title or a heading, put it in quotation marks; if it is the name of a book, magazine, report, or reference work, put it in italics or underline.

How do you check references and reference matches in Word?

To use this tool, go to the Main Menu on the left side in the Writing Center. Select the drop-down arrow next to Check to display the different Check Tools. From this list, select Match Reference Citations. Next you will see a message prompting you to run the Check tool.

How do I select all cross references in Word?

You can update cross-references manually by pressing Ctrl + A to select all and then pressing F9. 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).

Why cross-reference does not update automatically?

This problem occurs because, when you create a cross-reference link, a hidden bookmark is created at the beginning of the heading. When you split the heading, the bookmark does not move. When you update the cross-reference link, the link is not updated.

How do I highlight all cross references in Word?

Press Ctrl-A to select all paragraphs. Press F9 to update all cross-references. (This will also update other fields in your document, such as the table of contents.)

What is cross referencing example?

To cross reference is defined as to discuss a detail that can be found in another location, often within the same book. An example of to cross reference is to mention a quote that can be found complete in another chapter.

How do you use cross reference in a sentence?

To a large extent this is simply a question of changing the cross-reference. This straightforward organisation makes it easy to look things up, cross-reference and navigate one’s way through the book. Users can also cross-reference how much they are being charged for medicines.

What is cross reference in thesis?

Cross reference is a reference to information located somewhere else in the same document. So if in Chapter 3 of a book, the reader is referred to Appendix A for more detailed information on a specific topic, that’s a cross reference.

How do you do a cross check reference?

One traditional way to cross-check references is to print out the reference list and then scan through all of the references in the dissertation text to make sure that you properly cited your sources (e.g., author spelling and year match in both locations).

How do I find missing references in Word?

On the Tools menu, click References to display the References dialog box. You see that Refme. dot is marked as “missing”. Click Cancel to close the References dialog box.

Why is my cross referencing not working?

The fix is: Close all instances of Word that are running, including other non-problem Word documents. Open up the problem Word document, but before clicking on the references, make sure this document is located in another monitor, not the same monitor you just used.

How do you change the cross-reference color in Word?

using the drop-down button in the “Styles” group of the ribbon, choose “Apply styles…” in the “Apply Styles” dialog box under “Style Name” choose the name of the style you want to change (e.g. “intense reference”) Click the “Modify…” button. Change the formatting to suit you and click “OK”

How do you highlight references in Word?

You can change the settings for highlighting Fields/Reference Marks in your word processor:

1. Word for Windows: In Word Options, open “Advanced”, then set “Field shading” to “Never”, “Always”, or “When selected”.
2. Word for Mac: Open Word → Preferences → View and set “Field shading” to “Never”, “Always”, or “When selected”.

How do you cross-reference blue in Word?

If you really want to have the cross-references look like hyperlinks:

1. Press Alt-F9 to expose the document’s field codes.
2. Edit each cross-reference field code so it looks like { REF BkMk * Charformat h }
3. Format the ‘R’ in ‘REF’ blue, with underlining;

Does cross reference have a hyphen?

Do not use a hyphen in chemical terms.Hyphenate words prefixed by ex-, self-, or all-, and some words prefixed by cross-. Examples: ex-wife; self-evident; all-inclusive; cross-reference. NOTE: Cross section (the noun) is two words, but cross-sectional (the adjective) is hyphenated.

What is cross-referencing in filing?

A cross reference is a tool for finding a record by reference to a name or subject other than the one the document was filed under. A. When to Use Cross References. When a document contains more than one important subject, it should be filed under the most important one and cross references made for the other subjects.

What is the purpose of cross-referencing?

Cross-referencing is a powerful tool that can greatly enhance the usefulness of your work, allowing readers to link quickly and easily from one part of your work to related material elsewhere, making your work significantly more functional and useful.

Insert and Manage Dynamic Cross-Reference Fields in Microsoft Word

by Avantix Learning Team | Updated October 9, 2021

Applies to: Microsoft^® Word^® 2010, 2013, 2016, 2019 or 365 (Windows)

In Microsoft Word, you can insert a cross-reference to content in another part of your Word document and then update it if the target of the cross-reference changes. A cross-reference can refer to a heading, bookmark, the caption of a table or figure as well as other target items. Since a cross-reference is a field, it can be updated and formatted manually, using styles or using switches in the field.

Recommended article: How to Keep Text Together in Microsoft Word (Paragraphs, Lines or Words)

The information inserted by a cross-reference field can be text, a page number, a section number, a paragraph number, a caption number, a caption label or a combination of items. The cross-reference field is a code so it can also include special information in the code (called a switch) that make the field act or appear in a specific way. For example, a cross-reference field may act as a hyperlink so you can jump directly to the target of the cross-reference by Ctrl-clicking the field.

It’s easiest to create cross-references to built-in heading styles but they can also be used with bookmarks, footnotes or endnotes.

For example, you could insert a cross-reference to a built-in heading style as follows:

See Section 4: About Our Services on page 5.

In this case, the cross-reference refers to a style’s paragraph number, paragraph text and a page number so you would need to insert three separate cross-references and type some of the text (like the word See) as well as appropriate spacing.

Inserting a cross-reference to a built-in heading

It’s common to create a cross-reference to a built-in heading in Microsoft Word.

To insert a cross-reference to a built-in heading in the current document:

1. Position the cursor where you want to insert your cross-reference.
2. Type text that you want to precede the cross-reference (such as See) and any necessary spacing.
3. Click the References tab in the Ribbon.
4. In the Captions group, click Cross-reference. A dialog box appears.
5. In the Reference type drop-down menu, select Heading.
6. In the Reference to drop-down menu, select Heading text, Page number, Heading number, Heading number (no content) or Heading number (full content).
7. In the For which heading list, click the item you want to reference.
8. Ensure Insert as hyperlink is selected If you want to be able to Ctrl-click the cross-reference to jump to the referenced item.
9. Click Insert. Word inserts an invisible bookmark to the target.
10. Repeat for other items you want to include in the cross-reference. The dialog box can remain open.
11. Click Close.

In the following example, note that Heading has been selected as the Reference type in the Cross-reference dialog box:

In the Cross-reference dialog box, the Separate numbers with and Include above/below check boxes are enabled under some conditions.

All paragraphs that are formatted with one of the built-in heading styles (Heading 1-9) are automatically shown in the dialog box. Although you can use outline levels, it’s best to use the built-in heading styles (these appear in the Home tab in the Ribbon in the Styles group and in other areas in Word).

Inserting a cross-reference to a bookmark

You can also insert a bookmark and then insert a cross-reference to the bookmark.

To insert a cross-reference to a bookmark in the current document:

1. Position the cursor where you want to insert a bookmark.
2. Click the Insert tab in the Ribbon.
3. Click Bookmark in the Links group. A dialog box appears.
4. Type a name for the bookmark without spaces.
5. Click Add.
6. Click where you want to insert the cross-reference to the bookmark.
7. Type text that you want to precede the cross-reference (such as See) and any necessary spacing.
8. Click the References tab in the Ribbon.
9. In the Captions group, click Cross-reference. A dialog box appears.
10. In the Reference type drop-down menu, select Bookmark.
11. In the Reference to drop-down menu, select Bookmark text, Page number or one of the other options as required.
12. In the For which heading list, click the item you want to reference.
13. Ensure Insert as hyperlink is selected If you want to be able to Ctrl-click the cross-reference to jump to the referenced item.
14. Click Insert.
15. Repeat for other items you want to include in the cross-reference. The dialog box can remain open.
16. Click Close.

The following is an example of a bookmark created in the Bookmark dialog box:

Inserting a cross-reference to a table or figure

You can cross-reference tables and figures in Word if you have inserted captions using Insert Caption on the References tab in the Ribbon.

To insert a cross-reference to a table or figure in the current document:

1. Click where you want to insert the cross-reference to the table or figure (which has already been captioned).
2. Type text that you want to precede the cross-reference (such as See) and any necessary spacing.
3. Click the References tab in the Ribbon.
4. In the Captions group, click Cross-reference. A dialog box appears.
5. In the Reference type drop-down menu, select Table or Figure.
6. In the Reference to drop-down menu, select the required option – Entire caption (which includes the figure caption or table title with the label and number), Only label and number (such as Table 10), Only caption text (which includes the figure caption or table title without the label and number), Page number or Above/below (which inserts the word above or below with no additional text related to the table or figure).
7. In the For which heading list, click the table or figure you want to reference.
8. Ensure Insert as hyperlink is selected If you want to be able to Ctrl-click the cross-reference to jump to the referenced item.
9. Click Insert.
10. Repeat for other items you want to include in the cross-reference. The dialog box can remain open.
11. Click Close.

In the following example, note that Table has been selected as the Reference type in the Cross-reference dialog box:

Showing or hiding field codes

Cross-references are fields. Normally, the result of a field is displayed but you can also view the field codes.

To show or hide all field codes in your document, press Alt + F9.

The following is an example of a field code:

{ REF _Ref46507086 h }

Understanding cross-reference field codes

When you insert a cross-reference, a field code will be inserted based on what the reference refers to.

There are three types of cross-reference fields in Word – PAGEREF, NOTEREF and REF. The first part of the field code of a cross-reference field indicates which type of field it is.

A cross-reference field that refers to the page on which the target is found is a PAGEREF type. When you select Page number as the Reference to insert in the Cross-reference dialog box, the inserted cross-reference field will be PAGEREF.

A cross-reference field with a footnote or an endnote as the target will be the NOTEREF type.

All other cross-reference fields will be the REF type.

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. Bookmarks that are automatically added are named _Ref followed by eight or nine digits.

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 following is an example of a cross-reference for a REF field:

{ REF _Ref449977221 p h d».»* CHARFORMAT }

The syntax for REF fields is:

{ REF Bookmark [* Format Switch ] [Switches ] }

Switches are optional.

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.

Formatting cross-references

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.

To apply the Emphasis, Intense Emphasis or Intense Reference character style to a cross-reference:

1. Select the cross-reference as well as any surrounding text that refers to it.
2. Click the Home tab in the Ribbon.
3. Click the More down arrow in the Style gallery in the Styles group.
4. Click Emphasis, Intense Emphasis or Intense Reference.

The benefit of this method is that you can later modify the style or find and replace the style with a different style.

In a future article, we’ll take a look at more advanced formatting techniques for cross-references.

Updating cross-references

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.

You can update cross-references manually by pressing Ctrl + A to select all and then pressing F9.

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).

To ensure that fields are updated before printing:

1. Click the File tab in the Ribbon.
2. Click Options.
3. Select Display in the categories on the left.
4. In Printing options, select Update fields before printing.
5. Click OK.

Be sure to check after update to see if there are any errors in your cross-references.

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Cross-references refer readers to other parts of your document. In Microsoft Word, you can also use them to link to headings, bookmarks, tables, figures, and footnotes. This can help readers to find important details in your writing. Here, then, is a quick guide on how to cross-reference in Microsoft Word.

Getting Started with Cross-References in Word

The first step in cross-referencing parts of a document in Microsoft Word is making sure you have something to cross-reference (e.g., headings, figures, tables). As you are drafting your document, then, think about what you might need to link.

Once you have created the items you want to cross-reference, though, you can:

1. Select where you want to add a cross-reference and, if necessary, add introductory text (i.e., a sentence or additional text that you want to precede the page number, heading text, or other item that you’ll be using as a cross-reference).
2. Open the cross-reference tool by going to the Insert or References tab at the top of your screen and clicking on Cross-reference. 

This will open a menu where you can select a reference type (i.e., the document element you want to cross-reference, such as a heading, figure, or chart) and the type of text you want to use as a cross-reference (e.g., a page or paragraph number).

We’ll look at the options available here for creating cross-references below.

Cross-Referencing Options

First, select the latter via the Reference type dropdown menu, where the options are:

• Numbered item – Create a cross-reference to text formatted as a numbered list (either an item from a list or a numbered heading).
• Heading – Create a cross-reference to text that uses a Heading style.
• Bookmark – Cross-reference text that has been bookmarked.
• Footnote/Endnote – Select a footnote or endnote to cross-reference.
• Equation/Figure/Table – Select an equation, figure, or table from the document (based on the label applied to the accompanying caption).

The Insert reference to dropdown menu on the right-hand side of the dialogue box, meanwhile, lets you decide what kind of reference you will add.

For example, in the image below, we have selected Page number. This would add the page number of the selected heading in the place selected. If we selected Above/below, on the other hand, it would add the word above or below depending on where the reference is in relation to the item being referenced.

The options in this menu will depend on the cross-reference type (e.g., if you cross-reference a footnote or endnote, you will be able to select the note number here, whereas this isn’t available for other types of cross-references). But all you need to do is select the option most relevant to where you are adding it (e.g., if your cross-reference starts with See page…, you’ll want to add a page number).

You can also select whether to make the cross-reference a hyperlink here (this is often selected by default). Doing this means that readers can click the cross-reference text to navigate to the part of the document being referenced, which can be very useful in online copy or electronic documents.

How to Insert a Cross-Reference in Microsoft Word

Let’s look at how to create a cross-reference for a heading in practice:

1. Place the cursor where you want to add a cross-reference (e.g., immediately after any introductory text, or in a header for running chapter headers).

1. Open the cross-referencing tool as described above.
2. Select Heading from the Reference type dropdown menu.

1. Under Insert reference to, select what to add as a cross-reference. For our example, we have selected Page number, which will add the page number for the heading we select.
2. Decide whether to check the Insert as hyperlink box to make the cross-reference a link to the referenced part of the document.
3. Click Insert to add the cross-reference to the document.

We have now added the page number for the heading in the place selected. And clicking the hyperlinked text here would take us straight to the heading.

The other cross-reference types (numbered item, bookmark, footnote, etc.) follow the same basic format as the heading reference type, as shown above. All you need to do is adapt the process to match the reference type you want to use.

Updating Cross-References in Microsoft Word

One major advantage of using the cross-reference tool in Microsoft Word, as opposed to typing out cross-references manually, is that you can update them at the click of a button. To do this:

• Right click the text that you added with the cross-reference tool.
• Select Update Field from the contextual menu (see below).

Doing this will automatically update the cross-reference text to match any changes made to the source text. For instance, if you added a cross-reference based on the text of a heading somewhere in the document, but then changed the heading after adding the cross-reference, right-clicking and selecting “Update Field” would update the cross-reference to use the revised heading text. Or if the page numbering changed after adding a cross-reference based on a page number, updating it would change the cross-reference to reflect the new pagination.

You can also update multiple cross-references at the same time by selecting all the relevant text. However, this will also update any other fields selected (e.g., a table of contents or list of figures). As such, make sure you only select the fields you want to update if you are updating multiple cross-references in one go.

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Using cross-references in Microsoft Word can help readers to get the most out of your document. If you would like any extra help to ensure your writing is clear and error-free, though, why not try our proofreading services today?

Cross-referencing is defined as discussing a detail found in another location, often within the same book, paper, or article.

To cross-reference, you may use an endnote or a footnote to refer to more than one part of a text containing related information.

For example, if you discuss the need to switch to environmentally friendly packaging in three different parts of a text, it is unnecessary to have three separate endnotes or footnotes. You can use one and ‘cross-reference it’ in the other two locations.

This article will guide you on how to cross-reference in Word.

Open the document where you would like to cross-reference

The first step is adding the footnote(s) or endnote(s)

First, go to the section of the text where you would like to add the footnote or endnote. Leave the clicker at the end of a sentence or a paragraph.

Go to the references tab at the top of your screen and select the large ‘Insert Footnote’ icon.

Two superscript numbers will appear when you do this, one besides the text area where you want to note your source and a corresponding one at the bottom of the page. This number will guide the reader on which footnote belongs to which text.

At the bottom of the text, you can start typing out your footnote.

For endnotes, in the references tab, click ‘Insert Endnote.’

The same superscript numbers will appear, and you can type out your endnote under the long horizontal line that appears.

Now let us get to cross-referencing.

1. After inserting two or three more endnotes/ footnotes, go to the part of your text where you would like to insert a footnote/ endnote you have already used.

1. Instead of going to the references tab, go to ‘insert.’

In the sixth column, select ‘cross-reference.’

A pop-up box will appear.

1. Reference type

Here, select the kind of reference you would like to have. Choose either the endnote or footnote.

1. Insert as hyperlink

Check this box

1. Insert reference to

In step 3, if you selected a footnote, then choose the footnote number (formatted). If you picked an endnote, then the corresponding choice is the endnote number (formatted).

1. To which reference

Earlier, we added two or three more endnotes/footnotes.

They will appear under a box with ‘to which reference.’

Select the already existing footnote/endnote that contains related information to the text you want to cross-reference.

When you are done checking all the necessary boxes, click insert,

The same superscript number corresponding to the already existing footnote/endnote will appear next to the text that you have cross-referenced.

You can repeat this for as many parts of a text as you want.

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