ÂÂ Choose the type of item from the Reference type list.
ÂÂ Choose Insert – Reference – Cross-reference. To add a cross-reference: ÂÂ Type the text introducing the reference, for example, ‘for more information see page:’. Since Word inserts cross-references as hyperlinks, you can also use them to jump to the target.
To avoid having to update pagination, headings or figure numbers, you can use Word’s cross-reference feature. Inserting cross-references If you are writing a long document, you may want to include references from one part to another. Then select Edit – Select All (or press Ctrl A), and press F9 to update the text in all the Ref fields. When you change the text in the bookmark, make sure you edit inside the brackets (use Tools – Options – View and click Bookmarks to see them). ÂÂ If you want the bookmarked text to appear anywhere else, select your newly created field (it will appear highlighted in grey when you click in it: ), then copy and paste it. ÂÂ Tick Preserve formatting during updates and click OK. ÂÂ In Bookmark name, click on your bookmark. ÂÂ Move to the location where the information is to be duplicated and choose Insert – Field to display the Field dialog box. ÂÂ Type the text to be repeated, select it and insert a bookmark. When the bookmarked text is changed, the text in the Ref fields will change too. Using bookmarks to repeat information If you have a ‘pro forma’ document, such as an invoice or a contract, where information is repeated in several places, you can use a bookmark to mark the master information, then the Ref field to duplicate it. Click on the down arrow at Enter bookmark name, select the bookmark and click Go To. Select Edit – Go To (or press Ctrl G) to bring up the Find and Replace dialog box. You can also use Word’s Find and Replace option to navigate to a bookmark. If you have a lot of bookmarks, you can sort them first by Name or Location. ÂÂ Click on the name in the list of bookmarks and on Go To. Locating a specific bookmark To move to a specific bookmark location in your document: ÂÂ Choose Insert – Bookmark. These are created automatically by some cut and paste operations and can safely be deleted. Note: Word sometimes inserts random bookmarks in the format ‘OLE_LINK#’. ÂÂ Click on the name in the list of bookmarks then on Delete. Word redefines the bookmark to point to the new location.ĭeleting a bookmark To delete a bookmark: ÂÂ Choose Insert – Bookmark. ÂÂ Click on the bookmark name and on Add. Moving a bookmark To move an already defined bookmark to another location: ÂÂ Click the new location for the bookmark, or select the text to be the content. To insert a wrapped bookmark, first select the text, then choose Insert – Bookmark. They always start with an underscore, therefore make sure you do not use an underscore at the start of your own bookmark names. If you click the Hidden option in the Bookmark dialog box, you will see these listed.
Note: Word creates hidden bookmarks in your document, for example, for tables of contents and captions. If you want to enter a long, descriptive name, use mixed case or an underscore to make it easier to read, for example, MyFirstBookmark, or my_first_ bookmark. Names can be up to 40 characters and must not contain spaces. ÂÂ Click where the bookmark is to go, and choose Insert – Bookmark. Using bookmarks and cross-references in Word When you insert a wrapped bookmark, everything between the markers is considered the content of the bookmark. Word has two types of bookmark: the single bookmark (I-beam) and the double or ‘wrapped’ bookmark (brackets). Note: It is possible to prevent bookmark deletion by using continuous section breaks and document protection, but this can be cumbersome to set up. To turn on the markers, select Tools – Options, click the View tab and select the option for Bookmarks in the Show section. Inserting a bookmark To work with bookmarks, you need to be able to see them, since there is no easy way to prevent them from being accidentally deleted. Once marked, you can use cross-referencing to create a link to the bookmark location or insert the bookmark text. Using bookmarks With Word’s bookmark feature, you can mark specific locations and chunks of text within a document. By using bookmarks and cross-references, you can include referenced items that update automatically and also allow you to jump to the referenced location. If you are referencing an item in your document, you don’t want to have to update the paragraph or page number every time you make changes.