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In long documents, you will want to refer to figures, tables, and topics on other pages. Instead of typing see the table on Page 6 by hand and then having to update the page numbers as you rearrange the document. Insert a cross reference instead. To successfully use cross references, you first need to plan ahead by creating the destination references themselves. In this document bookmarks and table captions have already been inserted as we saw how to do in previous videos. I am going to on my Navigation pane.
I will go to the View tab and click in front of Navigation pane. Use the Navigation pane to scroll down to Section 5.1 and click on it. The last sentence in Section 5.1 says Benefits are calculated into an employee's total salary. Click at the end of it and type the word see and then press the Spacebar. Then go to the Insert tab and here's Cross-reference. You can also get to Cross-references from the References tab. There is a Cross-reference button right here as well.
They both go to the same place. I will move my dialog box so that I can also see where I am working. Reference type refers to the kind of object that Word is going to look for, Numbered Items, Headings, Bookmarks, Footnotes and Endnotes, Equations, Figures, and Tables. We are going to refer to a Table in our document. I will click on Table and then I will get a list of all of the tables inside the document. Right now, I only have one. On the right-hand side it says Insert reference to.
Entire caption, the default, we will type-in Table 1:Employee Benefits, Only label and number, we'd type in Table 1. Only Caption Text, we would say Employee Benefits. Page Number inserts the page number and Above/below inserts the word Above/Below. So we are going to do the Entire caption. I have the option to make a Hyperlink or not, which would allow you to click on it and jump to the table. I'll leave that on and I will click Insert.
So now it says See Table 1: Employee Benefits right inside my document. I will click at the end of it. I will press the Spacebar and type in on page and press the Spacebar again. This time I will insert a reference to the page number that it's on and I will click Insert. I will come back to Insert reference to and click on Above/below and click Insert again, and I will click Close. The last thing I will do is edit this. I'll put a period at the end and if you forgot to put in any spaces, you can go ahead and enter them now.
Now notice that each of these is a Field, the actual content is not here; just the reference to those components. If I Ctrl+Click on it, it will jump to that location in the document, and now I am going to use the Navigation pane to go back to Section 5.1 again. One of the things that's especially nice about Cross-references is as you edit your document, your elements inevitably move. So my table may not wind up on page 20 by the time I am done. So just for kicks let's rearrange our document.
I am going to pick up Section 6 in the Navigation Pane and I am going to drag it up above Section 5 so that the black line is above the section and I will drop it. Now my table is above this reference instead of below it. I can highlight the text and press the F9 key and now it says Table 1 Employee Benefits on Page 18 above. When you are done with your document, you would then need to run through and update all of the field references. But here is a failsafe. When you print you can have all the references update automatically.
Go up to the File tab and down to the Options button, click on Display and down at the bottom the second to last option says Update fields before printing. I will turn that on and click OK. Now whenever I go to Print, it will automatically update all of my cross-references for me. Inserting Cross-reference fields instead of typing all this manually by hand and then having to edit it saves your lot of time in creating your document and lots of heartache after you've received the document back from the printers only to find that your page number references are all wrong.
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