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Creating cross-references

From: Word 2007: Formatting Long Documents

Video: Creating cross-references

Have you ever been reading a long document and you see references like "Please go to Figure 2," or "Please see Chapter 1," "Please see Table 5," for example? These are all examples of cross-references and we can create them quite easily here in Word 2007. In a long document they can really save your reader a lot of time in referencing the things they need to see in the document itself. We can also create hyperlinks with a cross-reference, which is kind of cool. So if they're reading the document online in Word, they can go directly to the reference without having to find it themselves. Let's create that with our document that we've been working with in this chapter.

Creating cross-references

Have you ever been reading a long document and you see references like "Please go to Figure 2," or "Please see Chapter 1," "Please see Table 5," for example? These are all examples of cross-references and we can create them quite easily here in Word 2007. In a long document they can really save your reader a lot of time in referencing the things they need to see in the document itself. We can also create hyperlinks with a cross-reference, which is kind of cool. So if they're reading the document online in Word, they can go directly to the reference without having to find it themselves. Let's create that with our document that we've been working with in this chapter.

If you were following along in the previous lesson, you're ready to go. If you've jumped to this lesson, however, you can get all caught up by going to the Chapter 7 folder and opening HumbugRefs3. I'm going to scroll down to the second page under Publisher's Note. Down here in the first paragraph I see the word Humbug and I know that I can get more information on this by going directly to Chapter 1, let's say. So all I'm going to do is start off the cross-reference by entering my own text. I'm going to do it in italics. So I'm going to click here just left of the b in because, I'm going to turn on Italics, just so it stands out a little bit.

{italic}(please see{plain} and I'm going to leave a space and I'm not going to type in Chapter 1. I'm going to let Word take care of it for me. So if Chapter 1 changes or the page numbering changes, it will automatically update my cross-reference. I'm going to put in a closing round bracket though and a space and I'm going to move right inside that right bracket, just left of it, because that's where the reference is going to go. How do I do that? Well, all I do is go up to the References tab on the Ribbon because here in the Captions section you'll see Cross-reference.

When I click on it, I get to choose now the reference type. Now it's going to be very good at knowing what exists in your document. For example, if I go to the dropdown and click Numbered item, I don't see any down below. In other words, I don't have any numbered items in this document. If I click the dropdown and go to, how about Endnote? No, no endnotes. I can scroll down a little further. Do I have any figures in this document? Looks like I don't. However, if I scroll up and click on Heading, I do have a number of headings in this document. Each of my chapters uses a heading, the Introduction, Contents and so on.

That's what I want to use and I want to reference Chapter 1, so I just click on it here on the list and you'll notice that it's going to automatically insert it as a hyperlink as well. Over here on the right hand side, what do I want it to say? Please see, the heading text, which is Chapter 1, so it's a Please see Chapter 1, not bad. If I click the dropdown it could say Please see page, whatever Chapter 1 is on and if it changes it will update the page number. Please see heading number, if I wanted to number my headings. In this case, it looks like it's the fourth one so it would Please see heading four.

The heading number with no context or full context and above or below. Now this wouldn't be very helpful Above/below in this particular incidence, because it would say Please see below, because Chapter 1 is below my current location in the document, but how far? So I prefer to use the Heading text and create a hyperlink out of it. So if someone's reading this in Word they can go directly to Chapter 1. So watch what happens when I insert it. Here we go. I'm going to close this up. It says "Please see Chapter 1" and as I hover over Chapter 1, there is that hyperlink, says hold down your Ctrl key and click to follow the link.

If I hold down Ctrl, it turns my mouse pointer into a finger, I click on Chapter 1 and it takes me directly to Chapter 1, just like that. That's an example of a cross-reference. So imagine how handy that would be if you're using figures to illustrate, for example, some of your content. In the content you want to direct people to a certain figure, see figure 1, see figure 2, exact same thing. You just choose tables or figures and it would list them all for you. You select the one you want to reference, just in case that figure changes. Figure 1 becomes figure 2 later on, and it will automatically update the cross-references really nice feature.

Now we saw in the previous lesson that cross-references can also show up in your indexes. So I'm going to scroll back up here and it will pass the table of contents and back up to Publisher's Note. Again I'm going to select the word Humbug, I'm going to double-click on it and I'm going to mark this entry. I'm going to click Mark Entry. You can see the Main entry is Humbug, I'm going to choose Cross-reference this time and in here where it says See, I'm going to type in Chapter 1. Now I'm going to click Mark, which will mark it. Of course, it turns on all of those hidden codes. At the same time I'm going to close this up, go to my Home tab to turn off those hidden codes. I don't need them. I can see it's been marked.

When I turn off the codes it looks just the way it does. When I don't see the codes, it's just the way I wanted to show up when I'm reading the document. Let's go down to the end of this document, Ctrl+End, where we already have our index. I'm going to click anywhere in the index to select it. Now I need to update this. So I go up to References and choose Update Index. When I do that, what you're going to see now is a newly updated index with Humbug showing up down here. You can see the page and it says See Chapter 1.

So Humbug appears in the second page of my front matter and it also now says See Chapter 1. That's beautiful. Ctrl+Home takes me back to the top of my document and we're done working with cross-references.

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This video is part of

Image for Word 2007: Formatting Long Documents
Word 2007: Formatting Long Documents

43 video lessons · 12329 viewers

David Rivers
Author

 
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  1. 3m 15s
    1. Welcome
      1m 14s
    2. Using the exercise files
      2m 1s
  2. 29m 12s
    1. Types of long documents
      3m 27s
    2. Planning to construct a long document
      6m 4s
    3. Creating a long document from scratch
      11m 39s
    4. Creating a long document from existing content
      8m 2s
  3. 22m 9s
    1. Print Layout view
      5m 12s
    2. Full Screen Reading view
      7m 50s
    3. Web Layout view
      2m 16s
    4. Outline view
      6m 51s
  4. 28m 46s
    1. Viewing and clearing existing styles
      5m 22s
    2. Applying existing document styles
      7m 22s
    3. Unhiding and creating styles
      6m 35s
    4. Editing an existing style
      4m 22s
    5. Creating custom style sets
      5m 5s
  5. 16m 42s
    1. Creating a next page break
      7m 44s
    2. Creating a continuous section break
      4m 40s
    3. Creating an even or odd page section break
      4m 18s
  6. 23m 56s
    1. Page numbering
      6m 31s
    2. Using headers and footers
      8m 26s
    3. Using watermarks
      8m 59s
  7. 23m 5s
    1. Creating and using building blocks
      7m 37s
    2. Editing building blocks
      5m 26s
    3. Working with field codes
      10m 2s
  8. 37m 21s
    1. Creating a table of contents
      8m 4s
    2. Creating an index
      9m 22s
    3. Creating cross-references
      5m 45s
    4. Using hyperlinks
      8m 9s
    5. Using bookmarks
      6m 1s
  9. 37m 16s
    1. Inserting and formatting images
      17m 11s
    2. Linking vs. embedding images
      5m 49s
    3. Using captions with figures
      8m 42s
    4. Generating a table of figures
      5m 34s
  10. 17m 28s
    1. Creating endnotes and footnotes
      9m 13s
    2. Editing endnotes and footnotes
      4m 28s
    3. Converting endnotes to footnotes and back
      3m 47s
  11. 19m 36s
    1. Navigating a long document
      7m 26s
    2. Using AutoCorrect
      12m 10s
  12. 22m 40s
    1. Previewing and printing select pages
      7m 23s
    2. Print layout considerations
      6m 43s
    3. Printing styles and building blocks
      3m 40s
    4. Setting other print options
      4m 54s
  13. 19s
    1. Goodbye
      19s

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