Join Maria Langer for an in-depth discussion in this video Inserting a cross-reference, part of Word 2013: Creating Long Documents.
- Word's powerful cross-referencing feature makes it possible to include references to content within a document. The references can include content, page numbers or other location information, and can be formatted as clickable links. Best of all, when the document content changes, the related reference information also changes so the references are always up to date. In this video, we'll add a few cross-references to sections and bookmarks in this document. I'm working with a document called Employee Manual with Bookmarks, which has the same content as the document I completed in the previous video.
You can find it in the chapter four folder inside the exercise files folder. I've also got the navigation pane open. To display the Navigation pane, you can click View and then turn on the Navigation pane check box. The first cross-reference we want to insert is at the bottom of the first page of the document. Scroll down to the very last paragraph that appears. You'll see in parentheses, "See Employment Termination." This is referring to a section in the document that starts with a level two heading.
Select the words "Employment Termination." Now click References and then click Cross-reference. Word displays the Cross-reference dialog box. You use options in this dialog box to set up a cross-reference. The first thing we need to do is specify the reference type. Your options are Numbered item, Heading, Bookmark, Footnote, Endnote, Equation, Figure, Illustration, Table. Note that Illustration normally wouldn't appear, but we added the Illustration label in the video about captions.
If you did not create a label called Illustration, it wouldn't appear on the list. If you created a label with some other name, that would appear on the list. We want to create a cross-reference to a heading, so select Heading. Word displays a list of all the headings in the document. The headings are in the order in which they appear in the document, and indentation shows their hierarchy. The one we want is Employment Termination, so scroll down until you can see it.
Click it to select it. If you want to insert this as a hyperlink, make sure the Insert as Hyperlink check box is turned on. That's right here. I'll leave it turned on for this example. Next, you need to tell Word how you want the reference to appear. You do this with the Insert reference to menu. Your options are Heading text, Page number, Heading number in three different formats, and Above/below. We want it to appear as text with the heading name, so I'll select Heading text.
Then, to insert the reference, just click Insert. At first it looks as if nothing happened. That's because we inserted text that already appeared in the document. Let's close the dialog box to get it out of the way. Word has inserted a word field containing the heading text we linked to. You can see that if you drag through the text. The darker highlighting shows the word field. If you hold down the control key while clicking the text, it works like a link to take you directly to the Employment Termination section of the document.
That link works in Word, and if you exported the document to PDF format, as we will later on, it works in your PDF Reader software, too. It's kind of cool, no? Now, let's go back to where we were. I'll press control + home to get back to the beginning of the document, and then scroll down. Now, what if this document will be distributed in print? It might be nice to include a cross-reference page number. We can add that right after this reference. Click after the word "Termination" to position the insertion point there.
Then type in a space, and click Cross-reference on the References ribbon. This time we'll set Options to Heading, which it is already, and once again, find Employment Termination, select it, but this time, we want the page number. So I'll select that from this menu. Note that the Include above/below checkbox can now be selected. Let's give that a try, too. Now click Insert. Note that the words "on page 6" are inserted into the document.
Now, the word "below" should have been inserted, too, but for some reason, it doesn't appear. Personally, I think it might be a bug in Word. Let's do another one of these. There's another reference in Probationary Period for New Employees section. Let's click that heading in the Navigation pane to go there. I'll move this box out of the way a little. This time, we'll select the existing cross-reference text and reinsert it. I'm going to select Standards of Conduct, right down here, going to press backspace to get rid of it.
Again, I'll move this box out of the way. All we've got left is the word "see." I'll type in a space. In the cross-reference dialog box, I want it set for Heading. Then over here, Standards of Conduct, and over here, Heading text. I'll click Insert. And the text is inserted. If you forgot to insert your space, you can always click in front of it and type it in. Again, we'll put the page number after this. So click after "standards of conduct," type a space, and in the Cross-reference dialog box, we want to choose Heading, Standards of Conduct, and then Page number.
This time, let's leave the Include above/below check box turned off. I'll click Insert. As you see here, it inserted just the page number. It didn't insert the words "on page." Even though this check box here says that it will include above or below in the reference, I think this is mislabeled and instead includes the words "on page." Let's delete this and reinsert it. This time, I'll turn on that check box.
Click Insert, and it comes in the way we expect. I don't know if Microsoft knows of this problem, but this is what I've noticed. This will include the words. Keep in mind, however, that this entire thing now is a field. "On page 9" is the entire field. If you wanted to use a different phrase, leave that check box turned off, type in the words that you want, and then insert just the page number. As you can see, leaving the Cross-reference dialog box open makes it easy to insert multiple cross-references to the same thing because the options don't reset after each cross-reference is inserted.
You should get the idea. There are plenty of other cross-references like this that you can insert in this document. Just search for the word "see," and you'll find them all. If you want some practice, you can do them on your own. But before I finish up, I want to show you how you can reference a table and a bookmark. Let's do the table first. Use the Navigation pane to go to the section titled Benefits and Services near the end of the document. We'll add a note referring to the Table of Benefits right after the word "program" in the first sentence.
I'll click after the word "program," type in a space, an open parenthesis, and I'll type in the words "refer to," followed by a space. Then, in the Cross-reference dialog box, I'll choose Table, and then Table 1, List of Benefits. When you pull down the Insert reference to menu here, you'll see that there are different options, most of which are related to the captions.
We want the entire caption, so choose that. Then click Insert. The entire caption is added as a cross-reference. You can finish it up by typing in a closed parenthesis. Keep in mind that you could also add a page reference for the caption if you wanted to. You can give that a try on your own. Now, let's use a bookmark in a reference. Back in the Navigation pane, click Overtime. We'll add a reference to the standard workweek definition which we bookmarked in the previous video.
We'll click right after the word "week" in the first paragraph. Then we'll type in a space, and we'll insert the bookmark after that. Type in an open parenthesis, and type in the words "as defined," with a space, then, in the Cross-reference dialog box, choose Bookmark, and then Workweek Defined. From this menu here, we don't want the Bookmark text, we want the Page number. We'll turn on that check box to get the "on page" reference.
Click Insert, and that completes the reference "as defined on page 4." Let's close the parenthesis, and it's done. Get the idea of how this works? I think it's a great feature for long documents that include a lot of related information, such as a manual like this one, or maybe a technical how-to guide or research paper. Rather than repeat information over and over, you can simply refer to another part of the document where the information is already provided in detail. Including a page reference is especially helpful for printed documents.
What do you think? Will you use them in your long documents?
- Understanding challenges with long documents
- Exploring the process for building a long document
- Structuring a document with outlines and master pages
- Adding captions
- Working with footnotes and endnotes
- Inserting citations and managing sources
- Creating an index with a concordance file
- Numbering chapters and pages
- Formatting page breaks
- Including headers and footers
- Adding a cover page
- Setting the document theme
- Updating automatically generated content
- Formatting long-document components
- Printing a long document