How to Cross-reference a Heading in Word 2007
May 6th, 2008 | by Loren |A Cross-reference consists of two parts, the source (the original text, or heading in this example) and the target (where there source is duplicated, in the footer in this example). Word uses field codes to accomplish this.
One thing to remember about using Cross-references is that if the reference needs to change, edit or re-define the source. Don’t try editing the target of the cross-reference, it just won’t stay changed. But remember that you will have to update the target to see the changes.
The premise for this example is that you need to reference another paragraph of a document, as well as the page number it appears on by creating a cross-reference to the paragraph heading.
Define the Source
The source is going to be a heading from the document; it can be defined by applying any of the heading styles to it.
- Select the heading text.
- In the Home tab, Styles group, select the heading style to apply. Word comes with pre-defined Heading 1 through 9, you can use any of them. (To see the available styles in a list form, click the arrow button in the lower-right corner of the Styles group or push Alt + Ctrl + Shift + S. If you are only seeing Heading 1 and Heading 2, apply Heading 2 and you will see Heading 3 appear in the list. If you apply Heading 3, Heading 4 will appear.)
- This step is done when all the text that needs it has a heading style applied.
Create the Cross-reference
This Cross-reference could be put anywhere in the document where you want to reference a heading; it could be in a header or footer or in the body of a paragraph.
- Move the cursor to where the Cross-reference should appear.
- On the Insert tab, Links group, click Cross-reference.
- In the Reference type: area, choose Heading.
- In the Insert reference to: area, choose Heading text.
- In the For which heading: area, click to select the heading to insert.
- Click the Insert button to actually insert the heading.
- Type in any additional text or punctuation you want to appear between the heading and page number.
- To insert the page number where the reference appears: In the Insert reference to: area, choose Page number, then click Insert.
- Click Close to finish.
Notes
- Uncheck the Insert as hyperlink in the Cross-reference box if you don’t want to be able to Ctrl + Click on the reference and have it jump to the source.
- Remember to space around the inserted fields like you would if they were normal text.
- If the heading you are referencing needs to change, go back to the original heading and change that, then update the fields to reflect the change.
You are working with fields, and fields don’t automatically update in Word. Fields will update when:
You open the file. - If you have it turned on in the Word Options, fields will also update when you Print or Print Preview (Office button, Word Options, Display category, check Update fields before printing).
You can also manually update fields by right-clicking on the field and choosing Update Field or by selecting the entire document (Ctrl + A) and pushing F9 to update (with the exception of headers and footers).
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11 Responses to “How to Cross-reference a Heading in Word 2007”
By Angie on Jan 19, 2010 | Reply
I have set up my cross-references/bookmarks throughout my Word Document. After clicking on the cross-reference it takes me to the bookmark. How do I get back to the page where I was originally? The “Go to” command is cumbersome.
Thanks,
Angie
By sreehari rao on Jan 9, 2010 | Reply
How to include the customized styles for cross reference?
By Deirdre on Mar 26, 2009 | Reply
Separate Lists for: Table of Figures / Table of Tables, etc.:
Select the link (Shft+Left arrow), press Shift+F9.
Copy this code and simply replace ‘Figure’ with ‘Table’.
e.g. { TOC \h \z \c “Figure” } or { TOC \h \z \c “Table” }
Select this last code and press F9.
By Deirdre on Mar 26, 2009 | Reply
Note: place this code below the last line of text on the page.
To place the reference at the bottom of a page.
Insert Tab; Quick Parts on the Text area; Field; Advanced; Options;
Select the \y for the vertical position on the page.
Type: 750 (this number could vary)
e.g. ADVANCE \y 750
When the field is inserted it automatically places brackets either side.
Experiment with the number of points required.
Examples: { ADVANCE \y 750 }
To see this code, select the paragraph and press Shft+F9.
To update and see results, select the code and press F9.
By Deirdre on Mar 26, 2009 | Reply
Turn off Ctrl+click
Office Button
Word Options
Advanced
Editing options: Turn this option off (deselect the checkbox).
When the document is converted to PDF,one click on the link is all that is required.
By Denis on Mar 26, 2009 | Reply
Hi,
I am writing a technical manual and created a few cross-references from the numbered items. If I use “Ctrl+cick” in document it navigates me to the designated section, however if I create PDF or go to print preview it does not work.
How can I make sure that the cross-reference is clickable in PDF?
Also:
Is there a way to make the links in my document accessible via one ‘click’ instead of ‘Ctrl+click’?
Is there any way that cross-reference is automatically visualized (maybe a different color)?
Many thanks
Denis
By Jacob on Feb 11, 2009 | Reply
Hi,
I am writing a technical document and am would like to have a link at the bottom of every page so users can jump back to the table of contents. I’ve tried putting the cross-reference inside of the footer but when I do so I cannot use the link unless I am ‘in’ the footer. Is there a way to get around this?
Also, is there a way to make the links in my document accessible via one ‘click’ instead of ‘Ctrl+click’?
Thank you,
Jacob
By Clarisse on Dec 22, 2008 | Reply
Hi,
I am just trying to make a seperate list of Figures and list of Tables, but I do not know how to seperate the two and have all my figure captions go to my list of figures and my table captions go to my list of tables. At the moment I can either have a list of Tables, that lists all my figures and tables, or I can have a list of figures that again lists all my tables and figures. Can you please help!!!!
Thanks
Clarisse
By Don on Dec 8, 2008 | Reply
I have written a large technical Manual (Word 2007) that is full of cross-references to headings, tables, and figures within the document itself. I also have a separate document containing Appendices that are references for the Manual. Is there a way to add cross-references to the Appendices that reference points in the Manual; e.g., “Refer to Section x.x.x”, where “x.x.x” is automatically updated (when the document is updated) as the Manual reference points change?
By Bill Eaton on Oct 15, 2008 | Reply
> When cross-referencing headings in
> expanded subdocuments . . .
I would recommend against subdocuments in Word. It can lead to heartache and usually data loss. If you don’t have lots of figures, equations, photographs, you should be able to get away with one large 400+ page document.
If there are lots of figures, equations, photographs, etc, having documents separated in chapters might work better for you.
By Steve Gabany on Jul 21, 2008 | Reply
When cross-referencing headings in expanded subdocuments, I see in my list of headings that some of them are preceded by “/”. I’ve turned on the “Show paragraph marks, etc.”, but nothing appears. I turned on the “Show fields” (Alt-F9), but nothing appears. In every case, my list of headings follows a New Page or New subdocument.
I wouldn’t be concerned except what I’m working on is a 400+ page book. The publisher is going to use a Mac to ready it for print, while I’m using Vista Premium. I’m concerned that these “/” might rear some ugly head during the conversion.
Any clues what’s happening?
Many thanks,
Steve Gabany