Understanding Cross-references In Word 2010

There are many reference types and locations to choose from, and two distinct reference features need to be set. (Using styles, including Word's built-in Heading 1'9 styles, is invaluable when creating cross-references.)

Reference types include: 1) Numbered items; 2) Headings; 3) Bookmarks; 4) Footnotes; 5) Endnotes; and 6) Equations.

A few Insert reference examples include: 1) Page number; 2) Text; 3) Captions; 4) Above/Below (as in “See above” or “See below”).

This column focuses on the reference types that are most commonly used in legal documents: Numbered paragraphs and Footnotes. I'll reference those to their respective page numbers and text. Once you feel comfortable with these, you'll be able to create cross-references to the other reference types as well.

Example

Some people (myself included) find it useful to always display a shaded area where a Word Field has been inserted. The shading does not print. (File>>Options>>Advanced>>Show document content>>Field shading= Always)

The first example in Figure 1 below includes three Cross-reference fields.

[IMGCAP(1)]

The second example includes two Cross-reference fields.

Cross-Reference to a Numbered Paragraph

When working through the cross-reference dialog, start with Reference type, make a selection from the list of available references below, and finally choose the appropriate Insert reference to option.

This sample uses a document that contains Word's numbered Heading Styles.

1. Place the cursor where the cross-reference belongs.
2. From the References ribbon, choose Cross-reference.
3. Change the reference type to Numbered item.
4. Choose the desired numbered paragraph from the list.
5. Choose Paragraph number from the Insert reference options.
6. Click the Insert button. Do not close the Cross-reference dialog box. (The nice thing about this particular dialog box is that you can click in your document and back in the dialog without having to repeat steps 1 and 2 multiple times.)
7. Click in your document and type a space after the numbered paragraph in your reference line.
8. Click back in the Cross-reference dialog, leaving all settings “as is” but change the Insert reference to “to Paragraph text.”
9. Click the Insert button. Do not close the Cross reference dialog box.
10. Click back in your document and add a space after the paragraph text, then type “on page x.”
11. Click back in the Cross-reference dialog, leaving all settings “as is” but change the Insert reference to “to Page number.”
12. Click the Insert button.
13. Close the Cross-reference dialog box.

Insert a Cross-reference To a Footnote

1. Follow steps 1 and 2 from the directions above.
2. Choose the Footnote Reference type, choose the appropriate Footnote from the list below, Change the Insert reference to “to Footnote number.”
3. Click the Insert button and remain in the Cross-reference dialog box.
4. Click back in your document and add a space after the Footnote number, then type “on page x.”
5. Click back in the Cross-reference dialog, leaving all settings “as is” but change the Insert reference to “to Page number.”
6. Click the Insert button.
7. Close the Cross-reference dialog box.

Important Hints

First, to update any document text that is being referenced in a Cross-reference field, it is important to know that you cannot type any text on either side of the original document text. This is because Word marks the cross-references with hidden bookmarks that do not see anything outside (on either end) the original string of text. You need to type just before the last character or after the first character of text then delete the remaining character.

For instance, in the example in Figure 1, “Doctrine” should have been “Doctrines.” If you type the “s” at the end of “Doctrine,” the reference field will not update. You would need to add “es” in between the “n” and “e,” and then delete the last “e.”

Second, after changing text or repaginating the document, the Cross-reference fields will need to be updated. Select the entire document (Ctrl+A) and press Word's “update fields” key ' F9. (If you have a Table of Contents, you may get an Update Table of Contents message as well.)

Conclusion

Cross-references truly add to the positive experience of reading through lengthy documents. The more clearly you understand this Microsoft Word feature, the easier it will be to place those references properly and efficiently.

Cross-reference is a powerful tool in guiding your reader to specific locations in a document. To view a cross-reference in a Word document, depress the “Ctrl” key and click a Cross-reference link: Word will take you directly to the desired location. While reading a hard copy, or viewing in PDF format, the directive text allows readers to know exactly where to turn within the document.

When using the Cross-reference feature, always keep the reader in mind and create those references to make navigating throughout the document as straightforward as possible.

Reference Types and Locations

There are many reference types and locations to choose from, and two distinct reference features need to be set. (Using styles, including Word's built-in Heading 1'9 styles, is invaluable when creating cross-references.)

Reference types include: 1) Numbered items; 2) Headings; 3) Bookmarks; 4) Footnotes; 5) Endnotes; and 6) Equations.

A few Insert reference examples include: 1) Page number; 2) Text; 3) Captions; 4) Above/Below (as in “See above” or “See below”).

This column focuses on the reference types that are most commonly used in legal documents: Numbered paragraphs and Footnotes. I'll reference those to their respective page numbers and text. Once you feel comfortable with these, you'll be able to create cross-references to the other reference types as well.

Example

Some people (myself included) find it useful to always display a shaded area where a Word Field has been inserted. The shading does not print. (File>>Options>>Advanced>>Show document content>>Field shading= Always)

The first example in Figure 1 below includes three Cross-reference fields.

[IMGCAP(1)]

The second example includes two Cross-reference fields.

Cross-Reference to a Numbered Paragraph

When working through the cross-reference dialog, start with Reference type, make a selection from the list of available references below, and finally choose the appropriate Insert reference to option.

This sample uses a document that contains Word's numbered Heading Styles.

1. Place the cursor where the cross-reference belongs.
2. From the References ribbon, choose Cross-reference.
3. Change the reference type to Numbered item.
4. Choose the desired numbered paragraph from the list.
5. Choose Paragraph number from the Insert reference options.
6. Click the Insert button. Do not close the Cross-reference dialog box. (The nice thing about this particular dialog box is that you can click in your document and back in the dialog without having to repeat steps 1 and 2 multiple times.)
7. Click in your document and type a space after the numbered paragraph in your reference line.
8. Click back in the Cross-reference dialog, leaving all settings “as is” but change the Insert reference to “to Paragraph text.”
9. Click the Insert button. Do not close the Cross reference dialog box.
10. Click back in your document and add a space after the paragraph text, then type “on page x.”
11. Click back in the Cross-reference dialog, leaving all settings “as is” but change the Insert reference to “to Page number.”
12. Click the Insert button.
13. Close the Cross-reference dialog box.

Insert a Cross-reference To a Footnote

1. Follow steps 1 and 2 from the directions above.
2. Choose the Footnote Reference type, choose the appropriate Footnote from the list below, Change the Insert reference to “to Footnote number.”
3. Click the Insert button and remain in the Cross-reference dialog box.
4. Click back in your document and add a space after the Footnote number, then type “on page x.”
5. Click back in the Cross-reference dialog, leaving all settings “as is” but change the Insert reference to “to Page number.”
6. Click the Insert button.
7. Close the Cross-reference dialog box.

Important Hints

First, to update any document text that is being referenced in a Cross-reference field, it is important to know that you cannot type any text on either side of the original document text. This is because Word marks the cross-references with hidden bookmarks that do not see anything outside (on either end) the original string of text. You need to type just before the last character or after the first character of text then delete the remaining character.

For instance, in the example in Figure 1, “Doctrine” should have been “Doctrines.” If you type the “s” at the end of “Doctrine,” the reference field will not update. You would need to add “es” in between the “n” and “e,” and then delete the last “e.”

Second, after changing text or repaginating the document, the Cross-reference fields will need to be updated. Select the entire document (Ctrl+A) and press Word's “update fields” key ' F9. (If you have a Table of Contents, you may get an Update Table of Contents message as well.)

Conclusion

Cross-references truly add to the positive experience of reading through lengthy documents. The more clearly you understand this Microsoft Word feature, the easier it will be to place those references properly and efficiently.