Dear Ms. Byte,

I am working on a document that contains several charts. I would like to refer to a chart within my document by indicating the page number the chart is on. If I type the page number, but then later on the chart is moved to a different location, I have to remember to go back and manually change the page number reference. I’ve heard about the possibility of inserting a field to help me with this – am I on the right track?

Sincerely – Susie M.

Dear Susie M.,

You are on the right track! Yes, you will insert a cross-reference field. This field will update, so no matter where the chart is in the document, the reference will always reflect its current location. Following the steps below will help you insert a cross-reference.

Sincerely – Ms. Bytes

Insert a Cross-Reference in MSWord

Insert a cross-reference if you want to refer to another part of your document, i.e. a chart or specific paragraph. Clicking the reference link will take you to that location. If you need to link to a different document you would need to create a hyperlink.

Creating a Bookmark

  • Select the text you want to be cross-referenced. In Susie’s situation, she would select the chart.
  • Assign this text/object a Bookmark name.
  • First, click on the Insert Tab.

Bookmarking a chart - insert a cross-reference

  • Then, click on Bookmark.

Naming a bookmark-Insert a Cross-Reference

  • Next, type a name for the bookmark. It is not case sensitive, and spaces are not allowed. You may use an underscore character.
  • Last, click Add. The bookmark will be named, and the dialog box will close.

 

Insert the Cross-Reference

The next step is to position the insertion point where you want the cross-reference to appear. In Susie’s situation, she would place her insertion point in the paragraph she wants the page number to appear (i.e. “Please see the graph on page _“).

  • Insert the Bookmark.
    • If necessary, click on the Insert tab.
    • Then, click on Cross-Reference (it is to the right of Bookmark on the Insert ribbon).
    • The Reference Type = Bookmark.
    • The Insert Reference To = Page Number.
    • Select the Bookmark, then click Insert.
    • Finally, click Close.

Insert a Cross-Reference

At this point, you will see the page number of the chart! If you point near or on the cross-reference, you will see the tip telling you to Ctrl+Click to follow the link.

 

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