How to Insert Cross References in Word 2007

By Bill Chott

Inserting cross references is a user-friendly way to show readers relationships between different parts of a document. For example, you can cross-reference headings and page numbers to make sections easy to find. Cross references can also link to a target in a document to take users directly there when clicked. It's possible to insert cross references manually, one by one. Word 2007, however, provides an easier way. Its cross-referencing function not only enables you to perform the task quickly, it keeps references up to date even when targets move to a different page.

Step 1

Display elements that can be used in a cross reference. An element must be in one of the categories of valid reference types to be used in a cross reference. Valid types of references appear in the "Reference type" list box. To display the list box, on the "Insert" tab of the ribbon, click "Cross-reference" to display the "Cross-reference" dialog box. The "Reference type" drop-down list contains the following valid types of references: "Numbered item," "Heading," "Bookmark," "Footnote," "Endnote," "Equation," "Figure" and "Table." Click the type of reference you want to insert to see if your element displays in the "For which numbered item" list box. If it does, skip to Step 3. If your element does not display in the list, continue to Step 2.

Step 2

Close the "Cross-reference" dialog box. You have to define the element you want to use in a cross reference under one of the reference-type categories before continuing to Step 3.

Step 3

Select the cross reference element you want to insert. Keep open, or open, the "Cross-reference" dialog box. Then, from the "Reference type" drop-down list, select the type of cross reference you want to insert---"Heading," for example. The "Insert reference to" text field populates with options to which you can cross-reference. If you chose "Heading" as a reference type, for example, the options would be "Heading text," "Page number," "Heading number (no context)," "Heading number (full context)," and "Above/below."

Step 4

Select the specific element in the document you want to reference. In the "For which (reference type)" list, choose the specific element for which you want to insert a cross reference. In the case of a "Heading" reference type, for example, you would select the actual text of a heading.

Step 5

Select what you want to insert a cross reference to. In the "Insert reference to (reference type)" drop-down list, you'll see the options to which you can cross-reference. For the "Heading" reference type, for example, if you selected "Page number," you would create a cross reference to the page on which the heading you selected appears. If you checked "Include above/below," the words "on page" would display in front of the page number.

Step 6

Create a hyperlink to the cross reference by cllicking the "Insert as hyperlink" check box.

Step 7

Click "Insert." The cross reference is now inserted. Click "Close" to exit the "Cross-reference" dialog box.

Tips & Warnings

  • To delete a cross reference, insert your cursor after it and press "Backspace."
  • To update a cross reference, select it; and press "F9."
  • To update all cross references in a document, pres "CTRL+A" and "F9."