How to use a cross-reference in Word

A cross-reference in Word can refer to related information elsewhere in the same document (to refer to other documents, sources, etc., see how to use hyperlinks in Word). Cross-referencing helps the reader navigate a lengthy document and aids the author or reviewers to update the document structure by automating tracking changes in headings, picture or table numbers.

For example, you can write “see page 7,” or “in Chapter 3,” or “on Figure 3.” and the reader can click on the cross-reference link to view the information referred to by the author (works as hyperlinks). On the other hand (unlike hyperlinks), when editing a document, if its structure changes (for example, if the pagination changes or Chapter 3 becomes Chapter 4), cross-reference text is automatically updated.

Using a cross-reference, Word offers very helpful features to create and automatically update:

a table of contents created from paragraphs formatted as headings or specified text fragments,
an index created from defined index tags,
a bibliography created from citations,
footnotes and endnotes that are very useful to provide supporting information without interrupting the flow of the primary content,
fields with the information from the document property.

Cross-references can be created for the following objects:

Numbered item (if exist) – paragraphs and headings numbered using Word's numbering,
Heading formatted using one of Word's built-in heading styles,
Bookmark created using the Bookmark dialog box and marked a block of text,
Footnote,
Endnote,
Equation created using the Microsoft Equation tool with a caption, created using Word's Caption functionality,
Figure (see how to insert figures in a Word document) with a caption, created using Word's Caption functionality,
Table (see how to create tables in a Word document) with a caption, created using Word's Caption functionality.
Other custom caption labels (for example, My Caption). See more about

Traditionally, references for equations, tables, and figures are mentioned in a sentence before they appear in the document as near as possible. The first mention with a reference helps readers understand the relationship between equations, figures, and tables with the rest of the text. If necessary, a new cross-reference can be added again to the already mentioned equation, figure, or table later in the text.

Insert a cross-reference

References

Captions

Cross-reference

Cross-reference button in Word 365

3. In the Cross-reference dialog box:

Reference type

Numbered item in Cross-reference dialog box in Word 365

Heading in Cross-reference dialog box in Word 365

Selected, Word creates the hyperlink for the referenced item. So, the reader will be able to Ctrl+ click on it (or click on it – see how to change it) and go to the referenced item. Note: Word doesn't format this cross-reference as a hyperlink (blue and underlined).
Not selected, Word creates a field without the possibility to jump to the source information.

Numbered item in Cross-reference dialog box in Word 365

Note: You can move your cursor and insert additional cross-references while the Cross-reference dialog box is open.

Update references

Cross-references do not update automatically as other fields in Word. To update fields in the document, select the entire document by clicking Ctrl+A, or its part, and do one of the following:

Press F9,
Right-click on any of the fields and select Update Field in the popup menu:

Update Field in the popup menu Word 365

So, your references will be automatically updated, and you can be sure that these references are correct. We strongly recommend checking a document at least visually after changes!

Delete references

To delete a reference, select it and press the Delete key.

Do not forget to update fields in the document!

Reference options

Cross-reference to Headings

Using the cross-referencing to the headings, you transfer to Word such routine as the automatic update of the headings whenever they are changed or moved.

To insert a cross-reference to the heading, in the Cross-reference dialog box:

In the Reference type list, select the Heading.
In the Insert reference to list, choose one of the proposed options:

Heading in Cross-reference dialog box in Word 365

Heading text inserts the entire text of the Heading. For example:

Cross-reference Heading example 1 in Word 365

Cross-reference Heading example 2 in Word 365

A heading contains numbering (see how to create the numbering for headings):

Cross-reference Heading example 3 in Word 365

Cross-reference Heading example 3a in Word 365

Cross-reference Heading example 4 in Word 365

Cross-reference Heading example 5 in Word 365

It can be helpful to use several cross-references to the same heading:

Cross-reference Heading example in Word 365

Cross-referencing to Bookmarks

To insert a cross-reference to a bookmark, in the Cross-reference dialog box:

In the Reference type list, select the Bookmark.
In the Insert reference to list, choose any of the proposed options:

Bookmark in Cross-reference dialog box in Word 365

Bookmark text inserts the entire text of the Bookmark. For example:

Cross-reference Bookmark example 1 in Word 365

Cross-reference Bookmark example 2 in Word 365

Cross-reference Bookmark example 3 in Word 365

Cross-reference to Footnotes and Endnotes

Whenever you create footnotes (endnotes) in the document, you can use a single footnote (endnote) multiple times. To do this, for the second and subsequent use of the footnote (endnote) to the information already mentioned, link to the first footnote (endnote).

To insert a cross-reference to a footnote or endnote, in the Cross-reference dialog box:

In the Reference type list, select the Footnote or Endnote.
In the Insert reference to list, choose one of the proposed options:

Footnote in Cross-reference dialog box in Word 365

Footnote number or Endnote number inserts the footnote (endnote) number using the current formatting. For example:

Cross-reference Footnote example 1 in Word 365

Cross-reference Footnote example 2 in Word 365

Cross-reference Footnote example 3 in Word 365

Cross-reference to an Equation

When working with formulas, you can use two types of captions:

I. A caption was created using the Caption functionality (same as captions for tables and figures) with a number and description.

See Cross-reference to Figures and Tables to insert a cross-reference for such equations.

II. Just a number on the same line as equation right-justified:

Cross-reference to Equations, Figures, and Tables

Figures (pictures, images, icons, photos, etc.) and Tables in the document normally have the label Figure or Table and a number followed by a caption. A caption is a short block of text that provides quick information about the figure or explains table contents without referring to the document content.

To insert a cross-reference to the caption, created using the Caption functionality, in the Cross-reference dialog box:

In the Reference type list, select the label such as Figure, Table.
In the Insert reference to list, choose one of the proposed options:

Table in Cross-reference dialog box in Word 365

Entire caption inserts the caption with the label and number. For example:

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How to use a cross-reference in Word

How to create a cross-reference to an equation in Word

You can create two types of numbering for formulas and equations in the Word document:

How to create numbers and titles for tables

Tables are visual displays of data arranged in rows and columns. Table cells contain numbers, text, or a combination of numbers and text. Some cells can include images, symbols, links, and other objects. See how to create and modify tables in Word.