Cross-references are commonly used in indexes and within long documents to direct the reader's attention to another part of the document, such as an image or related table. Cross-references can appear anywhere within the document and often take the form of: (See Table A). A cross-reference created in Word can be automatically updated if you later make changes to the document. You can create a cross-reference to any of the following objects:
Numbered item (created using Word's regular or outline numbering)
Heading (formatted using Styles)
Figure / Table / Equation (marked using Captions)
If you are unsure how to create these objects, please see the course materials for Word 2003: Format your PhD Thesis
How cross-referencing works
When a cross-reference is created, a field is inserted into your document identifying the item you are referencing (e.g. a table, chart, heading). In the example (See Table A), you would type the brackets and the word See before inserting Table A as a field, as explained below. Fields are usually updated when a document is opened or printed. In addition, you can manually update a field by pressing the F9 key.
To update fields:
1. To update a single field, place your cursor within the field and press F9
2. To update all fields in a document, select all text using CTRL + A, then press F9
Creating a Cross-Reference
To create a cross-reference:
1. Add any introductory text and brackets required
2. Place your cursor where the cross-reference field should be inserted
3. Click Insert | References | Cross-reference...
4. Click the Reference type: drop down and select the type of object you want to provide a cross-reference to
5. Click the Insert reference to: drop down and select the information to be displayed in the cross-reference field
6. Available headings, captions or footnotes will appear. Select the item you wish to reference
7. Click Insert
Note: In the example below, we selected the following options:
Reference type: Table
Insert reference to: Entire Caption (highlighted in grey)
The grey area indicates the field that will update if changes are made to the document.
For more details on creating cross-references, see Microsoft online help