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Cross References

A cross-reference is a link within a document. So you can build a text that the reader can click on to go to another part of the document. Cross-references are added to a document primarily to make it easier for the reader to find what they are looking for. A link can be created to various objects in the document, such as headings, images, tables, charts and bookmarks that can be added separately.

Cross-references are particularly useful for long documents where the reader needs to move from one place to another.

As with web links, cross-references have their own quirks. On the other hand, once you know how cross-references work, it is easy to add them.

The Objective

In the document, two cross-references have been added where the model indicates, to take the reader to the chapter on Movement, posture and good working position. In other words, the reader clicks on either the paragraph title or the page number to go to that point.

Task: Add cross-references

Next, add two cross-references to a heading in the document. Cross-references should be added in the areas highlighted with grey, and the texts in red should be written into the document:

Punaisella korostettua tekstiä, jossa sisällä harmaalla korostettu ristiviittaus

Nice

### Adding text

First add the text marked with red and leave empty space for the cross-references highlighted with grey. (However, do not use red for the text. We have shown it in red only to clarify the task description.)

Model:

Then select the point where you want to insert the cross-reference.

Cross-reference to a heading using its name

Ristiviite-painike on Kuvatekstit-ryhmän alimpana

The cross-reference is added using the **Cross-reference** button in the **Captions** group on the **References** tab.

Kuva ristiviite-ikkunasta

Set the Reference type field to the value Heading and select the correct heading from the list. Set the Insert reference to field to ** Heading text**. Now the text of the referenced heading is added as a field.

Now the paragraph should look like this:

Cross reference to a headuubg using the page number

Start adding the cross-reference as above, but when specifying the cross-reference, set the field Insert reference to to Page Number.

The finished references look like this:

Guide

### Using the cross reference

A cross reference looks like plain text, but when you hover over it, you can jump from the reference to the linked location by Ctrl+mouse-clicking.

Problem: The cross-reference looks the same as the heading

Sometimes the cross-reference text will look the same as the heading itself. The problem is usually that the headings are “manually formatted”. Below, we'll first go through what this is all about and then how you can easily fix the problem.

Nice

“Manually formatted” heading, what is it all about?

In the image above, the heading and the style button are highlighted. The button shows what the heading looks like according to the style. Now, however, the actual heading itself has been formatted “manually”, i.e. after setting the heading style, the heading has been formatted directly in the document. In short: the model of the button and the actual heading differ from each other.

Correcting a single heading

If we move the cursor to the heading and click on the style again, the heading will change to match the style.

Correcting a style

Another option is to paint a single heading and correct the heading style to match the style in the document.

How can I fix several headings in one go?

When formatting headings manually, all headings should be gone through in any case. Word has functionality that allows you to select multiple text items in one go.

Move the cursor to a single heading. Open the Select menu in the Editing group on the**Home** tab and click on the Select All Text With Similar Formatting button.

Now all the items in your document that are formatted in the same way are selected. Now you can set all these items to use the style you want.

Info: Formatting of references

If you want to format references so that the formatting is preserved when the reference field is updated, right-click on the field and select Edit Field. Click on Preserve formatting during updates.

Then double-click on the cross-reference box to select it and apply the desired formatting.

Info: Updating references

References are not automatically updated if data moves to different locations in the document.

A handy way to update all references is to first select the whole document with Crtl+A and update all fields in the selected area with the F9 key.

The table of contents will also be updated in this operation.

Info: Converting a cross-reference to plain text

To remove a field from a cross-reference so that only the cross-reference text remains in the document, paint the cross-reference and press the Ctrl+Shift+F9 key combination.

Please note that once a field has been deleted, the data can no longer be updated.

Are you ready to move on?

Mark as complete:

`Ctrl+A`	Select the whole document
`F9`	Update the fields