How to get the most out of Office 365
What is Cross Reference
Cross References can be inserted into documents in order to refer to other clauses/paragraphs/pieces of text within a document. These can create a link that moves with the referred to paragraph.
Why is Cross Reference important?
Utilising cross reference correctly will help you to produce and maintain consistent layouts and professional looking documents and correspondence and enables smooth and efficient document amendment.
Benefits
- If a referenced paragraph is moved or re-numbered the cross references can all be updated by one click.
- No more manual amendments of cross references if additions or deletions have changed paragraph numbering
- Easy identification of cross references to text which has been removed (this will minimise proof reading)
How to Use Cross Reference
To create a cross reference to a Clause/Paragraph
- Highlight the text you wish to create a cross reference to.
- Select the References Tab
- Click Cross Reference
- Select the reference type e.g. Numbered item.
- Chose insert reference to e.g. Paragraph number.
- Scroll through to find the paragraph number you wish to refer to and select.
- Click OK
- The number referred to will have automatically been inserted and is now a hyperlink.
If you click on it you will be taken directly to that Clause number.
Updating Cross References
If you have cross references inserted in a document and then changes are made which alter the numbering of paragraphs you will need to update the cross references also.
- Select the entire document (Ctrl + A) and press F9 on the keyboard and the cross referencing should be updated. Alternatively Right Click and select Update Field.
Trouble Shooting Cross References
When a Clause is removed which is referred to in a cross reference then the cross reference is obviously going to be incorrect and no longer valid. When the Cross references are updated the following message will appear in place of the reference.
Further information
Training on all elements of Formatting are available from basic level to advanced, call Fusion to discuss your requirements.
Please see the linked training video & guide
Guide – Word – Cross References
Triage – Word – Cross References
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