How to Cross-Reference a Figure in Word

Word allows manuscript authors to build internal connections to graphics or charts by setting up a cross-reference, which acts as a clickable link guiding a reader directly to that specific item Microsoft Support. If you need to connect your text to an entirely separate file, you can configure a hyperlink instead Microsoft Support.

Preparing targets and understanding link types

Because the program relies on an existing destination, ensure you build the necessary chart, heading, or page number prior to configuring your link Microsoft Support. For photographic figures, this destination typically involves a caption, which serves as a numbered label attached to your object Microsoft Support. This label features customized text paired with ordered numbers or letters, and it can also feature descriptive text if you choose to add it Microsoft Support.

Inserting the reference into the manuscript

Start the process by typing out your introductory phrase directly in the document body Microsoft Support. Next, navigate to the Insert tab and click Cross-reference to open the configuration dialog Microsoft Support.

Use the Reference type menu to pick your target category, which populates different drop-down options based on the kind of item you are targeting Microsoft Support. Proceed to the Insert reference to list to pick the specific details you want displayed in your manuscript Microsoft Support. Highlight the intended destination in the For which box Microsoft Support. If you want readers to be able to jump to the target, you can check the Insert as hyperlink box Microsoft Support. Depending on your selection, you may also have the option to check the Include above/below box to state the target's relative position, after which you can click Insert Microsoft Support.

Managing and updating dynamic fields

Word places these references into your manuscript as fields, which are background instruction sets that tell the software to automatically drop in material like text, page numbers, or graphics Microsoft Support. If an inserted reference appears as bracketed text resembling {REF _Ref249586 \* MERGEFORMAT}, this indicates that the program is showing the underlying field codes rather than the final results Microsoft Support. You can return to the standard display by printing the document, using the ALT+F9 keyboard shortcut, or right-clicking the code to choose Toggle Field Codes Microsoft Support.

Sometimes updating these instructions causes the reference to pull in or link to extra unintended content Microsoft Support. If you encounter this issue, use the Ctrl+Z shortcut to reverse the change, then place the new material starting from the end of the previous item Microsoft Support. Afterward, you can refresh all fields simultaneously by pressing Ctrl+A and then F9 Microsoft Support. Whenever a mistaken change cannot be undone, delete the affected reference and build a new one Microsoft Support.

Sources and further reading

• support.microsoft.com/en-us/word/create-a-cross-reference
• support.microsoft.com/en-us/word/add-format-or-delete-captions-in-word