Create reference in document that will update if text changed

[Beach Lover]

I am making a reference in my document (Refer to Section 3-10). If my
Sectoin 3-10 changes to Sectoin 3-14, how can I get this "reference" to
automatically change to the new number?

 

[Stefan Blom]

Use the Cross-reference dialog box to insert a reference to a heading or
numbered item (whichever is appropriate). That inserts REF fields which you
can update by selecting the whole document and pressing F9. Switching to
Print Preview and then back to your favorite view will also force an update.
You may also want to set the option to update fields on print.

If you need more detailed instructions, please tell us your version of Word.

 

[Beach Lover]

I'm using Word 2007. Sorry for leaving that off. I had everything like you
said but couldn't figure out how to get the data to refresh after the change
was made. Selecting all and then F9 or clicking on Print Preview did the
trick. Thanks!

 

[Stefan Blom]

I'm glad you got it sorted!

Just in case you haven't yet found the "Update fields before printing"
option, I'd like to mention that it's located in the Display category of the
Word Options dialog box (which you can open by clicking the Office button
and then clicking Word Options).

 

[Beach Lover]

Thanks, I had forgotten about that one. I also made a macro button to click

 

[Beach Lover]

I'm still having a problem with cross-referencing numbered items. When I
create a cross-reference to an item that is listed as number 1, the
cross-reference works UNTIL I change the content of number 1 and then hit
enter at the end of the text (which moves the original content of number 1 to
number 2). My original cross-reference should now be looking at number 2,
but it is still looking at number 1 (my guess is because number "1" didn't
move positions....only the content moved).

My cross-reference is still looking at number 1 which is no longer correct
since the data that used to be in number 1 is now in number 2.

When I cross-reference any number AFTER number 1 and make changes,
everything works correctly.

How can insert information before number 1 so that my cross-reference will
work correctly?

 

[Stefan Blom]

When you press Enter at the beginning of a bookmarked paragraph Word will
expand the bookmark to include the newly added text. The workaround is to
always press Enter *at the end* of the previous paragraph. In cases when you
have already gotten into "trouble," you can delete and reinsert the
cross-reference.

Stefan Blom
Microsoft Word MVP

 

[Beach Lover]

Thanks, Stefan. But how do I do this when it's the FIRST entry....there's no
previous number.

 

[Peter T. Daniels]

Did you update your cross references (F9, or to do all at once, Ctrl-A
F9)?

 

[Beach Lover]

Yes. I figured out what I needed to do. When I need to add an entirely new
Number 1, I just have to go above the current number one and type a 1. and
hit tab.....that moves the current number 1 to number 2, etc., changing
everything after it.

Thanks.

 

[Stefan Blom]

Have you tried deleting the cross-reference, adding the text, and then
recreating the cross-reference?