Cross Referencing

What is Cross Referencing

A cross-reference allows you to link to other parts of the same document. The cross-reference appears as a link that takes the reader to the referenced item. Cross referencing enables you to insert numbers which refer to a numbered paragraph in your document. If the numbered paragraph is re-numbered the cross referencing will update to the correct number without the need for manual changes to be made.

For example, if in a precedent or document you need to include something like "I refer to Clause 3.1.1", you can cross reference the 3.1.1. If the number is changed from 3.1.1 to something else, once you update the cross reference field, the number will be updated.

When can Cross Referencing be used

Cross Referencing can only be used if automatic numbering or styles with automatic numbering have been used in your document. If numbers are manually typed, Cross Referencing to those numbers will not be available in the Cross-Referencing Dialog Box.

Select Cross Reference from the the Insert Ribbon tab Menu

 Cross Referencing and the following will appear:

Make sure the Reference type is set to 'Numbered Item' and the Insert Reference to is set to 'Paragraph number'.

Highlight the numbered paragraph that you would like to cross reference to

Notes: If your number is not on the first screen use the scroll bar to view more numbers

Once you have highlighted the numbered paragraph you wish to cross reference, select Insert. Your cross referencing should now be inserted.

You will notice that the cross referencing has been inserted as a field. When the cross referenced number changes all you need to do is update the fields in your document and the cross referencing will be updated.

Notes: By default, the Insert as hyperlink option is ticked. This means that when you click on your cross referenced field, your cursor will move to that paragraph number in the document.

The Include above/below option should be used if required ie. if your paragraph says "I refer to Clause 3.1 above".

How do I update Cross Referenced fields

Very easily. All you need to do is select the whole document (Ctrl+A) and then press F9 (which is the update field key). This will also update the table of contents if one is included in your document.

Update your cross referencing once you have made all applicable changes in your document. This saves you having to update your fields more than once.

Note: if you need to edit your document and insert another numbered item, make sure you insert the new numbered item correctly. 

For example refer to the image below. In this example we want to insert a another numbered item in between 4.4 and 4.5.

If you place your cursor at the beginning of the numbered item, as above with 4.4, and then insert a new numbered item, cross referencing will not update correctly.