Chapter - 19

Adding Document References and Links:

Add Captions:
If you have diagrams or pictures in your document that you want to label and reference,
inserting captions is one of the easiest ways to do this.

1. Select the picture you want to caption.

2. Click the References tab on the Ribbon and click the Insert Caption button in the Captions
group.

The Caption dialog box appears.

By default, the caption label “Figure 1” appears in the Caption text box.

3. Enter the caption after the text in the Caption text box.

There are several different options you can use to change the caption settings in the dialog box.
See Table 12-4: Caption Options to the right for more information about these settings.

4. Click OK.

The caption is inserted.

Tip:

 The number in the caption automatically updates if the picture is moved in the document.

Insert a table of figures:

Once captions have been inserted, you can insert a table of figures. This is very similar to a
table of contents: it displays each caption and the page on which that caption appears.

1. Place the insertion point where you want the table of figures.

This is probably near the beginning of the document.

2. Click References tab on the Ribbon and click the Insert Table of Figures button in the
Captions group.

The Table of Figures dialog box appears.

A preview of how the table of figures would look with the selected format appears in the Print
Preview box. You can choose a different format for the table of contents.

1. Click the Formats list arrow and select the format you want to use.

A preview of the format appears in the Print Preview area of the dialog box.

2. Select the settings of the table of the figures.

A list of the different settings is described in the table to the right.

3. Click OK.

The table of figures is inserted in the document.

Add Cross-References:
A cross-reference points the reader to another part of the document where they can find more
information about something, such as: “See Variance Analysis on Page 19 for more
information.” When the page number is cross-referenced, the reference will automatically
update if the page number changes. For example, if Page 19 all of a sudden became Page 25,
the cross-reference would automatically update to say “Page 25”.

Insert a cross-reference:
Before inserting a cross-reference, make sure you know what it is that you want to reference.

1. Place your insertion point where you want to insert the cross-reference.

2. Click the Insert tab on the Ribbon and click the Cross-reference button in the Links group.

The Cross-reference dialog box appears.

3. Click the Reference type list arrow and select the type of item you want to reference.
 You can cross-reference many types of items such as bookmarks, headings, and more. The first
thing you have to do is specify which type of item you want to cross-reference.

4. Click the Insert reference to list arrow and select the item you want to reference.

The items that are available for the reference are displayed in the “For which numbered item”.

5. Select the item you want to reference to in the For which… box.

6. Click Insert.

The cross-reference field is inserted in the document.

Tip:

 Cross-reference fields need to be updated if the item they reference is moved. You can
manually update a cross-reference by right-clicking the cross-reference and selecting Update

Field. Or, have Word update your document’s fields. Click the File tab and click the Options
button. Click the Display category and make sure the Update fields before printing
check box is selected.

Add Bookmarks
A bookmark in Word is just like a bookmark that you would use to mark your place in a novel.
You use bookmarks in Word to mark a location in a document so that you can quickly find and
jump back to that location. Bookmarks can also be used to create cross-references. For
example, you could bookmark a paragraph about armadillos and then create a cross-reference
to that bookmark.

Insert a bookmark:
Bookmarks can be used as markers in a document. They can also be used to run certain fields in
Word. For example, one of the Rules fields in a mail merge requires a bookmark to be used.

1. Place your insertion point or select the text where you want to insert the bookmark.

If you want to use a bookmark for a certain field in Word, you will probably select text to insert
the bookmark for that purpose.
2. Click the Insert tab on the Ribbon and click the Bookmark button in the Links group.

The Bookmark dialog box appears.

3. Click the Bookmark name text box and enter a name for the bookmark.

Bookmarks can be from 1 to 40 characters in length, must begin with a letter, and can only
contain numbers, letters, or the underscore character—no
character spaces.

4. Click Add.

The dialog box closes and the bookmark is inserted in the document.

Go to a bookmark:
Once a bookmark is inserted, you can use the bookmark to quickly jump to the location in the
document.

1. Click the Home tab on the Ribbon and click the Find button list arrow in the Editing group.

A list of editing options appears.

Other Ways to Open the Go To Dialog Box: Press <Ctrl> + <G>.

Tip: If the Ribbon is not wide enough, the Editing group will appear as the Editing button.

2. Select Go To from the list.

The Go To tab of the Find and Replace dialog box appears.

3. Select Bookmark in the Go to what list.

4. Click the Enter bookmark name list arrow and select the bookmark name.

5. Click the Go To button.

The insertion point jumps to the location in the document.

Other Ways to Go To a Bookmark: Click the Insert tab on the Ribbon and click the
Bookmark button in the Links group. Select the bookmark in the Bookmark dialog box and
click Go To.
 Add Hyperlinks:
If you have ever been on the World Wide Web, you’ve used hyperlinks to move between
different Web pages. A hyperlink points to a file, a specific location in a file, or a Web page on
the Internet or your organization’s Intranet. Whenever you click a hyperlink, you jump to the
hyperlink’s destination.

Tip:

 A hyperlink is usually indicated by colored and underlined text.

Insert a hyperlink:

You can insert a hyperlink anywhere in a document.

1. Select the text you want to use for the hyperlink.

Hyperlink text is often part of a regular sentence.

2. Click the Insert tab on the Ribbon and click the Hyperlink button in the Links group.

The Insert Hyperlink dialog box appears.

Other Ways to Insert a Hyperlink: Select the text to which you want to add a
hyperlink and press <Ctrl> + <K>.
<K> Or, right-click the text and select Hyperlink from the
contextual menu.

There are four different types of hyperlinks you can create:

• Existing File or Web Page: Create a link that takes you to another Word document or to a
file created in another program, such as a Microsoft Excel worksheet or Web page on the
Internet. This is the most common type of hyperlink.

• Place in This Document: Takes you to a bookmark in the same document.

• Create New Document: Creates a new Microsoft Word document and then inserts a
hyperlink to the new document.

• E-mail Address: Creates a clickable e-mail

e address.
3. Click the Link to button you want to use.

The dialog box changes to allow you to select the destination of the hyperlink.

4. Enter information for what you want the hyperlink to link to.

Once the hyperlink destination is set, create the link.

5. Click OK.

Edit a hyperlink:
You can change a hyperlink’s display text, type, or destination after it is inserted.

1. Right-click the hyperlink and select Edit Hyperlink from the contextual menu.

The Edit Hyperlink dialog box appears. You can change the type of link, the link’s destination or
target, or the text that is displayed for the hyperlink.

2. Edit the hyperlink and click OK.

The hyperlink is updated with the new information.

Delete a hyperlink:
If you no longer want to include a hyperlink in the Web page or document, it is easy to remove
the hyperlink from the text.

Right-click the hyperlink and select Remove Hyperlink from the contextual menu.

The hyperlink is removed from the text.

Other Ways to Remove a Hyperlink: Right-click the hyperlink and select Edit

Hyperlink from the contextual menu. Click Remove Link in the Edit Hyperlink dialog box.

Insert Footnotes and Endnotes:

You’re probably already familiar with footnotes and/or endnotes if you have ever had to write a
paper for an English class. Footnotes and endnotes explain, comment on, or provide references
for text in a document. Footnotes appear at the bottom, or the foot, of each page in a
 document, while endnotes appear at the end of a document. Other than that, they work the
same way.

Footnotes and endnotes have two linked parts: the note reference mark (usually a number) and
the corresponding footnote or endnote. Word automatically numbers footnote and endnote
marks for you, so when you add, delete, or move notes, they are automatically renumbered.

Insert a footnote:
A footnote appears on the same page as the text it explains.

1. Place the insertion point where you want to insert the footnote.

2. Click the References tab on the Ribbon and click the Insert Footnote button in the

Footnotes group.

Word inserts a footnote number at the insertion point and moves the insertion point to the
bottom of the page, where you can type the footnote.

3. Type the footnote in the footnote area.

The footnote is inserted.

Insert an endnote:

An endnote appears at the end of the section or document.

1. Place the insertion point where you want to insert the endnote.

2. Click the References tab on the Ribbon and click the Insert Endnote button in the
Footnotes group.

Word inserts an endnote number at the insertion point and moves the insertion point to the
bottom of the page, where you can type the endnote.

3. Type the endnote in the endnote area.

The endnote is inserted.

 View a footnote or endnote:
You don’t have to scroll down to the bottom of the page or the end of the document to view
what a footnote or endnote says.

Position the pointer over the footnote or endnote number for several moments. The contents
of the footnote or endnote appear in a small pop-up window.

Edit a footnote or endnote:

You don’t have to scroll down to the bottom of the page or the end of the document to edit a
footnote or endnote.

1. Double-click the footnote or endnote number.

Word jumps to the footnote text.

2. Edit the text in the footnote or endnote.

Once the text is edited, you can return to the rest of the document.

Delete a footnote or endnote:

Deleting a footnote or endnote is easy.

Select the footnote or endnote number and press the <Delete> key.

The footnote or endnote number and reference are deleted.

Tip:

 Click the Dialog Box Launcher in the Footnotes group to open the Footnote & Endnote

dialog box.

Add Citations and a Bibliography:

Academic papers rely on citing the sources of research. This lesson shows how Word can make
citing sources and creating a bibliography very easy.
 Add a source to the Source Manager :
When sources are entered for the document, the information is saved so that it is easy to cite
the source again, and it’s also easy to compile the bibliography.

1. Place the insertion point where you want to insert the citation.

2. Click the References tab on the Ribbon and click the Insert Citation button in the Citations

& Bibliography group.

3. Select Add New Source.

The Create Source dialog box appears.

Tip: Select Add New Placeholder to insert a citation and add the source information later.
Be sure to insert the same numbered placeholder for citations that use the same source. Edit
the placeholder’s information in the Source Manager.

4. Enter the source information in the dialog box.

5. Click OK.

A citation is inserted in the document where the insertion point is located. The source is also
saved, so it can be cited again in the document and included in the bibliography.

Open the Source Manager:

When a source is added, it is saved in the Master List for sources. That means the source will be
available in other documents as well. Just copy the source from the Master List into the Current
List in the Source Manager.

 Click the References tab on the Ribbon and click the Manage Sources button in the
Citations & Bibliography group.

Insert a citation from the Source Manager:

Once the source has been inserted, it is easy to insert citations from the source.
1. Position the insertion point where you want to insert the citation.
2. Click the References tab on the Ribbon and click the Insert Citation button in the Citations

& Bibliography group.

A list of citations already inserted in the document appear.
Tip:
Select Add New Source if no sources have been created.

3. Select the citation you want to reference. The citation is inserted in the document.
Insert a bibliography
Once you have cited sources in the document, you can create a bibliography that contains all
the sources in the Current List of the Source Manager.
1. Navigate to the location where you want to insert the bibliography.
Most likely, you’ll want to insert the bibliography at the end of the document.
2. Click the References tab on the Ribbon and click the Bibliography button in the Citations &
Bibliography group.
A list of built-in options appears. You can choose either of these built-in options to insert the
bibliography with heading text and formatting. Or, select Insert Bibliography to insert only
the sources.
3. Select the built-in bibliography you want to insert.
The cited sources are inserted in the document.
Tips:
 Select Insert Bibliography to open the Bibliography dialog box and create your own
bibliography.
 If buttons are grayed out in the Citations & Bibliography group, there may be a problem with
your installation of Word. Repair Office through Programs and Features in the Control Panel.