Cross-references in Word – easier and smarter than ever with DocTools CrossReferenceManager
- DocTools CrossReferenceManager - Introduction
- More Details
- How to Install the Add-In
DocTools CrossReferenceManager is an add-in for Microsoft Word on PC. The add-in works with Word 2007, Word 2010, Word 2013 and Word 2016.
DocTools CrossReferenceManager lets you do everything you can do using the built-in cross-reference functionality of Word easier and faster.
In addition, DocTools CrossReferenceManager includes smart and efficient cross-reference features that are not found elsewhere.
DocTools CrossReferenceManager is the perfect, time-saving tool for anyone who uses Microsoft Word for writing documents in which a lot of cross-references are required, such as contracts, scientific reports, technical reports, technical specifications, user manuals and academic dissertations.
Examples of special features in DocTools CrossReferenceManager
Below is a short description of some of the special features included in DocTools CrossReferenceManager. See the More Details tab for further details.
Also, take a look at the Cross-reference Tools menu that is illustrated on the right and you will get an idea of the amount of features.
You can save language-specific custom cross-reference texts that contain placeholders for multiple cross-reference fields and insert the text, including all the cross-references, with a single click. See the example below (field shading is turned to to make it easy to identify fields):
The Insert Cross-reference dialog box lets you filter target items. This is a real time saver. You can quickly reduce the list of target items to precisely the one you need.
In addition to the cross-reference target items supported by the built-in cross-reference functionality, you can easily insert cross-references to headings that have not had one of the Heading 1-9 styles applied to them.
Any paragraph that has been applied outline level 1-9 either via another style or as direct formatting will automatically be listed as a target item. This means that you do not need to manually add a bookmark to such heading in order to cross-reference it.
You can insert cross-references to only the caption number of a caption (without the label). This makes it easy to create cross-references like e.g. "See Figures 12 to 15" where the last item shows the number only.
You can automatically apply a character style to cross-references you insert. A command also lets you apply a character style to all cross-reference fields in the entire document in one operation – a fast and easy way to make sure the formatting is consistent. Or you can reset the formatting of all cross-reference fields if you change your mind.
The Check and Repair Cross-references command checks the document for errors in cross-reference bookmarks and cross-reference fields and provides tools for repairing any errors found. In addition, the add-in includes functionality that can prevent certain types of errors such as cross-references pointing to number 0 (zero).
You can define default settings that will be used as the initial settings in all documents the first time you insert a cross-reference. The Insert Cross-reference dialog box will then open with those settings already selected. You can change the default settings whenever you wish.
Once you have inserted a cross-reference in a specific document, the document will remember your latest cross-reference settings used in that document the next time you open the dialog box. Furthermore, the document will remember the different settings you made for each type of cross-reference. Even the target item you selected will be remembered so it is easy to insert more cross-references to the same target item.
You can resize the Insert Cross-reference dialog box so you can see more target items and longer target items. The dialog box will remember both its size and position – even between Word sessions.
And much more...
You can access the functionality from the Cross-references group in the DocTools tab:
The Cross-references Tools menu gives you access to a lot of functionality. You will find a short description of all the commands on the More Details tab:
Tip: Click the illustration above to enlarge it
Click the More Details tab for further information about the add-in and its functionality.
Click the Introduction tab for basic information about the DocTools CrossReferenceManager add-in.
Several years ago I developed some special cross-reference tools to be used with documents based on a customer-specific set of Word templates. The tools were included in a customer-specific add-in. The tools saved a lot of time for the users and helped secure consistency across documents. Since 2007, I have provided help on cross-reference problems to anyone via the article Cross-references - Troubleshooting. The article includes a set of videos that illustrate some of the problems that can occur in relation to cross-references and how to solve and prevent them. From the number of visitors to that article and the videos and the feedback I have received, I know that cross-references in Word cause problems to many users and cost a lot of time.
The idea of developing an advanced cross-reference add-in that could make the work with cross-references easier and smarter and that could be used with any Word document in any language was born years ago. But I also realized that it would be quite difficult to make an add-in that could do all the things I wanted and that the development would require a lot of time. Now that add-in is ready, DocTools CrossReferenceManager. Version 2.0 is the first version available from this website.
What is a cross-reference in Word?
A cross-reference in Word is a field, i.e. set of codes that instructs Word to automatically insert material into a document. The material inserted by cross-reference fields can be text, section numbers, paragraph numbers, caption numbers, caption labels, etc. The field code can also include special information (referred to as switches) that make the field act or look in a special way, e.g. the field may function as a hyperlink.
There are three types of cross-reference fields in Word: REF, PAGEREF and NOTEREF.
You will find more details about how cross-references work in the help built into DocTools CrossReferenceManager.
About the functionality of DocTools CrossReferenceManager
The user interface of DocTools CrossReferenceManager is in English but the add-in can be used with any language version of Word.
DocTools CrossReferenceManager is easy to use. You can start using it immediately but it is recommended to spend time on familiarizing with the functionality in order to take full advantage of all the features. You have access to the functionality of the add-in via the Cross-references group in the DocTools tab:
The Cross-reference group in the DocTools tab
TIP: You can add any of the commands to the Quick Access Toolbar (QAT) if you want. To do this, right-click the desired command and click Add to Quick Access Toolbar.
The Cross-reference Tools menu
You will find a short description of each command in Overview of the Cross-reference tool menu commands below.
Help and tips are built into the add-in
If you hover the mouse over a command, you will see a short description of the command. When you select a command that opens a dialog box, the dialog box will show information about what to do. In addition, the Help on DocTools CrossReferenceManager command in the Help menu provides comprehensive help:
About the Insert Cross-reference command
All you need to do to insert a cross-reference is to position the insertion point where you want the cross-reference and select Insert Cross-reference. The first time you select this command, you will be asked to fill in the Set Cross-reference Defaults dialog box so the Insert Cross-reference dialog box can open with the defaults you want.
TIP: You can also open the Insert Cross-reference dialog box using the keyboard shortcut Alt+Ctrl+Shift+X or by selecting the command from the right-click menu:
The Insert Cross-reference dialog box lets you define everything in relation to the cross-reference(s) you are going to insert:
You can use the Filter target items field to quickly reduce the list of target items instead of trying to find a specific target item in a long list:
Note that the straight quotes in the selected custom text have been automatically converted to smart quotes because the Smart quotes in custom text option was turned on.
About automatically applying a character style to cross-reference fields
You can automatically apply a character style to cross-reference fields you insert by turning on the Style check box and selecting a character style from the related list. The list lets you select from all character styles in the active document. However, see the explanation about the Hyperlink style below.
Special behavior of the built-in Hyperlink style in cross-reference fields and how DocTools CrossReferenceManager handles it
If you turn on the Insert as hyperlink option, you may also want the inserted cross-reference fields to look like hyperlinked text. However, even if you apply the built-in Hyperlink style to a cross-reference field, Word does not display the field with the characteristics of the style (by default blue and underlined). But the add-in has a solution to this: You can let DocTools CrossReferenceManager automatically create and apply a custom character style, Hyperlink Special, that looks precisely as the Hyperlink style in the document. you are editing. See the example below:
About the Set Cross-reference Defaults command
Via the Set Cross-reference Defaults dialog box, you can define the settings you want as the initial defaults for all documents. Those settings will automatically be preselected the first time you insert a cross-reference via the Insert Cross-reference command in a specific document, if applicable.
In addition, the General settings group in the dialog box lets you apply other settings that are helpful. You will find details about how it works in the dialog box itself and in Help in CrossReferenceManager.
As also explained in the dialog box, once you have inserted a cross-reference of a specific type in a document, the document will remember the settings you selected most recently for that type of cross-reference in that document and automatically offer those specific settings as the defaults for new cross-references of the same type.
The Set Cross-reference Defaults dialog box.
About adding and editing custom texts
You can save language-specific custom texts for headings and for captions. You can save up to 200 custom texts for each type and for each language – that is most likely more than you would ever need.
The custom cross-reference texts you define are stored in a configuration file locally on your computer. If more users need the same custom cross-reference texts, you can replace the configuration file on one computer with a copy of the file that includes the custom cross-reference texts that were set up on another computer. This way, you can make sure that a whole group of users can easily use cross-references consistently both within and across documents.
The illustrations below show the dialog boxes for adding/editing customs texts for headings and captions, respectively. The placeholders you can insert differ but except from that, the dialog boxes work the same way. You open the dialog boxes illustrated below via the Define Custom Cross-reference Texts command. The initial dialog box that opens will list all currently defined custom texts for the language you select. It also lets you delete and rearrange the custom texts (that dialog box is not illustrated here).
A progress bar will be shown when you perform operations that may take more than a few seconds.
Overview of the commands in the Cross-reference Tools menu
You can see an illustration of the Cross-reference Tools menu close to the top of this page.
Update All Fields
Updates all fields, i.e. fields of any type, in the entire document including headers, footers, etc. However, locked fields, if any, will not be updated.
Browse Cross-reference Fields
Lets you select the cross-reference fields in the active document one by one, starting from the cursor position if the selection is in the main text story. A dialog displays the field code of the selected field.
Check and Repair Cross-references
Lets you check the entire document for problems with and inconsistencies between cross-reference bookmarks and cross-reference fields and lets you correct the errors, if any. Possible problems will be found one by one in order for you to handle them individually. The command also lets you mark a possible error with red highlight for later check.
Apply Red Highlight to Cross-reference Fields With Missing Target
Checks all cross-reference fields in the document and applies red highlight to fields with missing target, i.e. fields that refer to bookmarks that do not exist.
Find Red Highlight in Bookmarks
Lets you check the entire document for bookmarks with red highlight. It will stop at each occurrence, if any, and let you remove the highlight or stop to fix a problem manually.
Red highlight may be applied during check of cross-references to mark cross-reference bookmarks with possible problems.
Find Red Highlight in Cross-reference Fields
Lets you check the entire document for cross-reference fields with red highlight. The command will start from the cursor position if the selection is in the main text story. It will stop at each occurrence, if any, and let you remove the highlight or stop to fix a problem manually.
Red highlight may be applied during check of cross-references to mark cross-reference fields with possible problems. Red highlight may also be applied to all cross-reference fields with missing target using the command above.
Apply Green Highlight to All Cross-reference Fields
Applies green highlight to all cross-reference fields, i.e. fields of the types REF, PAGEREF and NOTEREF. The cross-reference fields will be updated.
Unlocked fields will be applied bright green highlight.Locked fields will be applied dark green highlight.
Remove Highlight from All Cross-reference Fields
Removes highlight from all cross-reference fields (locked and unlocked), i.e. fields of the types REF, PAGEREF and NOTEREF. The cross-reference fields will be updated.
Apply Character Style to Cross-reference Fields
This command lets you apply character formatting to all cross-reference fields in the main text story or in the entire document. You can select from all character styles and linked styles currently found in the document.
NOTE: Any existing character formatting will be removed from the cross-reference fields. Any changed field will be updated unless the field is locked and thereby prevented from updating.
Reset Formatting of Cross-reference Fields
This command lets you remove character formatting from all cross-reference fields in the main text story or in the entire document.
The command removes the CHARFORMAT and MERGEFORMAT switches from the field code, if found. Any direct formatting will be cleared. Any changed field will be updated unless the field is locked and thereby prevented from updating.
Browse Cross-reference Fields And Targets Side By Side
Displays the active document in two windows side by side. A dialog box lets you step through cross-reference fields one by one. The found field will be marked by blue highlight in the window to the left and the related target, if any, will be selected in the window to the right. Information related to the field and target will be shown.
Generate Overview of Cross-references
Creates a new document including information about all cross-references in the active document. For each cross-reference, the report will include misc. information about the location and content of both the field and the target.
Define Custom Cross-reference Texts
Lets you add, edit, delete and organize language-specific, custom cross-reference texts. A custom text can e.g. be a whole sentence including several cross-reference placeholders. A custom text can be inserted into any document with a single click. The placeholders will automatically be replaced by cross-reference fields to the selected target.
See also the dialog boxes and examples illustrated above.
Set Cross-reference Defaults
Lets you define default values that will be used the first time you insert a cross-reference in a document via the Insert Cross-reference command in the DocTools tab.
See also the illustration of the dialog box above.
Reset Cross-reference Settings in Active Document to Default
This command resets all cross-reference settings in the active document to the default settings.
This will not change any cross-references in the document but only influence the settings initially shown in the Insert Cross-reference dialog box.
Lets you select how fields are displayed on the screen. It is recommended to have field shading shown always.
Turns the display of highlight on or off. If the option has been turned off, highlight colors will not be displayed in documents. The highlight, if any, will still be present and will reappear if you turn on the setting again.
Turns the display of bookmarks on or off. Displayed bookmarks appear as gray brackets ([...]) on the screen but not in print. A bookmark that does not include content appears as an I-beam because the brackets overlap. Hidden bookmarks, i.e. bookmarks that start with an underscore
Show Bookmark Dialog Box
Opens the built-in Bookmark dialog box.
Show Standard Cross-reference Dialog Box
Opens the built-in Cross-reference dialog box. That dialog box will not be influenced by the DocTools CrossReferenceManager functionality.
To install the DocTools CrossReferenceManager add-in:
DocTools InstallationManager will be included with the download to make the installation as easy as possible. To install the add-in you only need to open a Word document and click a button. Follow the instructions described below STEP B, METHOD 1 at Support - How to > Install an add-in.
IMPORTANT if you are using Word 2007: STEP B, METHOD 1 does not work with Word 2007. Follow the instructions below STEP B, METHOD 2 instead.
Installation instructions will also be included in the email with the download link.
You can uninstall the add-in whenever you wish. Follow the instructions on Support - How to > Uninstall an add-in.
To learn more about the add-in and about how to install it, see the Introduction, More Details and How to Install tabs.
Pricing: DocTools CrossReferenceManager
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What users say about DocTools CrossReferenceManager
DocTools CrossReferenceManager is a terrific add-in that adds functionality to Microsoft’s own cross-referencing function, and makes it much easier to assign cross-references. A great tool for all power Word users.
Custom cross-reference texts – This is COOL!!!
I love the filter function!
I love how after you've inserted a cross-reference, all your settings – AND the last cross-reference you chose – display when you go to insert a new one (this is super handy when you’re assigning numbered cross-references for bibliographic citations)!
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If you have any other questions, please check the Support - How to menu and the information on this page. If you don't find an answer to your questions, please do not hesitate to send your questions to DocTools via the Contact form.