CHAPTER 19

Enhancing Navigation with Bookmarks, Hyperlinks, and Cross-References

IN THIS CHAPTER

• Working with bookmarks
• Creating bookmarks
• Using Word-created bookmarks
• Displaying and hiding bookmarks
• Fixing broken bookmarks
• Adding an automatic hyperlink
• Creating hyperlinks to jump within and between documents
• Creating a hyperlink that starts an email message
• Creating cross-references to headings, numbered items, bookmarks, footnotes, endnotes, and more

This chapter dials you in to the great tools for navigating in and referencing other locations within a long document. You'll learn how to use a bookmark to create a location you can jump to from any location. You'll learn how to add hyperlinks that enable you to jump to another document location or another document, or even spawn a new email message. Finally, the chapter explains how cross-references build on bookmarks, by enabling you to denote relevant information found elsewhere in the document.

Working with Bookmarks

A bookmark is a way of naming a point or a selection in a Word document so that it you can easily locate it or refer to in some way. Bookmarks can be used for something as simple as a place marker. You could create bookmarks for:

• Key headings in a document to make them easier to go to
• Specific objects such as all the tables of data in a scientific document that users may want to find quickly
• Locations you may need to reference in a macro (Chapter 32, “Macros: Recording, Editing, and Using Them,” covers macros)

Bookmarks make great go-to locations when you want to create a dynamic document. You can manually insert bookmarks as needed to create reference points or to be able to refer to or replicate text elsewhere in a document. Bookmarks are also essential when you want to use cross-references (covered later in the chapter) to refer to parts of a document elsewhere—referring to a figure number in the text, for example. When you create a cross-reference, Word automatically inserts a bookmark as well. Word also creates automatic bookmarks when you use other features, such as pasting Object Linking and Embedding (OLE) objects. Some of these automatic bookmarks can be made visible, and some are always hidden.

Displaying bookmarks

One way to make sure that you don't accidentally delete a bookmark that is crucial to some other feature working properly is to know where the bookmark is when possible. By default, Word does not display any indication of bookmarks. To display bookmarks, choose File Options Advanced, and in the Show document content section, click to place a check next to Show bookmarks, as shown in Figure 19.1.

When Show bookmarks is checked, square brackets ([ ]) display around the bookmarked text, as in the example in Figure 19.1. If you insert a bookmark without making a selection, such as when you want to mark a point for navigation purposes, the bookmarked point appears as an I-beam, as shown in Figure 19.2. (The left and right bracket characters merge together so that the vertical components coincide, with the resulting representation looking like a large I.) Word-created hidden bookmarks don't display in the document, but you can specify that they should show up in the Bookmark dialog box, as you'll see shortly.

Information, as they say, is power. It cannot be overemphasized how important it is for you to know what's in your document. If your document contains bookmarks—whether you put them there or not—it's helpful and useful to know that they're there, if for no other reason than to keep from deleting them or changing them when other features depend on their being there and not changing. In this spirit, the chapter assumes you have enabled the display of bookmarks to work with them.

FIGURE 19.1

Check next to Show bookmarks to display bookmarks in your document.

FIGURE 19.2

Bookmarks display as gray square brackets or an I-beam, but they do not print.

Marking bookmarks

You can bookmark a point, selected text, or a selected object such as a picture. Use these steps to add bookmarks where needed in your document:

1. Select the text or object, or to bookmark a point, click to position the insertion point in the desired location.
2. Click the Insert tab on the Ribbon, and in the Links group, click Bookmark. If your screen is set to a low resolution, you may need to click the Links button and then click Bookmark, as shown in Figure 19.3. Alternatively, press Ctrl+Shift+F5. The Bookmark dialog box appears, with any existing bookmarks listed under Bookmark name.

   FIGURE 19.3

   Choose Bookmark or press Ctrl+Shift+F5 to insert a bookmark.

   

   TIP

   Unless you're a pro basketball player with enormous hands, you might not find Ctrl+Shift+F5 the most ergonomic of keystrokes. Many users prefer combinations they can press easily with one hand, and Ctrl+Shift+F5 definitely doesn't qualify for many of us. By a strange coincidence, Ctrl+Shift+B, a bit easier to manage, is redundantly assigned to Bold, and therefore is ripe for reassignment. You can assign the Ctrl+Shift+B keyboard combination to open the Bookmarks dialog box using the techniques described in Chapter 29, “Keyboard Customization.”

3. Type a name for the new bookmark in the Bookmark name text box as shown in Figure 19.4, and click Add or press Enter. See the “What's in a name?” section next to learn more about naming bookmarks.

Bookmarked text can be formatted like any other text, either before or after creating the bookmark. So don't think twice about bookmarks as you design your document.

FIGURE 19.4

Use the Bookmark dialog box to Add, Delete, and Go To bookmarks.

What's in a name?

Unless you're creating a temporary placeholder and there's no chance for confusion, it's worth giving some thought to the names you specify for bookmarks so you can remember them. It's true that the Bookmark dialog box shows you the existing bookmarks, but if you have a lot of them, you might need to visit the various locations to be sure what's what.

Word also has rules for naming bookmarks. Bookmark names:

• Cannot include spaces.
• Can include any combination of letters (including accented letters), numbers, and the underscore (_) character.
• Are not case-specific. Many users mix uppercase and lowercase to make bookmarks easier to read, and because they don't like typing or looking at the _ character.
• Must be unique. If you add a bookmark named ThisPlace and create another one by the same name elsewhere in the same document, Word deletes the original one. You do not need to explicitly delete a bookmark to use the same name elsewhere. You can, of course, reuse the same bookmark names in different documents, because bookmark names are specific to the current document.

Overlap and redundancy

You can have any number of bookmarks in a document. Bookmarks can overlap each other as well as be contained within other bookmarks. For example, suppose the word overlap was bookmarked as Example1 in the preceding sentence. You could also bookmark overlap each other as Example2. In addition, you could bookmark each other as well as Example3. The Example1 bookmark is fully contained within the Example2 bookmark, and the Example1 and Example3 bookmarks overlap. This example demonstrates what can be done but doesn't fully demonstrate the utility. Being able to overlap and contain bookmarks within other bookmarks gives you the flexibility to create references within other references, as well as to refer to different material in a variety of ways.

You can use bookmarks with the cross-reference feature to repeat a selection in a document. Though you could simply copy the text, this has a disadvantage. If the source material is updated, the pasted copy would not reflect the updates. You can also give the identical material multiple bookmark names. You'll see a practical strategic example of why you might want to do this in “Finding Word-created bookmarks,” later in this chapter.

Copying and pasting bookmarked text

If you paste or insert text from a Word document, any bookmarks included in it come along for the ride, with two exceptions. First, if you paste as unformatted text, any bookmarks the text contains aren't pasted. Second, if you are pasting from a different document and the current document has bookmarks by the same name, the current ones are preserved, and the pasted bookmarks are eliminated.

Table 19.1 summarizes what happens when you add text to and delete text from items containing or marked with bookmarks, by typing, copying, cutting, deleting, or pasting. This summary assumes that you are not pasting as unformatted text.

TABLE 19.1 Working With Bookmarks

Action	Result
Type, paste, or otherwise insert text or graphics anywhere within a bookmarked area.	The added material is included in the bookmark, and all references to that bookmark will reflect the addition when they are updated.
Delete or copy material containing part of a bookmark (beginning or end, but not both).	Partial bookmarks are not copied. If deleting/cutting material that includes part of a bookmark, the original bookmarked area is shrunk to reflect the removal of material.
Copy material containing entire bookmarks to another part of the same document.	The bookmarks are not copied because there is no mechanism for giving them new names.
Copy material containing entire bookmarks to another document.	The bookmarks are copied unless the document contains bookmarks with the same names.
Move material that contains entire bookmarks.	The bookmarks are moved to the destination (by cutting/pasting).
Delete all material between the beginning and ending bookmark brackets.	The bookmark is deleted.
Type or insert material immediately before an opening bookmark bracket or immediately after a closing bookmark bracket.	The material is not included in the bookmark area.

Navigating bookmarks

There are two main ways to navigate to a bookmark:

• You've already seen that the Bookmark dialog box has its own Go To button. Select a bookmark in the Bookmark name list, click Go To to select the contents of that bookmark in the document, and then click Close.
• Another vehicle is the Go To tab in the Find and Replace dialog box. Press Ctrl+G or F5 to open the Find and Replace dialog with the Go To tab selected. Click Bookmark in the Go to what list at the left. Open the Enter bookmark name drop-down list, click a bookmark name (Figure 19.5), and then click Go To. Click Close to close the dialog box.

FIGURE 19.5

The Go To tab in the Find and Replace dialog box also enables you to go to a bookmark.

Finding Word-created bookmarks

As indicated earlier, Word sometimes inserts bookmarks automatically. Some of these are hidden, and some are not. When creating a TOC, for example, Word automatically inserts a hidden bookmark for each heading so it can use that item for creating a reference. As shown in Figure 19.6, most Word-created bookmarks have an underscore at the beginning of the name. You cannot display a hidden bookmark in the document. Often, the only hint of its presence is when you click the Hidden bookmarks check box in the Bookmark dialog box. Use the Hidden bookmarks check box to toggle hidden bookmarks on and off in the Bookmark dialog box.

FIGURE 19.6

The bookmarks beginning with the underscore were automatically inserted by Word's TOC feature.

Recall that earlier in this chapter you read that you can assign different bookmarks to identical passages. If you discover hidden bookmarks in your document, you can make them visible by inserting redundant bookmarks. For example, in the Bookmark dialog box, select a bookmark beginning with an underscore and click Go To. That selects the bookmarked passage. With the Bookmark dialog box still open, type a new name in the Bookmark name text box, perhaps adding visible before the underscore. Then click Add. The hidden bookmark is still hidden, but you now know where it is in the text because your bookmark is visible.

Broken bookmarks

When you or Word use bookmarks in your documents, you may encounter bookmark errors. You need to be vigilant about two types of bookmark errors.

Error! Bookmark not defined

The first and most common error is the dreaded “Error! Bookmark not defined.” or “Error! Reference source not found.” Any time a bookmark is deleted, any reference to that bookmark will, when updated (by pressing F9 with that field selected), yield one of those pleasant little messages. When that happens, you have several options. You can repair or reinstate the missing bookmark. If that's not possible, you can reinstate the earlier displayed result and either lock the field against updating or convert it into regular text.

Regardless of which choice you make, when you see the “Error! Bookmark not defined” message, immediately press Ctrl+Z. This undoes the update and restores the original text. Right-click the errant field, and choose Edit Field. Examine the field in the Field dialog box to see if you can determine where the problem lies. If you realize what happened, often you can go to the relevant document and passage, and repair the damage by reinstating the bookmark.

If the document referenced by the field is gone, you can lock the field against further updates, and return the underlying document to the necessary location later. To lock the field, select it and press Ctrl+F11 (Lock Fields). You can later unlock the field by selecting it and pressing Ctrl+Shift+F11 (Unlock Fields).

If the referenced document or passage is gone with no hope of return, you can convert the current field result into hard text. With the field selected, press Ctrl+Shift+F9 (Unlink Fields). See Chapter 23, “Automating Document Content with Fields,” to learn more about fields.

Unwanted or unexpected results

The second type of error occurs less often but is also harder to spot. This kind of error occurs when the bookmark still exists but the text and other material it contains has changed. This can happen for a variety of reasons, the most common being bad memory. Suppose, for example, that years ago you bookmarked different paragraphs in a report or contract so you could use them as boilerplate text in other documents.

Now, you rediscover the source documents with the boilerplate text, which had bookmark display turned off (so you don't even know they're there), and decide that the document will work quite nicely for something else, with just a few edits. You make your additions and deletions, expanding the text contained in some bookmarks, reducing the text in others, and perhaps even deleting a few along the way. After all, without bookmarks displaying, they might as well not even be there.

Later, you notice that some of the dependent documents have changed unexpectedly. After pressing F9, that home sale contract suddenly has a maternity clause in it! Oops!

When this kind of error happens, the source material usually is too far gone to fix. Again, Ctrl+Z is your friend. Press Ctrl+Z to undo the F9 update, select the reference field, and press Ctrl+Shift+F9 to convert the passage into actual text. Let's just hope you noticed the error before sending the revised document to anyone.

Hyperlinks

Anyone who surfs the Internet is familiar with hyperlinks. Hyperlinks often appear as underlined text that is a different color from the surrounding text. When you hover the mouse over a hyperlink, the status bar in the current program or a tooltip displays the location of the content associated with the link. If you click a link, your computer attempts to display the information contained at the indicated address using the program that's associated with it.

In Word, there's only one thing that's technically called a hyperlink—references created using the Hyperlink tool in the Links group of the Insert tab. In a broader sense, however, any link in a document is a hyperlink if clicking it results in the display of information from another document or location. This section looks at hyperlinks inserted using the Hyperlink tool in the Links group on the Insert tab, as well as hyperlinks that are inserted automatically or through the use of other features.

Automatic hyperlinks

To create a basic hyperlink to a web page, you don't need to use the Hyperlink tool. First, make sure that AutoCorrect As You Type (covered in detail in Chapter 11, “Cleaning Up with AutoCorrect and AutoFormat”) is set up to convert URLs that you type into hyperlinks.

Choose File Options Proofing AutoCorrect Options. Click the AutoFormat As You Type tab, and under Replace as you type, make sure Internet and network paths with hyperlinks is checked. Click OK twice.

With that option enabled, if you type a web address or URL such as www.wiley.com, and press any kind of separator (space, comma, period, and so on), Word automatically converts what you type into a fully functional hyperlink. Word adds the http:// protocol to the beginning of the link address, although that part will not be displayed. Similarly, if you type an email address, such as [email protected] or [email protected], they are converted into fully functional clickable (or Ctrl+clickable) mailto links. Correctly specified network paths are also converted into hyperlinks (for example, \\tomjones\c\reports\jan2113report.docx). Figure 19.7 shows a URL that was typed on a line below a table and converted into a hyperlink by Word.

FIGURE 19.7

Word can automatically convert a URL you type into a working hyperlink.

Using and displaying hyperlinks

Sometimes you explicitly insert hyperlinks. Other times, Word creates hyperlinks for you. A number of Word features by default automatically produce clickable hyperlinks. When you create a table of contents, by default, the resulting entries are hyperlinks to the headings associated with them. When you move the mouse over a table of contents entry, a tooltip tells you how to go to the associated content, as shown in Figure 19.8. Other hyperlinks display in a similar fashion, but whether a tooltip displays at all, and whether you click versus Ctrl+click to follow a link are options you can change.

FIGURE 19.8

A tooltip indicates that something is a hyperlink, the location of the content, and how to get there (Ctrl+click, in this case).

Note in Figure 19.8 that the tooltip tells you to use Ctrl+click to follow the link. This is the default method for using or following a hyperlink in Word. Move the mouse pointer over the hyperlink, and select Ctrl+click.

Whether you simply click or Ctrl+click is controlled by another Options setting. To change this setting, choose File Options Advanced tab, check or uncheck Use Ctrl+Click to follow hyperlink under Editing options as desired. Then click OK. When you're editing a document, it can be distracting and counterproductive if you inadvertently activate a link when you're actually trying to select it rather than follow it. If you're reading a document, on the other hand, it can be annoying to have to reach for the keyboard to follow a link. Pick a setting that works for you, and change Word's behavior if it doesn't fit how you work.

Inserting hyperlinks

As indicated, some Word features automatically insert hyperlinks by default. These include inserting a table of contents, cross-references, certain objects, and footnotes and endnotes. Some of these, along with hyperlinks inserted directly, yield a tooltip telling you to click or Ctrl+click to follow them, such as table of contents and cross-references, whereas others such as footnotes and endnotes don't. This section shows you how to create your own hyperlinks. Using the methods covered here, rather than just typing, enables you to set up more aspects of how the hyperlink looks and behaves.

You saw the Hyperlink tool back in Figure 19.3. Click Insert, click Links in the Links group if needed, and then click Hyperlink. The Insert Hyperlink dialog box shown in Figure 19.9 appears. The contents of the Insert Hyperlink dialog box vary depending on what is selected along the left-hand side under Link to. Use the choices for the various link types as described next, and then click OK to insert the hyperlink.

FIGURE 19.9

Use Insert Hyperlink to create a variety of hyperlinks.

Link to Existing File or Web Page

In the Insert Hyperlink dialog box, set the Link to option to Existing File or Web Page to link to any file on your computer, your network, or the Internet. Any given URL ultimately corresponds to a file. Available options shown in Figure 19.9 are described in Table 19.2.

TABLE 19.2 Insert Hyperlink Dialog Box Options and Controls

Option	Use
Current Folder	Use in conjunction with Look in, Up One Folder, and Browse to File to select the file of interest.
Browsed Pages	Use to select a URL from a list of recently browsed web pages.
Recent Files	Use to select a recently opened Office or HTML file.
Text to display	With a file selected, the name of the file is displayed in the Text to display field. You can replace that text with something more informative if you like.
ScreenTip	Use the ScreenTip control to tell the reader what the link will do. This is especially useful if the link does something unexpected, such as open a different application (especially something other than a browser).
Bookmark	If the selected file is a Word document or an HTML document, click Bookmark to target the hyperlink more narrowly, as shown in Figure 19.7. In “Select a place in this document,” click the bookmark you want to link to, and then click OK.
Target Frame	Complex web pages can contain multiple frames for controlling how content is displayed. When using frames, use this setting to specify the frame in which you want the linked content to appear.

Linking to a local file

To link to a local file on your own computer (which can be any file—you are not limited to linking just to Word files), use the Look in, Up One Folder, and/or Browse for File tools to navigate to the file you want to link, and then click it in the list of files. Figure 19.9 shows a local file selected. Most users find that the Browse for File button to the far right of the Look in list provides a better way to locate files, because you can use Files of Type or provide a partial file specification in the File Name box to help you narrow the list of files you see. When you find the file, click it to select it. Choose any options, as described in Table 19.2, and click OK to insert the hyperlink.

Linking to a web page

To link to a web page, it's easiest if you're linking to one that's recent. Use the Browsed Pages control shown in Figure 19.10 to determine whether the page you seek is there. If not, click the Browse the Web button. Use your browser to navigate to the page you want to link. When you return to the Insert Hyperlink dialog box, the URL from your browser is automatically copied into the Address field. Choose any options, and then click OK to insert the link.

FIGURE 19.10

Click Browsed Pages and use the list to select a recently visited website to link to.

Link to Place in This Document

When using a hyperlink to another place in the same document, you're not limited to using bookmarks as the destination. In the Link to section of the Insert Hyperlink dialog box, click Place in This Document. As suggested by Figure 19.11, you can link to any bookmark or heading in the document. For the latter, all text formatted using the styles Heading 1 through Heading 9 is presented under Select a place in this document. Note that non-Heading text with Level formatting applied is not included.

FIGURE 19.11

You can hyperlink to a heading or bookmark in the current document.

If the bookmark or heading name doesn't meet your needs as the display text, modify or replace the Text to display text box entry as needed. Click ScreenTip, if appropriate for the document, choose any other options you need, and click OK.

Link to Create New Document

Sometimes the document to which you want to link does not yet exist. You can use the Create New Document option in the Link to section of the Insert Hyperlink dialog box to create a placeholder document, with contents provided later, or you can create the document now, as shown in Figure 19.12. Use the Change button if necessary to navigate to a different folder in which you want to store the new file.

The usual reason for using this feature is to create a placeholder, in effect, for a file that has content you will provide later. You are not limited to linking to an existing Word file. However, if you choose the Edit the new document now option as shown in Figure 19.12, Word's ability to transfer control to a capable program might be limited. For other Office documents such as PowerPoint and Excel, there shouldn't be a problem, as long as the program is installed. If you choose Edit the new document now, when you click OK, Word creates a hyperlink to the file, and then starts the appropriate application. Do what's needed to create the file and then save it. Word will properly link to it when you Ctrl+click (or click, depending on your settings) on it later.

FIGURE 19.12

Use Create New Document to create either a new document or a placeholder for one that will be created later.

If the file you specify is something else, however, such as a .mid or .mp3 file, it could be problematic transferring control to a program to create the file. Though Word usually knows how to display such files, it might not know how to create them, in which case you might see the error shown in Figure 19.13. Click Yes to create an empty file, and then manually open the program you need to create or otherwise download or obtain the needed file.

FIGURE 19.13

If the method for creating a given file type is unknown to Word, you can create an empty file now and create its contents later.

Link to E-Mail Address

The final kind of hyperlink you can insert using the Link to section of the Insert Hyperlink dialog box is a mailto (email) link. This sort of link often is inserted into web pages and other documents as a head start for an email that is being suggested in the document, as shown in Figure 19.14.

FIGURE 19.14

Setting up a hyperlink that creates an email message

When you insert an email address in the E-mail address text box, Word includes the mailto: specification used for Internet email addresses. This is standard HTML syntax for including an email link in a web page or other document. Such links work in Word, too.

If you Ctrl+click an email hyperlink in a Word document, Windows opens the default email program and creates a new message with the information you specified in the Insert Hyperlink dialog box when creating the link. For example, if you have Outlook installed and click an email hyperlink link, a new Outlook message opens, as shown in Figure 19.15.

FIGURE 19.15

When you follow an email hyperlink, your default email program starts a new message with the To and Subject lines filled in.

Changing a hyperlink

If the insertion point already contains a hyperlink, clicking the Hyperlink button from the Insert tab displays the Edit Hyperlink dialog box. It is similar to the Insert Hyperlink dialog box, but it also contains a Remove Link button. You can use this button to restore a hyperlink to normal text. You also can find Remove Hyperlink, along with additional hyperlink commands, by right-clicking a hyperlink. The shortcut menu options for working with hyperlinks appear in Figure 19.16.

FIGURE 19.16

Right-clicking a hyperlink produces a variety of hyperlink-related commands.

Inserting Cross-References

Just as a hyperlink can serve as a type of cross-reference, Word's cross-references can also serve as a type of hyperlink. A cross-reference displays the specified information at a second location in the document. For example, if you've added a numbered caption to a table or inserted picture, inserting the cross-reference would redisplay the number. Or, if you bookmarked a heading in the document, adding a cross reference to the bookmark displays the heading text at the cress reference location.

Word's cross-reference feature enables you to create cross-references to each of the following:

• Numbered items
• Headings
• Bookmarks
• Footnotes
• Endnotes
• Equations
• Figures
• Tables

The overall method for creating a cross-reference to one of these items is similar for all of them, although the options offered diverge once you make a selection. Here's the general process:

1. Create and setup the item to be cross-referenced, such as creating the bookmark or adding a caption to a table. (Chapter 20, “Identifying the Contents and Terms in Your Document: TOC, Captions, and Indexing,” covers captions.)
2. Click to position the insertion point at the location where you want to insert the cross-reference.
3. Click the Insert tab, click Links in the Links group if needed, and click Cross-Reference. (Refer to Figure 19.3.) The Cross-reference dialog box shown in Figure 19.17 appears.

   FIGURE 19.17

   The Cross-reference dialog box appears here with Table selected as the reference type.

   

4. Make a selection from the Reference type drop-down list, choose settings, and click Insert.
5. Click Close.
6. Add punctuation and spaces after the inserted reference as needed.

To use a hyperlinked cross-reference, Ctrl+click it to jump to the hyperlinked location.

Headings

To insert a cross-reference to a heading, choose Heading from the Reference type list in the Cross-reference dialog box. As shown in Figure 19.18, the dialog box displays all headings (everything formatted with Heading 1 through Heading 9 styles) under For which heading.

FIGURE 19.18

Cross-reference settings for Headings

Use Insert reference to control the kind of cross-reference that is inserted. For cross-references to headings, the options are as follows:

• Heading text: The actual text of the heading (for example, Executive Summary).
• Page number: The page number on which the cross-referenced item begins.
• Heading number: If paragraph numbering is used, this displays the heading number relative to the cross-reference's location in the numbering structure. For example, if the cross-reference to 2.(b)(ii) is inserted within 2.(b)(i), the number used is (ii).
• Heading number (no context): A cross-reference to 2.(b)(ii) will always be inserted as (ii) from anywhere in the document.
• Heading number (full context): This option always displays the complete number; for example, 2.(b)(ii) regardless of where the cross-reference is inserted.
• Above/below: The word above or below is inserted to show the location of the cross-reference relative to the insertion point. For example: See the Executive Summary, above.

Numbered items

You can insert cross-references to any item that has Word's numbering applied to it. Note that this does not include sequence numbers or the different AutoNum numbering fields. It includes only items that use Word's numbering, whether applied directly or using a style.

To insert a cross-reference to a numbered item, choose Numbered Item from the Reference Type list in the Cross-reference dialog box. When you open the Insert reference to list, the options, shown in Figure 19.19, are very similar to those that appear for headings.

FIGURE 19.19

Numbered item reference options are similar to heading reference options.

Note that if the Separate numbers with option (shown in Figure 19.19) is available and checked, adjacent number levels will use the separation character specified. For example, if the character is /, then 1)a)iv) would display as 1)/a)/iv). It is sometimes useful to use a space as the separator to clarify which level is which.

Bookmarks

If you were looking for a reason to use a cross-reference rather than a hyperlink, you might find that cross-referencing bookmarks has a slight edge. Notice in Figure 19.20 that the list under For which bookmark includes several with names that begin with an underscore (_). This is a telltale sign that these are hidden bookmarks inserted by Word. Recall that when inserting a hyperlink to a bookmark, the listing did not include hidden bookmarks. (Note that hidden bookmarks appear in the Cross-reference dialog box only if Hidden Bookmarks are checked in the Bookmark dialog box.)

FIGURE 19.20

Separate numbers with can help the reader tell when one number ends and the next begins.

Notice also that Separate numbers with is available for the Paragraph number (full context) Insert reference to choice. As noted, it is available only for that reference, and only for bookmarks and numbered item reference types. The Insert reference to options are similar to those already shown. See the discussion under “Headings” for the explanation of what each type does.

Footnotes and endnotes

When you choose Footnotes or Endnotes from the Reference type drop-down list in the Cross-reference dialog box, the Insert reference to choices change accordingly. If you choose Footnote number, the reference is just to the number. If you choose Footnote number (formatted), the reference number will appear just as it does when the footnote is inserted into the text. This enables you to reuse the same footnote in multiple places in your document. This can be handy when the same footnote can fill multiple shoes. Or you can choose Page Number or Above/Below.

Equations, figures, and tables

Cross-references for equations, figures, and tables are identical. Note the Insert reference to options shown back in Figure 19.17. Use the Captions feature described in the next chapter to add numbered captions to Figures (pictures) and tables, and then insert cross-references to them using the Cross-reference dialog box.

Summary

In this chapter, you've seen bookmarks in all their radiant splendor. You should have an idea of how to insert them and where they came from when you didn't insert them, and know a few of the reasons why they're useful and occasionally essential. In this chapter you've gotten the inside scoop on hyperlinks and cross-references, including how they're created and how to use them. You should now be able to do the following:

• Turn on the display of bookmarks so you know where they are
• Insert, delete, and redefine bookmarks
• Use bookmarks to replicate text elsewhere in a document
• Use damage control to deal with the most common broken bookmarks
• Use bookmarks to navigate through a document
• Assign redundant bookmarks to hidden bookmarks so that you know where they're lurking
• Create hyperlinks to just about anything in Word
• Cross-reference anything in Word, including to hyperlinks (hint: you can cross-reference or hyperlink anything that's bookmarked)
• Hyperlink to anything you can browse to