Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Referencing a Page Number In Another Document.

Referencing a Page Number In Another Document

by Allen Wyatt
(last updated March 30, 2013)

Using fields you can easily reference other page numbers of a document in which you are working. For instance, you could use a field to make the text "See page X for more information" appear in your document. The X, of course, refers to a different page number in the current document. But what if page X is in a different document and you want to refer to it?

Word does not include any easy way to address this issue. Instead, you must use a workaround that can seem rather tedious at times. Before presenting the steps you can use, a little bit of a setup is in order. Let's suppose that you have two documents, Doc1 and Doc2. In Doc2 there is a section entitled "Saving the World." You want to refer to the page number of this section from within Doc1. To do this, you would follow these steps:

  1. Open Doc2.
  2. Position the insertion point anywhere in the "Saving the World" section heading.
  3. Insert a {PAGE} field at the insertion point.
  4. Select the entire {PAGE} field and create a bookmark to the selection entitled GreatPlace. (There is nothing special about the bookmark name; it can be anything you like.)
  5. With the {PAGE} field still selected, format it as hidden text.
  6. Close Doc2.
  7. Open Doc1.
  8. Position the insertion point where you want the cross-reference.
  9. At the insertion point, insert this field: {Includetext c:\\directory\\doc2.doc GreatPlace \!\* Mergeformat}
  10. Select the field code you just inserted and press Ctrl+Spacebar.

At this point, your cross-reference should be in place. Note that these are general steps; they don't go into specifics on how to insert individual fields, create bookmarks, and the like. If you need information on this, you can either refer to other issues of WordTips or to Word's on-line help.

Also note that you must use the field in Step 9 exactly as shown, as well as following step 10. Remember that the original field (that you created in steps 3 through 5) is hidden text, meaning it will not display in Doc2. If you don't include the \* Mergeformat switch and press Ctrl+Spacebar, the cross-reference will be hidden in Doc1 as well. The \! switch is used so that Word doesn't try to update the reference to a field in Doc1 when it really refers to something in Doc2.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1190) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Referencing a Page Number In Another Document.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Linking Word Documents

Want to add one document to another document? You can do it by adding links, described in this tip.

Discover More

Renaming a Toolbar

Create your own toolbars and, at some point, you may have a hankering to change their names. Here's how you can make the ...

Discover More

Formatting Text in Comment Boxes

Want to make your worksheet comments appear a certain way? It's easy to do using techniques you already are familiar with.

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step today!

More WordTips (menu)

Cross-referencing to an Automatic Number

Word allows you to add automatic numbering to different elements of your document, such as to headings. If you want to create ...

Discover More

Inserting Page Number Cross-References

Want to insert a dynamic cross-reference to a particular page number? It's easy to do following the steps in this tip.

Discover More

Setting Defaults in the Cross-reference Dialog Box

Some types of documents rely on cross-references quite a bit. Setting up the Cross-reference dialog box the first time in ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is five minus 4?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.