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: Changing Dialog Box Pull-Down List Item Order.
by Allen Wyatt
(last updated March 5, 2016)
Sue uses a lot of cross-references (tables, figures, headings, numbered items, etc.) in her documents. In the Cross Reference dialog box (Insert | References) the top item in the Insert Reference To pull-down list is, invariably, not the one she uses. This requires her to go through an extra step to select what she wants before adding the cross-reference. For example, when she wants to add a cross-reference to a table or figure, the top item in the list (which is the default) is Entire Caption. However, her usual selection is Only Label and Number. Sue wonders if there is a way to change the order of the items in the Insert Reference To pull-down list within the Cross Reference dialog box.
It is possible to customize many options in Word, such as menus and toolbars. However, the pull-down lists and information within the dialog boxes are hard-coded into the program. This means that they cannot be changed through any routine configuration changes in Word. The only way around this is to bypass the dialog box completely by recording a macro that accomplishes what you want done. Then, when you later need to add your cross-reference you can use the macro to do the "heavy lifting" for you.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (8019) 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: Changing Dialog Box Pull-Down List Item Order.
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