Bookmarks, Cross-Referencing, and Ranges

As a follow-up to my post and Quora answer (here) the other day, we can address this using the functions mentioned in the subject, there.

In Word, you can cross-reference most anything: headings, footnotes, endnotes, etc.

For everything else/in-between, we can x-ref it using bookmarks.

However, when we use bookmarks in Word, we’re essentially defining what Word interprets as a ‘range’: from this point to this point.

When we use its built-in headings (H1-H9), as I show in the video, the range is clearly defined (and easy to use). However, when we don’t use the built-in styles, it makes things VERY difficult – for both Word AND you.

By throwing page numbers into the mix, as per the original question, it then gets a little more complex.

I get this is a little more advanced than you’re likely used to but, from a business perspective and root cause analysis, it’s understanding what’s going on.

It’s also why if your organization uses Word extensively, effective design and education/training is essential.

It’s too important not to.

(More below the video.)

Ranges – Manual Intervention

Do you have an ereader device that can read Kindle, iBooks, epub, etc.?

Have you ever been reading a book and then a blank page appears at the end of a chapter/before the next chapter?

That’s usually because of the author/publisher inserting a page break before each main heading (or in Word, a heading 1).

Where possible, Word is designed to use text flow and, by inserting a manual break, you’re interrupting that flow.

Then, when the ereader ‘sees’ that you have a main heading, it will insert its own page break before that heading. Add the manual page break to that and you get 2 breaks in a row – hence the blank page.

When a Word document’s setup correctly, the text will flow: set the page break as part of the Heading style itself.

To modify the style:

  1. Right-click on the style in the Style ribbon and select Modify

2. In the Modify Style dialog, click on: Format > Paragraph > Line and Page Breaks > Page break before.

3. Okay and Okay to apply the changes.

Now there’ll be an automatic page break before each H1.

Note 1: check that Heading 2 doesn’t update with the Page break before. It may do, depending on how your document/styles are setup. If it does, modify the Heading 2 style in the same manner, but this time deselecting the ‘Page break before’ option.

Note 2: This doesn’t affect the section break in any way. Though it didn’t recognise the difference in earlier versions of Word, it’s much cleverer now.

Leave a Reply

  • Even us power users curse Word sometimes, especially when for some unknown reason, one of our styles displays a black box instead of the number that it should show, corrupting the Table of Contents in the process. Or we fix a paragraph multiple times and it keeps insisting on changing back. Or we inherit a one-hundred page document that needs totally reformatting, one paragraph at a time. Enter Mr. Crowley’s course, Microsoft Word 2016 for Beginners*. 

    The one thing I liked best about the course was Mr. Crowley’s teaching style, clear, concise and reasonably paced. The material is thoughtfully laid out, one lesson flowing smoothly into the next.  Don’t let the course name fool you. After covering the basics, this course shows you how to do virtually anything that you might need. Document gotten so big that it could use a Table of Contents? Module 10. Need an index? Module 16. Want a numbered list and it needs sorted? Module 13. 

    These are just a few of the items taught in this course. You’ll definitely be scratching your head, thinking, “wow, I didn’t know Word could do that.

    Mr. Crowley could be called a “style and section evangelist”. He never misses an opportunity to emphasize that any misbehaving document probably has its roots in poorly-applied or unused styles and sections. I suspect this may be the root cause of my black squares for numbers identified earlier. After completing the course, the main benefit I have a better appreciation of Word’s bells and whistles, along with a resource for how to do things. I would recommend this course to users of all skill levels.  

    Rick Robertson Van Horn

    Sr. Systems Analyst & Sr. Programmer, & Word Power User

    *Note: this was the original name for this course.