Writing recently about cross-referencing within Word got me thinking about bookmarks. There are so many reference types that can be so easily cross-referenced; whereas the process to cross-reference a bookmark requires an extra step of adding the bookmark in the first place. Does this put people off? I don’t see bookmarks used very often so maybe it does? Or is there another reason for this? Are bookmarks just too mysterious? And lastly, is there still a place for bookmarks? So many questions … so little answers.
Despite all this (or perhaps because of it) here’s some useful info regarding bookmarks. And if it’s the case you care not for bookmarks, I think you’ll still find the cross-referencing instructions (below) handy because the process is the same for all reference types.
In answer to one of my questions above, I do feel there’s still a place for bookmarks. I find them really handy where I’d like to replicate a document title within a header or footer. Similarly, a bookmark can be used to replicate a client name to various other parts of a document.
Adding a bookmark
Here’s how:
- Select the text / item to be referenced;
- Click the Bookmark button (Insert > Links);
- Enter a short, descriptive name below Bookmark name – note that a bookmark cannot contain a space (use an underscore instead); similarly, although bookmarks can contain numbers, they cannot commence with a number;
- Click the Add button.
Adding a cross-reference to your bookmark
Here’s how:
- Place your cursor where the cross-reference is to appear;
- Click the Cross-reference button (Insert > Links or References > Captions);
- Select Bookmark from the dropdown menu under Reference type; also be sure to make your desired selection from the Insert reference to dropdown menu;
- Select the required bookmark from the For which bookmark list;
- Click the Insert button.
Again, the process is the same for adding a cross-reference to any reference type (i.e. Heading, Caption, etc); merely replace Bookmark in the process above with the reference type you’re seeking to cross-reference.
Locating a bookmark
Should you need to search for a bookmark within your document, you’ve got two options:
Option 1
- Click the Bookmark button (Insert > Links);
- Select the appropriate bookmark from the list;
- Click the Go To button.
Option 2
- Select Go To from the dropdown menu of the Find button (Home > Editing), or press Ctrl+G – the Go To tab of the Find and Replace dialogue box will be displayed;
- Select Bookmark from the menu below Go to what;
- Select the appropriate bookmark from the dropdown list below Enter bookmark name;
- Click the Go To button.
More info
Visit the Office website for a list of Bookmark changes that you can make (see the table partway through the article). This is a really useful guide, however there is one thing I’d like to highlight.
Within the table you’ll see that when you ‘Delete part of a marked item’, ‘The bookmark stays with the remaining text.’ The important thing here is to note this occurs where only part of the bookmarked item is deleted. Should you add a bookmark to a single word and then proceed to change the word (thereby deleting the original word), you’ll find that the bookmark will also be deleted.
I hope this information has helped remove some of the mystery surrounding bookmarks. Alternatively, if you’re already a bookmark fan like me, tell me your thoughts and where and how you use bookmarks.