| Referencing a chapter number | Crossreferencing a page number | Cross referencing a diagram |
| Footnotes and endnotes | Summary | Exercise |
Learning Outcomes
On completion of this chapter you will know how to cross
refer to:
·
Chapter numbers
·
Page numbers
·
Diagrams and illustrations
Introduction
When writing a manual or reference book we frequently refer
the reader to another chapter, to a page or to a diagram. Examples of this are:
“This is discussed further in Chapter 5”,
“..for the full details check the table of page 56”
or “This is illustrated in Figure 12-6.”
Normally this is a very tricky job to do because if we insert a new chapter
before the chapter referred to then the number of the chapter referred to will
change. Similarly,
regarding the page number, if we if we add or delete text before that page, then
its number will also change. In
this case we would regularly have to comb our text and check if the page number
or chapter number referred to was correct. This can be a very tedious and error
prone exercise.
Word, however, provides us with a way of automatically
updating those references. For this automatic
updating to work, however, we need to have laid out our document as directed
in Chapter 8. We shall now look at how we can use this
layout in order to have easily updated cross references.
Cross-referencing to a chapter number
In technical books
it is common to come across such expressions as this topic is discussed in detail in Chapter 5. If, after this had been written, a new chapter
had been inserted before Chapter 4 then the old Chapter 5 would have become
Chapter 6 and the reference to it would now be wrong. On the other hand if we had a cross reference
to the chapter, then its number would be automatically updated in the cross
reference and out text would be consistent.
In order to
cross-refer to a chapter number we click on the References tab and then the
Cross reference icon. This gives us
the dialogue box in Figure 9‑1.
Figure 9‑1
If we wish to cross
refer to a chapter number we select Heading from the drop down list Reference type. This gives
us the chapter headings. We now select
the chapter we wish to cross refer to.
There are a number of references we can make to a chapter such as its
page number, the text of its heading, or its number. In our case we want the number and so from
the drop down list Insert reference to: we select Heading number. When we click on Insert the number of the chapter is
inserted in our text.
Cross
referencing to a page number
Just like the chapter
we find references in books such as refer
to the table on page 66. Here we face the same problem as we did with
the chapter: if inserting or deleting a block of text has caused the table
on page 66 to move to a lower or higher numbered page, then our reference
would be faulty. To overcome this we
use Word’s cross referencing facility. The approach here,
however is different to cross referencing the chapter numbers – we must first
insert a bookmark. A bookmark is unseen
by the user but word can see it as a place within a document. We can either tell Word to jump to this location
or we can refer to either the chapter number of page of the same location.
With a page number the first step is to go to that page and at the spot where
we want to refer to we insert a bookmark. To do this we click on the Insert
tab and then on the icon Bookmark. This brings up the dialogue box Figure 9‑2.
Figure 9‑2
Here we enter the
name for our bookmark and click Add. We have now marked a place in our document
which is known to Word as PageNumberLocation. Now when we want to cross refer to that
place or bookmark we click on the Cross
reference icon. This brings up the
Cross reference box again but this time we select Bookmark from the Reference
type list and Page number from
the Insert reference to: list. We
also select the name of the bookmark we wish to cross refer to and then click
on Insert.
Figure 9‑3
Cross
referring to a diagram
We have already
seen how to put a caption on a diagram. In
this book we used captions such as Figure 4-3. To cross refer
to it we bring up the Cross reference
dialogue box once more and from the Reference
type box select Figure. From the box Insert reference to we select Entire
caption and then click on Insert.
Figure 9‑4
Footnotes
and Endnotes
Footnotes and endnotes appear in academic and technical books.
Footnotes generally appear at the bottom of the page while endnotes appear
at the end of a chapter or at the end of a book. A footnote is used to describe or elaborate
on a word or sentence in the text. Normally
an asterisk appears at the end of the word to be elaborated on and another
asterisk appears at the bottom of the page which is followed by the description
or elaboration of the word. If a second footnote applies to a word or sentence
on the same page then a symbol different to the asterisk is used.
Endnotes are used to describe the source of some information
or else to point the reader towards resources on the topic that is being
discussed.
In order to show how to use both footnotes and endnotes we
shall use the very short history of books shown in Figure 9‑5
below.
Figure 9‑5
We shall first look at inserting a footnote to the word
“papyrus”. In order to do this we go to
the References tab and then click on
Insert Footnote. This displays the dialogue box in Figure 9‑6
below.
Figure 9‑6
Our first task is to select Footnotes and to specify that they are to appear at the bottom of
the page. Both symbols and numbers can
be used for footnotes. It is customary, however, to use symbols for footnotes
and numbers for endnotes and we shall follow that custom here. We shall use the asterisk as the symbol for
the first footnote and to select this we click on the button Symbol.
This brings up the dialogue box shown in Figure 9‑7
Figure 9‑7
Here we select the asterisk symbol and then click on
OK. This returns us to Figure 9‑6. This time the asterisk symbol will appear
inside the box Custom Mark. We now
simply click on Insert. This will cause the dialogue box to disappear
and an asterisk to appear beside the word “papyrus”. The cursor will also move down to the bottom
of the page, where another asterisk appears. Here we enter our description or
elaboration of the word “papyrus”.
A description of the word “library” can be entered in
exactly the same way, except that a different symbol should be selected for
this.
An endnote should be placed at the end of the first
paragraph to indicate where we got the information about the papyrus
scrolls. To do this we click on the tab Insert Endnote which brings up the dialogue
box in Figure 9‑6
again. This time we click on Endnotes and select End of document. We shall leave the number format as it is and
then simply click on Insert. Again this causes the dialogue box to
disappear and the number 1 to appear at the end of the first paragraph. The cursor will move to the end of the text,
where another 1 appears. After this you
enter the details about where you got the information for the first
paragraph. Other endnotes are entered in
exactly the same way.
Figure 9‑8
Above we see the same text with both footnotes and endnotes
added. If the text was more than one
page long the endnotes would appear at the end of the text on the last page,
while the footnotes would appear at the bottom of the page that contained the
text they were referring to.
Summary
During the process of writing a text book or manual, page
numbers and chapter numbers change as extra chapters or text are added or
existing chapters or text are deleted. By
using cross referencing Word automatically alters references to chapters,
pages or diagrams if their sequence number changes due to the reasons given
above.
Exercise 9
Open the document you created for Exercise 8 and make the
following changes to it:
·
in chapter 1 add at
least one reference to each of the other chapters.
·
add a reference to at least one page in each of
the other chapters
·
add a reference to at least one picture in each
of the other chapters
·
insert an extra chapter
between chapters 1 and 2.
·
finally do Print
Preview and verify that all of the references you have put into Chapter 1 have
automatically updated to their new values.
·
to double check that
everything is in working order remove the chapter you have added and then check
that your references in Chapter 1 have returned to their original values.
·
In at least one chapter use footnotes and endnotes