Combine Cross-references

How to combine multiple cross-references

Users often ask if there is a way to make Word combine cross-references without repeating the label. That is, instead of having to write, “see Figure 5, Figure 6, and Figure 7,” can you write, “see Figures 5, 6, and 7” or “see Figures 5–7”?

You can. In fact, there are two ways to do it—a kludgy workaround and a brilliantly elegant method. I imagine you'd rather have the brilliant one first! If you have not already inserted your caption and cross-references, however, read the first part of the kludgy workaround for instructions.

The brilliant way

This method, which was pointed out to me by fellow Word MVP Paul Edstein, who posts under the name "macropod," is breathtakingly simple and elegant. Paul points out that you can achieve the desired effect simply by adding a numeric picture switch to the cross-reference field. He adds:

Ordinarily, the field code for such a cross-reference would appear as something like:
{ REF _Ref218925266 \h }
Simply change this to:
{ REF _Ref218925266 \# 0 \h }

Note that the \h switch in Paul's example indicates a cross-reference inserted as a hyperlink; if you chose not to hyperlink the cross-reference, the field will not have this switch.

The kludgy workaround

The second method, which should be used only if the first for some reason does not work, is a bit fiddly, but once you get the hang of it, you can do it much more quickly than you can read the instructions for doing it. Here’s how:

First you must create the captions. Using the above example, you would create the captions for Figures 5, 6, and 7 using Insert | Reference | Caption (see Figure 1). (In Word 2007, use Insert Caption in the Captions group on the References tab of the Ribbon.)

Figure 1. Caption dialog

Next you must insert the cross-references. Using Insert | Reference | Cross-reference, select “Figure” as the “Reference type” and “Only label and number” under “Insert reference to” (see Figure 2). (In Word 2007, Cross-reference is also in the Captions group on the References tab of the Ribbon as well as the Links group on the Insert tab of the Ribbon.)

Figure 2. Cross-reference dialog

This step is very important. When you insert a cross-reference, Word inserts a bookmark around the caption label you are cross-referencing. Without this bookmark, you can’t go on to the next step.

When you have inserted the cross-references, if you have field shading display set to “Always” (Tools | Options | View), you will see that the cross-references are fields (see Figure 3). (If you press Alt+F9 to display field codes, you will see REF fields with numeric bookmarks. The field code for the “Figure 5” cross-reference in this instance is { REF _Ref107244825 }, referencing the bookmark _Ref107244825, as shown in Figure 5 of this article.)

Figure 3. Cross-references in text

Once you have inserted the cross-references to Figures 5, 6, and 7, go to the caption for Figure 5 and select just the figure number, omitting the label (see Figure 4). (From the field shading of the captions, you can see that the “Figure” label is not part of a field. The number itself is the result of a { SEQ Figure \* ARABIC } field, as you can see if you press Alt+F9.)

Figure 4. Caption for Figure 5 with just number selected

Choose Insert | Bookmark to open the Bookmark dialog. Check the box for “Hidden bookmarks” and select the radio button for “Location,” as shown in Figure 5 below. (In Word 2007, Bookmark is in the Links group on the Insert tab of the Ribbon.)

Figure 5. Bookmark dialog with bookmark for Figure 5 caption selected

The bookmark that is highlighted is the one for the caption you have selected. Click “Add” to reinsert the bookmark around just the figure number.
Repeat steps 3 and 4 for Figures 6 and 7.
Select your cross-references and press F9 to update the fields. Your text will now read “see 5, 6, and 7.” Type “Figures” after “see.”
If you prefer the format “see Figures 5–7,” omit the cross-reference to Figure 6 in the first place and insert an en dash between the cross-references to Figures 5 and 7.

What happens next

Possibly you will have occasion to insert subsequent references to these same figures, either separately or in combination with other figures.

If you need to reference Figure 5, Figure 6, or Figure 7 again separately (including the "Figure" label), just insert a new cross-reference the same way you inserted the first one, using Insert | Reference | Cross-reference and selecting "Figure" as the reference type. This will create a new bookmark around the whole label (the caption will now have two overlapping bookmarks).
If you need to reference any of those figures again by number alone, you have two choices: (a) you can go to the cross-reference you modified before, press Alt+F9 to display the field code, make a note of the bookmark, and then use Insert | Reference | Cross-reference to insert a cross-reference to that bookmark, or (b) you can Copy and Paste the existing cross-reference, which is much easier and less prone to error.