Please Note: This article is written for users of the following Microsoft Word versions: 2007 and 2010. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Maintaining Fields in a Merged Document.
by Allen Wyatt
(last updated July 12, 2018)
Jacqueline asked if it is possible to maintain cross-reference fields in a merged Word document. It seems that when the merge is done, the cross-references are converted to plain text.
Word is actually designed to behave this way, and for good reason. Consider your source document for just a moment. If you have a cross-reference to a paragraph, that is fine. Now, suppose you merge this source document with ten data records. Now, instead of one referenced paragraph you have ten copies of the same paragraph—all in the same document. To which of the ten paragraphs should the cross-reference exist? Now imagine the cross-reference confusion if you merge with fifty or a hundred data records. Since Word has no way of knowing how the cross-reference should be maintained, it converts the cross-reference to plain text.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (11491) applies to Microsoft Word 2007 and 2010. You can find a version of this tip for the older menu interface of Word here: Maintaining Fields in a Merged Document.
The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2013. Spend more time working and less time trying to figure it all out! Check out Word 2013 For Dummies today!
The COMPARE field is rather esoteric, but it can be helpful when you need to compare two values using fields. The result ...Discover More
When adding form fields to a document, you may want some of the fields to be automatically calculated from other fields. ...Discover More
Want to know what a certain field does and how to use it? Word's online help is surprisingly helpful in getting the ...Discover More
FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.