Word

Dispelling the mystery surrounding bookmarks

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.

Did you find this post helpful?  If so, please share it, and feel free to leave a comment – we’d love to hear from you.

Hi, I’m Donna.  I want to help you create and format professional Word documents.  Learn more here.

Leave a Reply

Your email address will not be published. Required fields are marked *