Recently I was working on a contract. Word was naturally the choice app for a text-heavy document with a few exceptions.
A number of the figures in the document had to be referenced a number of times, and in a few cases they were added up or multiplied (think 50% deposit of $X).
Not liking to repeat myself, coupled with my penchant for perfection and accuracy, I turned to Microsoft Word’s bookmarking, cross-referencing & even less known formula feature.
Bookmarking & Cross-Referencing
First step to not repeating yourself is to bookmark the initial value.
1. Highlight the value to bookmark.
2. Choose INSERT, .
3. Type a BOOKMARK NAME, then [Click] ADD.
Next, wherever you want the value repeated, simply insert a cross-reference.
1. Choose REFERENCE, .
2. For REFERENCE TYPE, select BOOKMARK.
3. Select FOR WHICH BOOKMARK.
As a bonus, check INSERT AS A HYPERLINK. This allows people to
4. [Click] INSERT.
Calculations using Bookmarks
Now comes the really powerful stuff.
You can also insert calculation fields:
1. Choose INSERT, , then FIELD.
2. Under FORMULAS, select , then [Click] FORMULA
3. Fill out similar to
To make sure you get things right, use PASTE FUNCTION and PASTE BOOKMARK (both paste into the FORMULA field)
Updating your fields
To update a calculated field, select it & press F9. To update an entire document press
It seems that text boxes using the old “DOC” format seem get in the way of F9. In my tests using Word 2013 when I selected everything using Ctrl-A including text boxes, F9 did not work. Saving to the newer DOCX format resolved the issue (and saving back to DOC re-introduced it).
If you aren’t sure which version you are using take a look at your title bar. This example is in the old format:
FINALLY: Bookmarks can somewhat easily be destroyed when typing, so be careful when changing the bookmark value. To help, with dollar amounts you can include the $ in the bookmarked text. Word will still consider it a number value for your calculations:
And, it might be a good idea to play around with legacy formfields (they automatically create bookmarks). Especially useful if you won’t be the only one working with the document.