How to Use Cross-References in a Word Alternative (2026 Guide)

Quick Answer

Cross-references link one part of a document to another — for example, a summary sentence that points to a heading or a figure caption. In WPS Writer, click where you want the link, open the Reference tab, choose Cross-reference, pick a Reference type (such as Heading), select the target under For which heading, set Insert reference to (such as Head text), and click Insert. Jump to the target by holding Ctrl and clicking the inserted reference. In Microsoft Word desktop, the workflow is similar under Insert → Cross-reference. Create headings or captions first — you cannot cross-reference content that does not exist yet.

Key Facts

Before You Cross-Reference: Headings, Captions, and .docx Compatibility

Cross-references depend on pre-existing document structure. Both WPS Academy and Microsoft Support state you cannot link to a target that has not been created yet — the dialog lists only available items.

Apply heading styles first

Before inserting a cross-reference to a section title:

1. Select the heading text in your document.

2. Apply a heading style (Heading 1, Heading 2, etc.) from the style gallery.

3. Write and format every section you plan to reference.

WPS Academy's cross-reference example quotes the first heading in a summary — the referenced heading must already exist in the document before you open the Cross-reference dialog.

Add captions for figures and charts

To cross-reference an image or chart by number:

1. Select the object.

2. Open the References tab and click Caption.

3. Set Label, Position, and Numbering as needed.

If you enable Include chapter number, heading styles must be applied first. WPS Academy notes an error message appears when chapter-number captions are requested without heading styles in place.

Verify .docx compatibility

WPS pricing page states 100% Compatible with Microsoft Office File Formats. Cross-reference fields can behave differently across editors after save and reopen. Before sharing a .docx with colleagues who use Microsoft Word, open the file in both apps and confirm that inserted references display and update correctly.

WPS Office is described as a free all-in-one suite to edit Word, Excel, and PPT per WPS Academy — Writer handles the cross-reference workflow on desktop without requiring a separate word-processor install.

How to Insert a Cross-Reference in WPS Writer

WPS Academy documents this step-by-step workflow on the desktop Reference tab:

1. Click the insertion point where the cross-reference should appear (for example, in a summary paragraph).

2. Open the Reference tab on the ribbon.

3. Click the Cross-reference button.

4. In the dialog, choose a Reference type — WPS Academy uses Heading as the example for quoting a section title.

5. Under For which heading, select the target heading from the list.

6. Under Insert reference to, pick how the reference displays — for example, Head text to show the heading title.

7. Click Insert.

The dialog shows only targets that already exist in the document. If your heading does not appear, confirm that heading styles are applied and the section is written before retrying.

How to Jump to a Cross-Reference in WPS Writer

After insertion, cross-references act as navigation links within the document:

1. Press and hold the Ctrl key.

2. Move the cursor over the inserted cross-reference — the mouse icon changes to a finger pointer.

3. Click the reference to jump to the linked heading or target location.

This Ctrl+click behavior lets readers move from a summary or table of contents line directly to the referenced section without scrolling manually.

How to Cross-Reference Figures with Captions in WPS Writer

Figure cross-references require a caption label before the Cross-reference dialog can list the object:

1. Select the image or chart you want to reference.

2. Go to References → Caption.

3. Configure Label (Figure, Table, etc.), Position, and Numbering.

4. Click where you want the in-text reference (for example, "See Figure 2 for details").

5. Open Reference → Cross-reference, choose the appropriate Reference type for your captioned object, select the target, set Insert reference to, and click Insert.

For chapter-numbered captions, apply heading styles throughout the document first — otherwise WPS displays an error when chapter numbering is enabled without styled headings.

How to Insert a Cross-Reference in Microsoft Word (Desktop Alternative)

If you work in Microsoft Word desktop, Microsoft Support documents a parallel workflow:

1. Place the cursor at the insertion point.

2. Open the Insert tab and select Cross-reference.

3. Choose a Reference type from the Reference type box (heading, page number, figure, etc., depending on available targets).

4. Under Insert reference to, pick the display option (heading text, page number, etc.).

5. In the For which box, select the specific item to link.

6. Optionally check Insert as hyperlink to enable click-to-jump navigation.

7. Click Insert.

Microsoft Support states you cannot cross-reference an item that does not exist — create the chart, heading, page number, or other target before opening the dialog. The For which list shows only available items.

Word for the web is a separate tier: Microsoft offers Word, Excel, and PowerPoint for the web free with a Microsoft account and 5 GB OneDrive storage. The free web editor may not include the full desktop Cross-reference UI — verify availability on your account before promising a browser workflow.

How to Update Cross-References When Headings Change

When you rename a heading or renumber a captioned figure, cross-reference fields may show outdated text until you refresh them.

In Microsoft Word desktop, Microsoft Support documents field updates:

1. Right-click the cross-reference field in your document.

2. Choose Update Field.

Fields may fail to update if the referenced item no longer exists — for example, after deleting a heading or caption. In that case, delete the broken reference and insert a new one pointing to the current target.

When moving .docx files between WPS Writer and Word, save the document, reopen it in the target editor, and update or verify each cross-reference field. Do not assume every field type behaves identically across apps — test with your actual document before publishing or submitting.

FAQ

What is a cross-reference in a word processor?

A cross-reference inserts a dynamic link from one location in a document to another — such as a heading title, figure number, or page reference — so readers can jump to the target or see updated text when the source changes.

Can I cross-reference before creating the heading?

No. WPS Academy and Microsoft Support both require the target heading, caption, or other item to exist before insertion. The Cross-reference dialog lists only available targets.

Does WPS Writer support cross-references like Microsoft Word?

WPS Academy documents a Reference tab Cross-reference dialog with Reference type, For which heading, and Insert reference to options — a desktop workflow comparable to Word's Insert → Cross-reference path. Verify complex .docx cross-reference fields on your files before assuming full parity.

How do I reference a figure instead of a heading?

Add a Caption to the image or chart first via References → Caption, then use Reference → Cross-reference and select the captioned object as the target.

Why does my cross-reference show an error in WPS?

If you enable chapter-number captions without applying heading styles, WPS Academy documents an error message. Apply heading styles throughout the document, then retry the caption or cross-reference.

Can I use cross-references in Word for the web?

Free Word for the web may not offer the same Cross-reference dialog as desktop Word. Confirm the feature on your Microsoft account tier before relying on a browser-only workflow.

Does LibreOffice Writer support cross-references?

LibreOffice Writer is compatible with Microsoft Word (.doc, .docx) per official documentation and is free and open source. This guide does not include LibreOffice cross-reference menu steps — verify field behavior locally when opening Word files in Writer.

Do cross-references work on WPS mobile?

WPS is available on Windows, macOS, Linux, iOS, and Android. Cross-reference steps in this guide are sourced for the desktop Writer Reference tab — mobile UI paths are not covered here.

Sources and Last Reviewed

Last reviewed: 2026-06-30