SharePoint Document Issues

Fix Missing Figure Numbers and Cross-References in SharePoint Word Documents

Maira Mehtab Sep 28, 2026 869 views

Question details

Users need a reliable way to resolve the issue where figure numbers and cross-references disappear during simultaneous editing in SharePoint.

Product: Microsoft Word, SharePoint
Device & OS: not provided
Scenario: Multiple users co-authoring or editing a shared document on SharePoint.
Observed behavior: Figure numbers and cross-reference fields vanish or fail to display correctly, temporarily reappearing when manually updated, only to disappear again upon syncing.

Before you start

Create a local backup copy of the affected Word document on your computer before attempting any synchronization fixes or bulk field updates.

Solution 1Recommended

Manually Update Fields and Restrict Co-Authoring

Use a manual field update shortcut and limit document editing to one user at a time to prevent synchronization conflicts.

When multiple people edit a Word document stored in SharePoint simultaneously, the synchronization engine can sometimes mismanage dynamic field codes. Limiting editing to one user temporarily prevents this conflict.

Open the Document

Open the affected Word document directly from your SharePoint or OneDrive folder.

Select All Text

Press Ctrl + A on your keyboard to highlight the entire contents of the document.

Update the Fields

Press the F9 key to force Word to refresh and update all fields, which will restore the missing figure numbers and cross-references.

Limit Editing

Coordinate with your team or use the SharePoint 'Check Out' feature to ensure only one person is actively editing the document at any given time.

Temporary Fix: While pressing Ctrl + A and F9 restores the fields locally, continuous co-authoring may cause them to disappear again until Microsoft patches this collaboration bug.

Solution 2

Verify Application Versions and Report to Microsoft

Ensure all collaborators are using the latest version of Word and escalate the persistent issue to Microsoft Support.

Free Microsoft Office alternative

Try WPS Office for Stable Document Editing and Formatting

If SharePoint synchronization issues continue to disrupt your document's cross-references and figure numbers, consider using WPS Office. It provides a lightweight, highly compatible environment for editing complex documents without the sync-related formatting glitches often found in other platforms.

1. Download WPS Office: Visit the official WPS Office website to download and install the free suite.
2. Open Your Document: Launch WPS Writer and open your existing .docx file directly; no format conversion is required.
3. Manage References Securely: Use the References tab to securely manage your figure captions and cross-references without cloud sync conflicts.

Highly compatible with Microsoft Word (.docx) formats, ensuring your cross-references remain intact.Robust citation and reference management tools that work reliably.Lightweight design that runs smoothly on almost any device without heavy background sync delays.Free to download and use with a familiar interface, requiring no learning curve.

microsoft office alternative - wps office

Frequently Asked Questions

Why do my cross-references disappear only when others are editing the document?

When multiple users co-author a Word document in SharePoint, the synchronization engine can sometimes mismanage dynamic field codes like figure numbers. Conflicting background saves cause the fields to display blank or disappear temporarily.

Can I permanently fix the disappearing figure numbers in SharePoint?

Currently, this is a known collaboration issue in Microsoft Word and SharePoint. Limiting document editing to a single user at a time using SharePoint's 'Check Out' feature is the most reliable workaround until Microsoft releases a permanent patch.

Does updating the fields with F9 save the missing references?

Pressing F9 regenerates the display of the fields based on the document's internal data. It makes the numbers visible again locally, but you must save the document immediately. The issue might return if another sync conflict occurs during co-authoring.

How do I properly 'Check Out' a document in SharePoint to prevent this?

In your SharePoint document library, click the three dots (ellipses) next to the file name, select 'More', and choose 'Check out'. This locks the document so only you can edit it, preventing simultaneous editing bugs with fields.

Document & File Issues