Formatting Issues

How to Change Word Cross-Reference Formatting and Display Text

Rana Garcia Oct 10, 2026 874 views

Question details

The user needs to modify a cross-reference so it matches the formatting of the surrounding paragraph rather than the original bookmark, and wants to customize the displayed reference text.

How to Change Word Cross-Reference Formatting and Display Text

Product: Microsoft Word
Device & OS: not provided
Scenario: Inserting a cross-reference to a bookmark or heading within a document.
Observed behavior: The cross-reference inherits the original bookmarked text's formatting instead of the current paragraph's formatting, and displays the exact bookmarked text instead of allowing custom wording.

Before you start

Before editing field codes or running macros, save a copy of your document to prevent accidental loss of important cross-references.

Solution 1Recommended

Use the CharFormat Switch to Match Paragraph Formatting

This is the most reliable way to force a cross-reference field to adopt the formatting of the paragraph it is placed in.

By default, cross-references might carry over the formatting from the source text (like a bold heading). Adding the \* CharFormat switch tells Word to apply the formatting of the first character of the field code itself to the entire result.

Display Field Codes

Press Alt + F9 on your keyboard to reveal the underlying field codes in your document. Your cross-reference will change from the display text to something like { REF BookmarkName }.

Add the CharFormat Switch

Click inside the curly braces of the field code, place your cursor at the end, and type \* CharFormat. For example, it should look like { REF BookmarkName \* CharFormat }.

Format the First Character

Highlight the very first character of the field code (the 'R' in REF) and apply your desired formatting, such as removing bold or changing the font color using the Home tab.

Update and Hide Field Codes

Press F9 to update the field with the new formatting instructions, then press Alt + F9 again to hide the field codes and view the normal text.

Use the CharFormat Switch to Match Paragraph Formatting

Formatting Retained: Using this switch ensures that your formatting will remain intact even if the document fields are refreshed before printing.

Solution 2

Modify the Display Text Using a Custom Field or VBA

Use this method if you need the cross-reference to display custom wording instead of the exact text from the original bookmark.

Easily Manage Cross-References and Formatting with WPS Writer

WPS Office Writer fully supports standard field codes and cross-references, allowing you to seamlessly customize reference formatting and links just like in Microsoft Word.

1. Insert a Cross-Reference: Open your document in WPS Writer, navigate to the Reference tab, and click Cross-reference to link to your bookmarks or headings.
2. Toggle Field Codes: Right-click the inserted cross-reference and select 'Toggle Field Codes', or simply press Alt + F9 on your keyboard.
3. Apply Custom Switches: Add the \* CharFormat switch to the field code and press F9 to perfectly match your paragraph's formatting.

Fully compatible with Microsoft Word (.docx) document formatsAdvanced field code support (Alt+F9) for precise document formattingBuilt-in cross-reference tools with an intuitive user interfaceFree, lightweight, and fast alternative to heavy office suites

microsoft office alternative - wps office

Frequently Asked Questions

How do I update all cross-references in my document at once?

Press Ctrl + A to select the entire document, then press F9. This action forces Word to refresh all fields, including cross-references, tables of contents, and formulas.

Why does my cross-reference say 'Error! Reference source not found'?

This error occurs when the original bookmark, heading, or referenced text has been deleted or renamed. You will need to recreate the missing bookmark and insert a new cross-reference.

What is the difference between the MergeFormat and CharFormat switches?

The \* MergeFormat switch attempts to preserve the previous formatting applied to the field's result across updates. The \* CharFormat switch is more rigid; it forces the entire field result to match the formatting of the first character of the field code itself.

Can I hide the field codes if they are stuck on my screen?

Yes. If your document is showing { REF } codes instead of normal text, press Alt + F9 to toggle the field codes off and return to the standard display mode.

Document & File Issues