Word updating cross references
Here is an example below: The problem occurs when you have “cross-references” (or more accurately, “fields”) such as figure numbers or chapter numbers.When these fields are updated (such as when printing or when performing Ctrl-A/F9) they appear as if they were deleted and re-added.Cross-reference source text is editable and can break across lines.Cross-references are included in exported Adobe PDF files if Hyperlinks is selected in the Export Adobe PDF dialog box in In Design.I am having problems with a document that uses Word captions and heading styles. However, when I go to print the document (or even print preview), the formatting changes.Images that I have previously deleted from the document reappear, text that should be a normal style changes to captions (both of these styles are customised), and spaces appear before or after cross-references to figure captions.Here is an example to illustrate this: Notice that Word shows Figure 5-1 as deleted and then added, but in actuality, it hasn’t changed!
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(You didn’t mention which version of Word you are using, so I’m assuming you are using Microsoft Word 2007 or 2010.)You want what you see on screen to be the same as what prints, so make sure you work in print layout view. In the Document Views group, make sure Print Layout is selected.
That won’t fix the problem, but if you are using some other view, it may be why everything looks fine on screen then messed up in Print Preview.
The cross-reference (or “field”) feature in Word for is useful in case a figure number, chapter number, etc changes.
This happens if you insert a new figure or chapter heading before an existing one – causing the numbering of the old figure/chapter to increase (also, if you delete a figure/chapter, the numbering may decrease).