Manage cross-references



When you insert a cross-reference, the Hyperlinks panel indicates the status of the cross-reference. For example, icons indicate if the destination text appears on the pasteboard , a master page , a hidden layer , in overset text , or in hidden text . Cross-references that link to such destination areas are unresolved. The panel also lets you know if the destination paragraph has been edited  (also called out-of-date) or is missing  . Destination text is missing if either the destination text or the file containing the destination text cannot be found. Hold the mouse pointer over any icon to view a tool tip description.

In InCopy, you can manage cross-references only if the story is checked out for editing.

Update cross-references

An update icon indicates that the cross-reference destination text has changed or that the cross-reference source text has been edited. You can easily update the cross-reference. If the destination moves to a different page, the cross-reference is updated automatically.

When you update a cross-reference, any formatting changes you’ve made to the source text are removed.

When printing or outputting, you are notified if cross-references are out of date or unresolved.

You can also use the Preflight panel to notify you when cross-references are out of date or unresolved. When defining a profile, select Cross-References in the Text section. See Define preflight profiles.
  1. Select one or more out-of-date cross-references. To update all cross-references, make sure that none are selected.
  2. Do any of the following:

    • Click the Update Cross-References button  in the Hyperlinks panel.

    • Choose Update Cross-Reference from the Hyperlinks panel menu.

    • Choose Type > Hyperlinks & Cross-References > Update Cross-Reference.

To update all cross-references in a book, choose Update All Cross-References from the book panel menu. You are notified if any cross-references remain unresolved.

Relink cross-references

If the missing destination text has been moved to a different document, or if the document containing the destination text is renamed, you can relink the cross-reference. When you relink, any changes made to the source cross-reference are removed.

  1. In the Cross-References section of the Hyperlinks panel, select the cross-reference you want to relink.
  2. Choose Relink Cross-Reference from the Hyperlinks panel menu.
  3. Locate the document in which the destination text appears, and then click Open.

If any other destination text appears in that document, you can relink additional cross-references.

Edit cross-references

To change the appearance of the source cross-reference or specify a different format, you can edit the cross-reference. If you edit a cross-reference that links to a different document, the document is opened automatically.

  1. Do any of the following:

    • Choose Type > Hyperlinks & Cross References > Cross-Reference Options.

    • In the Cross-References section of the Hyperlinks panel, double-click the cross-reference you want to edit.

    • Select the cross-reference, and choose Cross-Reference Options from the Hyperlinks panel menu.

  2. Edit the cross-reference, and then click OK.

Delete cross-references

When you delete a cross-reference, the source cross-reference is converted to text.

  1. In the Cross-References section of the Hyperlinks panel, select the cross-reference or cross-references you want to delete.
  2. Click the Delete icon, or choose Delete Hyperlink/Cross-Reference from the panel menu.
  3. Click Yes to confirm.

To completely remove a cross-reference, you can also select the cross-reference source and delete it.

Editing cross-reference source text

You can edit cross-reference source text. The advantage of editing cross-reference text is that you can change tracking or word spacing as needed for copyfitting, or make other changes. The disadvantage is that if you update or relink the cross-reference, any local formatting changes are removed.