How to Fix the “Error! Bookmark Not Defined” Error in Microsoft Word

The “Error! Bookmark not defined.” message in Microsoft Word can be frustrating. It means that a link in your document is pointing to a bookmark that Word can’t find. This usually happens when the bookmark has been deleted, renamed, or corrupted. Here’s a comprehensive guide to fixing this common Word error.

Understanding the Error

Before diving into solutions, it’s important to understand what causes this error. Bookmarks in Word are used to mark a specific location in your document. Cross-references, hyperlinks, and table of contents entries can then link to these bookmarks. When Word can’t locate the bookmark a link is referencing, it displays the “Error! Bookmark not defined.” message instead of the expected text or page number.

Troubleshooting Steps

Here are several steps you can take to troubleshoot and fix the error.

1. Show Field Codes

Displaying field codes allows you to see the actual reference to the bookmark. This can help you identify the specific link that’s causing the problem.

  • How to Show Field Codes:

    • Press Alt + F9 (or Fn + Alt + F9 on some keyboards) to toggle field codes on and off for the entire document.
    • Alternatively, right-click on the error message and select “Toggle Field Codes”.

  • What to Look For: When field codes are displayed, the error message will be replaced with something like { REF _Ref##### \h }. The _Ref##### part is the key – it’s the internal reference to the missing bookmark.

2. Identify and Verify the Bookmark

Once you’ve displayed the field codes, you need to find the corresponding bookmark.

  • Find the Bookmark Name: Note the bookmark name (e.g., _Ref12345).

  • Check if the Bookmark Exists:

    • Go to the “Insert” tab.
    • Click on “Bookmark”.
    • In the Bookmark dialog box, look for the bookmark name you noted earlier.

  • Possible Scenarios and Solutions:

    • Bookmark Exists: If the bookmark exists, there might be corruption in the document. Try updating all fields (see step 4).
    • Bookmark Does Not Exist: If the bookmark doesn’t exist, it’s been deleted or renamed. You need to either recreate the bookmark or remove/correct the link pointing to it.

3. Recreate a Missing Bookmark

If the bookmark has been deleted, you’ll need to recreate it.

  • How to Recreate a Bookmark:

    • Go to the location where the bookmark should be.
    • Select the text or item you want to bookmark.
    • Go to the “Insert” tab.
    • Click on “Bookmark”.
    • Enter the exact same name the field code is referencing (e.g., _Ref12345).
    • Click “Add”.

  • Important: Bookmark names are case-sensitive and cannot contain spaces. If you’re unsure of the exact name, refer to the field code.

4. Update All Fields

After recreating or verifying bookmarks, update all fields in your document to refresh the links.

  • How to Update Fields:
    • Select the entire document by pressing Ctrl + A (or Cmd + A on a Mac).
    • Press F9 (or Fn + F9 on some keyboards) to update all fields.
    • You can also right-click anywhere in the document and select “Update Fields”.

If recreating the bookmark isn’t feasible or desired, you can remove or correct the broken link.

  • Remove the Link:

    • Display field codes (Alt + F9).
    • Select the entire field code (e.g., { REF _Ref##### \h }).
    • Press Delete.
    • Replace the deleted field code with appropriate text or content.

  • Correct the Link (If Possible):

    • If you know the correct bookmark name, you can edit the field code directly.
    • Display field codes (Alt + F9).
    • Edit the bookmark name in the field code (e.g., change { REF _Ref##### \h } to { REF CorrectBookmarkName \h }).
    • Update the field (F9).

6. Check Table of Contents and Cross-references

The error can also appear in your table of contents or cross-references.

  • Table of Contents:

    • Right-click on the table of contents.
    • Select “Update Field”.
    • Choose “Update entire table”.

  • Cross-references:

    • Locate the cross-reference that’s showing the error.
    • Right-click on the cross-reference and select “Update Field”.
    • If updating doesn’t work, the referenced bookmark might be missing or incorrectly linked, requiring you to recreate the bookmark or correct the cross-reference.

7. Copy Content to a New Document

If none of the above solutions work, there might be document corruption. A simple way to fix this is to copy the content to a new Word document.

  • How to Copy Content:

    • Select all the content in the original document (Ctrl + A).
    • Copy the content (Ctrl + C).
    • Create a new Word document.
    • Paste the content into the new document (Ctrl + V).
    • Save the new document.

  • Note: This might remove some formatting or styles, so you might need to reapply them.

Preventing Future Errors

To minimize the chances of encountering this error in the future, consider these tips:

  • Be Careful When Deleting or Renaming Bookmarks: Always check for references to a bookmark before deleting or renaming it.
  • Use Descriptive Bookmark Names: Use meaningful bookmark names that are easy to identify.
  • Regularly Update Fields: Update all fields in your document before finalizing it to ensure all links are working correctly.
  • Backup Your Documents: Regularly back up your documents to prevent data loss due to corruption.

By following these troubleshooting steps and preventative measures, you can effectively resolve and avoid the “Error! Bookmark not defined.” error in Microsoft Word, ensuring your documents are accurate and professional.