atw: Re: formatting cross-references in Word
- From: "Suzy Davis" <suzy.davis@xxxxxxxxxxxxxxxxx>
- To: "'Martin Puchert'" <martin@xxxxxxxxxxxxxxxxxxxxxx>, <austechwriter@xxxxxxxxxxxxx>
- Date: Fri, 13 Jul 2012 16:29:58 +1000
In that case Martin the only thing you can do to have a link which goes
directly to the graphic and displays the caption text is to use the
HYPERLINK field. But it means that you would need to manually type the
display text (the caption text) into each hyperlink. So it's possible - I
might look at an app for that J I like where you are going with it.
Regards Suzy
Suzy Davis
Microsoft Word Templates, Apps for Microsoft Office
& Documentation Projects
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From: Martin Puchert [mailto:martin@xxxxxxxxxxxxxxxxxxxxxx]
Sent: Friday, 13 July 2012 11:45 AM
To: suzy.davis@xxxxxxxxxxxxxxxxxx
Subject: Re: formatting cross-references in Word
Hi Suzy
Thank you for such helpful information! However, it does not quite solve the
problem as I want to use a single field that updates with the caption AND
functions as a hyperlink to a manually-created bookmark.
For example, a reference to Figure 3 will update if the figure caption
changes. But if a reader clicks on Figure 3, they will be taken to my
bookmarked place. I refer to figures many times and it would be cumbersome
to insert a separate "click here" each time I do that.
Cheers
Martin
From: Suzy Davis <suzy.davis@xxxxxxxxxxxxxxxxx>
Organization: Create Space Pty Ltd
Reply-To: <suzy.davis@xxxxxxxxxxxxxxxxxx>
Date: Fri, 13 Jul 2012 11:17:52 +1000
To: Martin Puchert <martin@xxxxxxxxxxxxxxxxxxxxxx>,
<austechwriter@xxxxxxxxxxxxx>
Subject: RE: formatting cross-references in Word
Hi Martin
The REF field will only go to the referenced/bookmarked paragraph - whether
you use Word's cross references or your own manually inserted bookmarks.
With manually created REF fields - that is, not using Microsoft's cross
referencing to create them - you need the \h switch to denote the hyperlink.
If you remove the \h switch, the REF field will just display the text but
will not go to the bookmarked location if you click on the field.
Essentially you want two things:
- To display the caption text in another place in the document, and
- Provide a clickable link to the graphic, not the caption.
What you could do is this:
- Bookmark your caption - Figure 1: Great events in Cross
Referencing - let's say this bookmark is called "Figure1Caption"
- Bookmark your Inline graphic - note the bookmark would need to
include the graphic and the paragraph - let's say this bookmark is called
"Figure1Graphic"
Then create your REF fields in another area of the document - where you want
to refer to Figure 1 - let's say in Chapter 3 somewhere.
- Use the REF field to display the bookmarked caption: Figure 1:
Great events in Cross Referencing
- This field would look like this: {REF Figure1Caption
\*MERGEFORMAT }
- Use a HYPERLINK field to link to the graphic. HYPERLINK fields
will allow you to display any text you want to refer to the target, "Click
here"
They are a bit finicky in that the display text isn't included in the field
syntax - but you can add it easily via the Insert Hyperlink option. If you
add the HYPERLINK field manually, you need to retype the display text, and
they don't necessarily like spaces - there is a way though but takes some
experimenting with how you enter the text J
- This field would look like this: {HYPERLINK \L \O "This graphic
helps you understand the logic of the process" "Figure1Graphic" } - this
field will have your hyperlink character style applied by default. And you
can also add a \o switch to add a screen tip that displays when the mouse
hovers over it.
Your sentence could look like this:
Click here to see Figure 1: Great events in Cross
Referencing
Where, in case you can't see my colour formatting:
- Click here - is a HYPERLINK field referencing your bookmarked
graphic. When it is clicked, it will take the reader to your graphic. When
the mouse hovers over it, a screen tip displays : "This graphic helps you
understand the logic of the process"
- Figure 1: Great events in Cross Referencing - is a REF field
without the \h switch. It will just display the bookmarked caption text.
I wouldn't use REF fields with your bookmarks - not with MS Word's
cross-references. I prefer to manually add my REF fields - I have more
control over MS Word's gremlins.
Hope this helps!
Regards Suzy
Suzy Davis
Microsoft Word Templates, Apps for Microsoft Office
& Documentation Projects
<http://www.appsforoffice.com/>
<http://au.linkedin.com/pub/suzy-davis/6/5ba/4b1>
<http://www.facebook.com/pages/Apps-for-Office/136256423063414>
<http://twitter.com/#!/AppsForOffice>
www. <http://www.appsforoffice.com/> appsforoffice.com
(Melbourne) Australia
Direct +61 3 9593 6568
Mobile +61 433 489 989
Email <mailto:suzy.davis@xxxxxxxxxxxxxxxxx> suzy.davis@xxxxxxxxxxxxxxxxx
From: Martin Puchert [mailto:martin@xxxxxxxxxxxxxxxxxxxxxx]
Sent: Friday, 13 July 2012 10:31 AM
To: suzy.davis@xxxxxxxxxxxxxxxxxx
Subject: Re: formatting cross-references in Word
Hi Suzy
Thanks very much, I appreciate your tips. I'm a bit puzzled about the \h
switch in a particular case, as it seems to be working fine without it.
If you can see an obvious reason, I'd be grateful for your thoughts. It's
not that important as it's working now, but I would prefer to understand it
better.
It's where I am inserting a cross-reference to a figure caption that
hyperlinks to a bookmark higher up on the page. The idea is to click on the
link and make the image appear at the top of the page instead of the
caption. Here' the field code I'm using that works now:
{REF Ref201729964 \* MERGEFORMAT }
This works perfectly well, but I'm just wondering why it doesn't need the\h
switch. Any ideas?
If I insert the bookmark name with \h, it hyperlinks to the figure caption,
not the bookmark, which is no good:
{REF Ref201729964 \* MERGEFORMAT Figure_1 \h}
If I change the order, the hyperlink text disappears completely. I expect
that's because it's using the bookmark as the source of text for the
caption:
{REF Figure_1 \h Ref201729964 \* MERGEFORMAT }
Cheers
Martin
From: Suzy Davis <suzy.davis@xxxxxxxxxxxxxxxxx>
Organization: Create Space Pty Ltd
Reply-To: <suzy.davis@xxxxxxxxxxxxxxxxxx>
Date: Thu, 12 Jul 2012 18:44:43 +1000
To: Martin Puchert <martin@xxxxxxxxxxxxxxxxxxxxxx>
Subject: FW: Re: formatting cross-references in Word
Hi Martin
Just adding a bit to Neil's excellent advice.
(list rejected my post - I need to re-subscribe; so thought I'd just send it
to you direct.
Regards Suzy
Suzy Davis
Microsoft Word Templates, Apps for Microsoft Office
& Documentation Projects
<http://www.appsforoffice.com/>
<http://au.linkedin.com/pub/suzy-davis/6/5ba/4b1>
<http://www.facebook.com/pages/Apps-for-Office/136256423063414>
<http://twitter.com/#!/AppsForOffice>
www. <http://www.appsforoffice.com/> appsforoffice.com
(Melbourne) Australia
Direct +61 3 9593 6568
Mobile +61 433 489 989
Email <mailto:suzy.davis@xxxxxxxxxxxxxxxxx> suzy.davis@xxxxxxxxxxxxxxxxx
From: Suzy Davis [mailto:suzy.davis@xxxxxxxxxxxxxxxxx]
Sent: Thursday, 12 July 2012 6:23 PM
To: 'austechwriter@xxxxxxxxxxxxx'
Subject: RE: Re: formatting cross-references in Word
Hi Martin
I use the MERGEFORMAT method Neil mentions and apply a custom hyperlink
character style. I prefer to create my own Hyperlink character style and
use that so that it will stay the same regardless of whether it's clicked on
or not. I don't use Word's cross references, I use REF fields and bookmarks
- easier to know what to do if you inadvertently delete something that's
cross referenced.
{ REF mybookmarkname \h \* MERGEFORMAT }
Don't forget to include the hyperlink switch: \h
I think I had the problem you were describing before 2007; but not from 2007
onwards. When I did experience it I experimented with including an extra
space in the selection that the character style is applied to (outside the
field) - for example, if this text is the field: "My Heading", I would apply
the character style to "My Heading "
Regards Suzy
Suzy Davis
Microsoft Word Templates, Apps for Microsoft Office
& Documentation Projects
<http://www.appsforoffice.com/>
<http://au.linkedin.com/pub/suzy-davis/6/5ba/4b1>
<http://www.facebook.com/pages/Apps-for-Office/136256423063414>
<http://twitter.com/#!/AppsForOffice>
www. <http://www.appsforoffice.com/> appsforoffice.com
(Melbourne) Australia
Email <mailto:suzy.davis@xxxxxxxxxxxxxxxxx> suzy.davis@xxxxxxxxxxxxxxxxx
From: austechwriter-bounce@xxxxxxxxxxxxx
[mailto:austechwriter-bounce@xxxxxxxxxxxxx] On Behalf Of Neil Maloney
Sent: Thursday, 12 July 2012 6:04 PM
To: austechwriter@xxxxxxxxxxxxx
Subject: atw: Re: formatting cross-references in Word
Hello Martin,
Use \* MERGEFORMAT and not \* CHARFORMAT, should solve the problem for you.
Works in 2003, be surprised if it doesn't also work in 2010/2011.
Cheers
Neil.
On 12/07/2012 5:46 PM, Martin Puchert wrote:
Hi all
I'm hoping someone can help me with a frustrating little problem I'm having
with Word. I'm trying to format the colour of cross-references so that they
are look like hyperlinks. Easy, right? Just apply the Cross-reference style.
Wrong. I learned very quickly that the style disappears from some of the
cross-references when the field is updated or when the doc is converted to
PDF.
After doing a bit of Googling, I learned this is a known issue. By adding
"\* charformat" to the field code, the format is forced to stay the same.
This fixed most of my cross-references, but not all. \* charformat worked
for cross-references that linked to bookmarks automatically created by Word
(such as to a heading or figure caption). It didn't seem to have any effect
on bookmarks that I created. For example, I've inserted bookmarks into a
multi-page table because there are no nearby headings that I can reference.
Any ideas on how to make Word keep the formatting in cross-references? I am
using Word 2010 and 2011 and saving as .docx.
Thanks
Martin
Martin Puchert
Documenting technical ideas. Communicating the value.
p: (02) 9209 4333 | m: 0416 213 301 | e: martin@xxxxxxxxxxxxxxxxxxxxxx
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