atw: Re: cross referencing between word docs
- From: "jean" <jean@xxxxxxxxxxxxx>
- To: austechwriter@xxxxxxxxxxxxx
- Date: Thu, 19 Feb 2004 11:26:49 +1000
Christine and Elizabeth,
I describe in some detail how to do this in my "Taming Microsoft Word" books.
Here's an excerpt.
Cross referencing to material in another file
If you?re working with a large document broken into several files, you may need
to cross-reference from one file to headings, figures, page numbers, or other
elements in other files. Here's how to do this.
Preparation. Before you can cross-reference from one file (A) to another (B),
you need to:
? Create bookmarks in file B. Include anything you want to reference from any
other file: headings, captions, page numbers.
? Store both files A and B in the same folder. This step is not strictly
necessary, but it does allow you to move the files from one location to another
without breaking the links.
Insert includetext fields
To create a cross-reference to another file by inserting includetext fields:
1. Make a list of bookmarks in file B, to use as a guide when you?re inserting
the cross-references in file A.
2. In file A, position the insertion point where you want a cross-reference to
appear, press CTRL+F9 to insert a blank field, then type the following field
code between the curly brackets:
{ Includetext "B.doc" "Bookmark_name" \! \* Mergeformat }
where B.doc is the name of file B, and Bookmark_name is the name of the
bookmark. (If B.doc is in a different folder from A.doc, you must include the
path as well as the filename.)
3. If the bookmark refers to a {PAGE} field (which you have previously set as
hidden text in file B), select the whole field code created in Step 2, and then
press CTRL+SPACEBAR to make the page number visible in file A.
4. Repeat for each cross-reference required.
Note: if you cross-referenced any {PAGE} fields in file B, be sure to hide
hidden text and update fields in file B before updating fields in file A, to
make sure that the page numbers are accurate. If you have several files all
cross-referencing to each other, you may need to update each of them in turn
several times before they all come out correct.
Regards, Jean
Jean Hollis Weber
jean@xxxxxxxxxxxxx
The Technical Editors' Eyrie http://www.jeanweber.com/
-----------------
Taming Microsoft Word, http://www.jeanweber.com/books/tameword.htm
Christine Birtley-Kent wrote.
>>I would be interested in if/how this is done successfully.
-----Original Message-----
From: Fullerton, Elizabeth
could someone refresh my memory?
a colleague is creating a massive word doc, which is expected to get to
over 300 pages (!) - and is already having difficulties with it.
i've explained that the doc will have to be split into different files,
but i can't remember how to cross-reference across files. i know it
uses bookmarks, but what's the field you put in where the x-ref goes?
i was thinking rd field, but that's more for a joint table of
contents.
the word version will travel between 2000 on win2000 and 2002 on XP.
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