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  1. #1
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    Link to Document Content in Another Word Document (Office 2000)

    I have a document that uses heading (Header 1, Header 2, etc.) styles and automatic numbering. This produces paragraphs that will be numbered such as: 1, 1.1, 1.2.5, ... 5, 5.2, 5.3. I am trying to create another word document that links to selected content in the original document and preserves the autonumbering in the original document. For example: the original document will have 3.1, 3.2, 3.3. When I Copy and Past a Link in the new document I get paragraphs numbered 1.1, 1.2, 1.3. The only way I can find to maintain the original numbering is to Paste into the new document as Unformatted text with no link. Does anyone know of a technique to accomplish my goal. thanx

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    Re: Link to Document Content in Another Word Document (Office 2000)

    Sorry,
    That doesn't work - gives the text, but not the para numbering. I'll have another look and will let you know if I find the answer.
    Cheers
    Cheers,

    Paul Edstein
    [MS MVP - Word]

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    Re: Link to Document Content in Another Word Document (Office 2000)

    If I understand you correctly, you want to include part of doc B in doc A. One way that I have found to make this work, is to create a Textbox in doc A and then copy that portion of doc B, that I need, into the text box in doc A. This retains all the formatting of doc B inside doc A (not sure about the paragraph numbers, but it should keep them the same). You are effectively creating a WORD object inside a WORD document. <img src=/S/smile.gif border=0 alt=smile width=15 height=15>

    Is this is what you are trying to do? <img src=/S/question.gif border=0 alt=question width=15 height=15> <img src=/S/question.gif border=0 alt=question width=15 height=15>

    Ron M

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    Re: Link to Document Content in Another Word Document (Office 2000)

    Unfortunately, this won't preserve the type of numbering. It will keep the same numbering as the original document, but if one uses e.g. legal

    1.
    1.1
    1.2 etc.

    & another uses
    I.
    A.
    1. etc.

    the numbering in the textbox will take on the formatting of the target document. Of course, in general, it looks better to keep the numbering consistent.

    Cheers,

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    Re: Link to Document Content in Another Word Document (Office 2000)

    Just a thought, but if the referenced document uses SEQ codes for the numbering (instead of Word's bullets and numbering) then including the ! switch in receiving IncludeText field will prevent the SEQ field from updating and the numbering will remain intact. Also, SEQ codes can be included within the bookmarked text.
    Karen

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    Re: Link to Document Content in Another Word Document (Office 2000)

    Hi Karen:
    Seq fields would work, provided the source & target document used different identifiers. In that case, you wouldn't need the ! switch. If seq fields in both documents use the same identifier & you use an includetext field with a ! switch, here's what happens:
    1. The seq fields before the inserted text remain the same.
    2. The inserted text & its seq fields keep their numbering.
    3. Seq fields after the inserted text have their numbers increased as if you hadn't used the !

    For example, if you have:
    {SEQ a} paragraph
    {SEQ a} paragraph
    {INLCUDETEXT "C:My DocumentsFilename" BookmarkName !} where lets say there are 3 seq fields in the includetext field numbered 2, 3, & 4.
    {SEQ a} paragraph
    {SEQ a} paragraph

    You end up with:
    1 paragraph from this document
    2 paragraph from this document
    2 paragraph from source document
    3 paragraph from source document
    4 paragraph from source document
    6 paragraph from this document
    7 paragraph from this document

    Although the ! switch prevents the Includetext fields from updating, the seq fields that come after act as if they do.

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    Re: Link to Document Content in Another Word Document (Office 2000)

    Bummer! By the time one has played with identifiers and switches it's neither time saving, nor efficient as a solution.

    <img src=/S/shrug.gif border=0 alt=shrug width=39 height=15>
    Karen

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    Re: Link to Document Content in Another Word Document (Office 2000)

    Could you include a cross reference to the relevant headers somewhere in the first document, maybe in a separate section at the end, and then Include the text of the cross references in the second document without updating the fields?

    StuartR

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    Re: Link to Document Content in Another Word Document (Office 2000)

    You can achieve this by bookmarking the range(s) in the source document that you need to link to.

    In the target document, you then reference this/these bookmark(s) by using an includetext field in the format:
    INCLUDETEXT "DRIVE:PathFilename.doc" Bookmark ! * MERGEFORMAT

    You need to specify the path - and note the double backslashes - you need these. See Word's Help on Includetext for more details.
    Cheers,

    Paul Edstein
    [MS MVP - Word]

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    Re: Link to Document Content in Another Word Document (Office 2000)

    OK,

    Got it worked out now. Not particularly elegant and, because it's time-consuming to set up, really only useful if your goal is to cross-reference to text that is subject to change, but at least it works.

    1. In your source document, pick a heading style that's not otherwise used.
    2. Format that heading style so that it looks the same as the paragraphs you want to link to, inlcuding numbering and so on.
    3. Assign the new heading style to those paragraphs instead of the one you'd previously used. If you've been using styles correctly for para numbering, this won't affect the numbers of paras that haven't been changed to the new style.
    4. Create a TOC for just that heading style - you might want to put it at the end of the document in its own section.
    5. Format the new TOC so that it too looks exactly the same as the original paras.
    6. Apply a bookmark to the new TOC.
    7. Use the method outlined in my first post to link to that bookmark.

    Like I said, not particularly elegant, but it does work.

    Hope this helps.
    Cheers,

    Paul Edstein
    [MS MVP - Word]

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    Re: Link to Document Content in Another Word Document (Office 2000)

    Hi macropod:
    This is more out of curiosity, as I don't know if our original poster is still following this. Why did you go ahead and create a TOC? I thought that the original poster only wanted to paste a linked field without the numbering changing. Also, would you need to change the start at number for the stuff in the Includetext field?

  12. #12
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    Re: Link to Document Content in Another Word Document (Office 2000)

    I understand what is said. I tried to all variations of linking and paste types and am amazed that this is so difficult. Since I have a one-time event, I think that I am going to be forced to cut and paste unlinked/unformated text and add some formatted after the fact to make it presentable.

    thanx for the assistance.

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    Re: Link to Document Content in Another Word Document (Office 2000)

    Hi Phil,

    The only reason for creating TOC - a dummy one in this case - is so that the linking would pick up the original paragraph numbers without disturbing the structure of either the source or target documents.

    An includetext link to the original paragraphs on their own would only pick up the text without the paragraph numbers and, as other discussions regarding this post confirm, referencing seq fields causes problems of its own. However, an includetext filed linked to a TOC gets around both of these issues. If there's a better way I haven't found it.

    Regards
    Cheers,

    Paul Edstein
    [MS MVP - Word]

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    Re: Link to Document Content in Another Word Document (Office 2000)

    Hi macropod:
    OK. I see what you're saying. You've created a TOC that includes the entire paragraphs, not merely headings. But I see that the original poster only wants this for a one shot deal, & so far, none of us has a simple solution. <img src=/S/shrug.gif border=0 alt=shrug width=39 height=15>

    Cheers,

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    Re: Link to Document Content in Another Word Document (Office 2000)

    Yes, unfortunately, the 'one shot deal' bit wasn't mentioned until after I'd worked out my rather convoluted solution. For a 'one shot deal' copy & paste special unformatted text works and is far easier. My solution is really only practical if the source text and/or paragraph numbering is subject to change and the cross-reference needs to reflect that.

    Cheers
    Cheers,

    Paul Edstein
    [MS MVP - Word]

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