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  1. #1
    New Lounger
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    Captions and Cross References (Word 2000)

    I have a document that has a lot of figures which have captions which are cross-referenced within the text. The caption figure numbers have the chapter numbers included. When this document was amended, we turned on the track changes (something we have to do for quality control) carried out some amendments and then, on checking, all the figure numbers had gone haywire. They seemed to number in even numbers only, apart from the first figure, ie 2-1, 2-2, 2-4, 2-6 etc. Nothing I did would change these numbers, even if I inserted them all again. In the end I had to accept all changes before I could sort the figure numbers out. Is this an inherent fault with Word as it has happened before on similar documents, or is there something I can do to reset the figure numbers, still keeping the track changes turned on.? Please help <img src=/S/bwaaah.gif border=0 alt=bwaaah width=123 height=15>

  2. #2
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    Re: Captions and Cross References (Word 2000)

    This is a common problem when tracking changes and fields get updated. If you show both deleted text and added text you will see what is happening when fields are updated.

    To fix this problem, turn off the revision tracking and update all the fields (Ctrl-A, F9). Then you can turn revision tracking back on.
    Andrew Lockton, Chrysalis Design, Melbourne Australia

  3. #3
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    Re: Captions and Cross References (Word 2000)

    I did actually try turning the track changes off and updating, but it didn't work. The only thing that did work was accepting all the changes. Thanks for your response, its nice to know its a recognised problem and not just me having a bad day!

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    Re: Captions and Cross References (Word 2000)

    (Edited by HansV to activate URL - see <!help=19>Help 19<!/help>)

    You need DeltaView. http://www.worksharetechnology.com.

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    Re: Captions and Cross References (Word 2000)

    If turning off revision tracking and updating the fields did not work then there is something else going on.

    Reveal all the deleted text and you will discover captions that have been deleted where the figure numbering jumps. The sequence numbering includes these "marked for deletion" fields in the sequence so they will still cause the jumping until the deletion is accepted. Just because text is marked for deletion doesn't mean that it is deleted - you need to accept the revisions to do that (as you have already discovered).

    The numbering will resolve itself when you accept the revisions but in the meantime, if you really can't stand the jumps in sequences, break (or truly delete) the fields that have been marked for deletion.
    Andrew Lockton, Chrysalis Design, Melbourne Australia

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    Re: Captions and Cross References (Word 2000)

    OK - I have revealed all the deleted text and there appears to be nothing that is changing the figure titles to odd numbers only. I have tried to get the size of the file down to 100k so that I can send you a copy, but even if I delete the whole file, except for 4 figure numbers and titles, the file is still 170k and the figure numbers still run as 2-1, 2-3, 2-5, 2-7. It shows that the figure numbers have been changed from 2-1, 2-2, 2-3, 2-4, but nothing else!

  7. #7
    Plutonium Lounger
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    Re: Captions and Cross References (Word 2000)

    Can you create a zip file from the document? Chances are that the zip file will be less than 100 K.

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    Re: Captions and Cross References (Word 2000)

    This is a very abbreviated version of the document, but I think it will demonstrate our problem.
    Attached Files Attached Files

  9. #9
    Plutonium Lounger
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    Re: Captions and Cross References (Word 2000)

    When I turn off revision tracking, update fields, and turn on revision tracking again, the numbering seems to be correct. I used Word 2002 SP-2. Result is attached.

    Note: saving the document as .rtf or as .htm and then saving as .doc again reduces the size of the document considerably. I don't know if features of the document are lost this way; it looks the same.
    Attached Files Attached Files

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    Re: Captions and Cross References (Word 2000)

    Hmmm. That's strange. I get the same thing Gill gets; the numbering jumps from 2-1 to 2-3. When I look at your modified doc, it still has only the odd numbers. The only way I get to correct it is to accept changes (or reject them), turn off revision marking, & then update the fields.

    I find I don't need to accept or reject all changes; just accept the caption deletions. The I can update fields with or w/o revisions on, although it makes more sense to do them with revisions off.

  11. #11
    Plutonium Lounger
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    Re: Captions and Cross References (Word 2000)

    Phil,

    Apparently there is a difference between Word 2000 and 2002 in this respect. To make absolutely sure, I just downloaded the zip file with the doc from my reply and opened the doc; I see the correct numbering (see attached screenshot.) I'll go away quietly now.
    Attached Images Attached Images
    • File Type: png x.png (3.5 KB, 0 views)

  12. #12
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    Re: Captions and Cross References (Word 2000)

    Yes, it does demonstrate the problem. There are fields that have been revision tracked during an update and for some reason they are not disappearing the way they should when the fields are updated with revision tracking off.

    The following macro will search through the document and unlink any fields that have been marked for deletion - leaving their original values. It then updates the fields in the document. It should fix the problem for you without removing any useful revision tracking information.

    Note: If you have protected the document with a password then the code will have to be modified to cater for that.
    <pre>Sub UnlinkDeletedFields()
    Dim aRevision As Revision, aField As Field
    Dim bRevTrack As Boolean
    bRevTrack = ActiveDocument.TrackRevisions
    ActiveDocument.TrackRevisions = False
    For Each aRevision In ActiveDocument.Revisions
    If aRevision.Type = wdRevisionDelete Then
    For Each aField In aRevision.Range.Fields
    aField.Unlink
    Next aField
    End If
    Next aRevision
    ActiveDocument.Fields.Update
    ActiveDocument.TrackRevisions = bRevTrack
    End Sub</pre>

    Andrew Lockton, Chrysalis Design, Melbourne Australia

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