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  1. #1
    3 Star Lounger
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    X Ref Across Several Docs

    Hi Everybody,

    I want to put cross references in one document to refer to numbered items in another document. Of course, when the first document is opened, the Insert, Cross Reference dialog does not list items from other documents. Next, I tried making both documents subdocuments of a master document. When the master document is expanded, I can see where (in context) I wish to put the cross reference, and the Cross Reference dialog shows the numbered items I want to reference, but the Insert button does not respond.

    What am I missing?

    Thanks!

  2. #2
    Silver Lounger Charles Kenyon's Avatar
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    Re: X Ref Across Several Docs

    Hi Jim,

    First, get away from Master Documents - NOW! If that read like a shout, it was!

    The Master Document feature is a sure way to destroy your document. It can destroy parts of your document that you are not even working on! I think John McGhie said it succinctly when he said that there are two kinds of Master Documents: Those that are corrupt and those that will be corrupt soon. See http://www.addbalance.com/word/masterdocuments.htm for information on the Master Document feature and workarounds. See http://www.mvps.org/word/FAQs/General/WhyM...DocsCorrupt.htm for more information on what goes wrong, and http://www.mvps.org/word/FAQs/Genera...MasterDocs.htm for ideas on how to salvage what you can.

    You could use an INCLUDETEXT field and bookmarks. Remember that bookmarks are fragile things though if you do much editing of the referenced text you'll need to check to makesure that they are still where you want them.

    Hope this helps.
    Charles Kyle Kenyon
    Madison, Wisconsin

  3. #3
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    Re: X Ref Across Several Docs

    Chas,

    Thanks much for the advice! I am trying to simplify things for my small department. If doing things the old fashioned way is simpler than using a wiz-bang feature that is dangerous and flaky, that suits me just fine!

    JIM

  4. #4
    KTYorke
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    Re: X Ref Across Several Docs

    Jim,
    Chas is 300% right. And it can't be stressed enough that Master docs are nothing but trouble. This is true in all versions of Word... I think it was he who said, "It's not IF the master document gets corrupted, it's WHEN". I've used that line many a times with users here. If any one gives you trouble on this issue do a search in this forum for Master Docs and you will hear the same resounding scream <img src=/S/scream.gif border=0 alt=scream width=15 height=15>!
    (can you tell I've had some hands on experience with this issue? <img src=/S/wink.gif border=0 alt=wink width=15 height=15>)
    Sometimes the right way is not always the easy way, but well worth the effort in the long run!
    have fun

  5. #5
    crudd
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    Re: X Ref Across Several Docs

    Heheheh. Use Master Documents (Hiya all) and ensure the subbies are all unlocked and expanded. So long as cross-referencing is the only editing you do in the Master mode, you will be safe enough.

  6. #6
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    Re: X Ref Across Several Docs

    Enuf already! I have decided to scrap the whole idea of using master docs. Is it possible to remove an embarrassing question from the forum?!?

    No really, thanks to all for the advice.

  7. #7
    shewhirler
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    Re: X Ref Across Several Docs

    Hi Jimbythebay. I am new to the lounge, but it sounds like you may have an answer to my problem. I am trying to cross reference across several documents. I've tried to use the INCLUDETEXT, but I get a strange result. Perhaps you can help me. The following is a post I put out on 2 other listservs and have yet to get an answer.

    I had a large document that I decided to break up into smaller documents (by chapter) and then use RD fields to build the TOC and index. Fine and dandy. My next hurtle was to cross reference one chapter from another--specifically, the page number.
    The page number format for all docs is Chapter # - page # (ex. 12-2).

    Here's the scenario:

    I opened Referenced.doc. I created a page field near the text I want to cross reference. I then selected the field and created a bookmark. Let's call it mybookmark. I then also formatted the font to be hidden. I saved all changes. Exited.

    I opened Original.doc. I placed my cursor where I want the referenced page number to come in. I entered the following field code:

    {INCLUDETEXT c:myprojectsprojectsnamereferenced.doc mybookmark ! * MERGEFORMAT}
    I then selected it and formatted the text to not be
    hidden. I saved all changes. My result.....

    The page number I am currently on in the original.doc. Why? What I need is the page number where the bookmark is in referenced.doc.

    Please help if anyone can!
    <img src=/S/grovel.gif border=0 alt=grovel width=31 height=23>

  8. #8
    Silver Lounger Charles Kenyon's Avatar
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    Re: X Ref Across Several Docs

    I've duplicated your result and can't really explain it. Some thoughts, though.

    Change * MERGEFORMAT to * CHARFORMAT. Don't know that this will help but MERGEFORMAT can really hurt.

    Do not insert your page number fields using the Insert => Page Number... method. (I've gone so far as to delete this command from my Insert menu.) Insert a field directly.
    Try locking your hidden {PAGE} fields. This will require unlocking, updating, and relocking them when you change. This can easily be done with a macro.

    If you possibly can, get a away from folio numbering (Page 12-7 instead of Page 153, where the page number includes the Chapter and restarts at 1 for each chapter). Folio numbering is a very expensive solution to an old problem that may no longer exist. (Expensive in terms of hours spent using/updating and costs of not updating.) This type of numbering has literally cost lives!

    In your RD fields, use relative paths rather than explicit. Put all of your documents in either the same folder as your TOC document or in a subfolder of that folder. This makes moving your document far easier.

    Finally, why are you breaking into smaller documents? Word will handle very large documents. I've heard of 10,000+ pages being handled. Are you approaching a file size of 32Mb?

    If not, consider adding some RAM to your computer. RAM is very cheap right now (just saw an add for Circuit City where they were advertising 256Mb for under $50).
    Charles Kyle Kenyon
    Madison, Wisconsin

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