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  1. #1
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    Cross-References (Word 2000/SR-1)

    I have an observation and a question regarding cross-references:

    1. Today I was updating a document that has outline numbering attached to Level 1, 2, 3 styles. I needed to add a new Level 1 section. I positioned the insertion point at the beginning of the Level 1 section that was to be directly under the new section and pressed Enter. I got just what I wanted--a Level 1 style waiting for me to type the heading in.

    Unfortunately, when I updated the cross-references, I happened to notice that there were cross-references to this new section that I hadn't inserted. Those references should have been to the section just below the new section, but apparently the way I created the heading by pressing Enter at the start of the heading broke the "target" part of the cross-reference. This is a bit of a problem, especially since Word doesn't indicate that the reference is broken. If I had pressed Enter at the end of the preceding paragraph and then applied the Level 1 style, it would have been OK. That's how I'll create new sections in the future.

    2. Typical headings in my documents look like:

    Level 1 - numbered 1, 2, 3
    Level 2 - numbered (a), ([img]/forums/images/smilies/cool.gif[/img],
    Level 3 - numbered (i), (ii), (iii)

    I have cross-references to all three levels. Cross-references to Level 2 need to look like 1 or 2([img]/forums/images/smilies/cool.gif[/img] and cross-references to Level 3 need to look like 1(iv) or 3(f)(iv). In other words, I need to attach the parent levels to the lowest level of the cross-reference.

    To insert a reference to 3(f)(iv), I select Insert, Cross-reference. For the reference type, I choose Numbered item. For insert reference to, I select Paragraph number. I would then select (iv) in the list underneath 3(f) and click Insert. Sometimes it just inserts the (iv) and sometimes it inserts (3)(f)(iv). I haven't figured out any pattern as to why it sometimes does and sometimes doesn't--it can have both behaviors in the same document! (By the way, I don't want to include the word "above" or "below" in the cross-reference.) When it doesn't insert the parents, I just insert them separately. Is there anything I can do to specify that Word should insert the parent levels by default?

    Many thanks for your help!

    - Linda

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    Re: Cross-References (Word 2000/SR-1)

    Hi Linda,

    If your paragraph's Heading Style is numbered 1(iv) or 3(f)(iv), then I would expect any cross-references to it to display the same way.

    Conversely, If your paragraph's Heading Style is numbered 1 or or (iv), then I would not expect a cross-reference to any of those levels to display as 1(iv) or 3(f)(iv), only as 1 or or (iv) according to the numbering Style assigned to that paragraph. Hard-formatting of the paragraph numbers applied to Styles defined as 1(iv) or 3(f)(iv) to delete various levels might also affect how the cross-references appear, but I haven't tried it.

    Is your document doing something different?

    Cheers
    Cheers,

    Paul Edstein
    [MS MVP - Word]

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    Re: Cross-References (Word 2000/SR-1)

    Dirty workaround if we can't get it to work for you by default...

    Hit alt+F9 to show field codes.
    You'll notice that when you insert a regular old cross ref to a paragraph, the REF looks something like this:

    { REF _Ref83061467 r h }

    When you insert the same ref WITH full context, it looks like this:

    { REF _Ref83061467 w h }

    After you've inserted all your refs, and while you're viewing codes, you could do a FIND for r with a space on either side and REPLACE with w with a space on either side. Alt+F9 to get back to regular viewing and update your fields. Worked when I tested it. Of course, you could record a macro to do it for you too. I assume you would NOT have any place in your doc where there's a "legit" r string.

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    Re: Cross-References (Word 2000/SR-1)

    Hi Linda:
    Word's bookmarks leave something to be desired, especially hidden bookmarks. Here's what's happening.

    1. You insert a cross-reference to a numbered paragraph. Word now inserts a hidden bookmark to that numbered paragraph.
    2. If you were to start typing anywhere in that numbered paragraph, the text that you type would be added to the bookmark. This is desirable so that your cross-reference will match your numbered paragraph. Unfortunately, as you've discovered, if you press <enter> at the beginning of the numbered paragraph, that is also added to the hidden bookmark. So you end up with a cross-reference to the newly inserted paragraph & the old inserted paragraph.
    3. The best way to avoid this is to start your new paragraphs by placing the cursor at the end of your preceding paragraph & pressing <enter>. Of course, if it's the very beginning of the document, you'll have to redo the cross-references.

    As Dreamboat has mentioned, the w switch will insert the number in full context, the n switch will insert the number of the paragraph only. You can see the available switches if you go to Insert/Field... & scroll to the REF field in the right hand column. You'll see a tab that describes the switches.
    Hope this helps,

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    Re: Cross-References (Word 2000/SR-1)

    Hi Phil,

    Great description of the shortcomings of bookmarks.

    There is a way to retain the bookmark if it's at the very beginning of the document. If you cut the text, then put in your new first paragraph, then paste it back in, the bookmark behaves.

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    Re: Cross-References (Word 2000/SR-1)

    Ah, yes. Thanks for that. I so rarely cut in Word anymore (my clipboard extender often makes Word crash) that I'd forgotten that. Must remember to get a better clipboard extender. <img src=/S/smile.gif border=0 alt=smile width=15 height=15>

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    Re: Cross-References (Word 2000/SR-1)

    Linda,

    The way to always get "full context" in your cross-references (i.e., "1(a)(iv)" instead of just "(iv)") can be chosen in the Cross-reference dialog box. Under "Insert reference to," instead of choosing just "Paragraph number," choose "Paragraph number (full context)." I believe once you choose that option, it stays that way as long as you're in that same document. There may be a way to set that as your default for all documents, but I don't know how.

    Or if you ever want just "(iv)" instead of "1(a)(iv)", choose "Paragraph number (no context)."

    Russ

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    Re: Cross-References (Word 2000/SR-1)

    Thanks much for all of the cross-reference suggestions and explanations!

    I thought I had tried using the "full context" option and it didn't yield the results I wanted, but I see from Help that full context is supposed to do exactly what I want. I'll start using this option, and if I have a problem with it, I'll report back.

    I also see from Help why I noticed inconsistent results when I insert cross-references. I was using the Insert, Cross-Reference, Insert reference to paragraph number option. If the insertion point is in paragraph 3(a) and I want to reference paragraph 2(a)(ii), then the reference is inserted as 2(a)(ii). If, however, the insertion point is in paragraph 2(a) and I insert a reference to 2(a)(ii), the "Insert reference to paragraph number" option is inserted as just (ii) because the referenced paragraph is subordinate to the one the insertion point is in. This is where the "paragraph number (full context)" option should make the difference.

    By the way, have you ever seen a cross-reference that updates to 0 when it's supposed to be a "normal" number? I happened to notice a couple of such references in one of my documents recently. I reinserted the cross-reference to make it work.

    Thanks for your help!

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    Re: Cross-References (Word 2000/SR-1)

    Hi Linda:
    With regard to the zero, this can be related to your selection object before you go into the Cross References dialog. If nothing is selected then you get the number, but if you have selected some text then the resulting number = 0. See <post#=354221>post 354221</post#> by Andrew Lockton.

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    Re: Cross-References (Word 2000/SR-1)

    Thank you, Phil! Interesting! I have never actually inserted a "0" cross-reference myself. I've only seen it in documents I work on (I share documents with others). I'll alert the others. Thank you for your help!

    - Linda

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