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  1. #1
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    Creating dynamic cross-reference links (Word 2000)

    We have a client that has created a Word 2000 template for his office. This template will make reference to sections of text that look something like this:

    "As you can see in Exhibit (XXX) the plaintiff will need to justify his expenditure.

    .
    .
    .
    further down in the document:

    "Please refer to Exhibit (YYY) for details about this case"

    These cross reference links - ie the words Exhibit (XXX), Exhibit (YYY) will "jump" to the actual exhibits (which appear as separate documents included in the appendix of the larger document).

    My question:

    1. What is the best way to create these jumps - as cross-references / hyperlinks / or bookmarks in the document?

    2. The client wants these cross reference links to be "dynamic" in nature. What I mean by this is that if they have the following in the document:

    Exhibit (1)
    Exhibit (2)
    Exhibit (3)
    Exhibit (4)

    If they want to "insert a new Exhibit (2)" between the old Exhibit (1) and Exhibit (2), all the other Exhibits and their respective numbers would be automatically re-numbered so the pattern would look like this:

    Exhibit (1)
    Exhibit (2) <---- the new Exhibit (2)
    Exhibit (3)
    Exhibit (4)
    Exhibit (5)

    What is the best way to do item #2. I am thinking some sequential field in word

    Thanks for any insights into tackling this one.

  2. #2
    Plutonium Lounger
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    Re: Creating dynamic cross-reference links (Word 2000)

    2) You can create a style with a custom numbering format.
    1) You can create cross references to the occurrences of the numbered style. Cross references can act as hyperlinks

    Both the numbering and the cross references will update themselves as you move the text around etc.

  3. #3
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    Re: Creating dynamic cross-reference links (Word 2000)

    Hi Adelie,

    Since the exhibits will end up being included in the document, the easiest way to do this would be to create a specific 'Exhibit' style for the exhibit headings in the appendix, as Hans suggested.

    If you go to the end of the document, where the appendix is to be, the following process will create such a style:
    1. Insert a new paragraph.
    2. Choose Format|Style|New
    3. Name the style 'Exhibit', select the existing style it's to be based on (eg 'Normal'), and the style for any following paragraph you might create (eg 'Normal').
    4. Format the style's font to suit your needs (eg 16pt Arial Bold)
    5. Format the style's paragraph layout to suit your needs (eg Right Aligned, no leading space, and 'Page break before').
    6. Format the style's numbering via 'Numbered|Customised' with 'Number ' before the number in the 'Number format' box, '0' alignment and '0' indent.
    7. Format the style's tabs as 'Clear all'.

    After doing all this, you'll have your 'Exhibit' style set up and ready to use, and your first 'Exhibit' heading - numbered 'Exhibit 1'. Copy & Paste this paragraph a number of times for other exhibits. For each exhibit, you might want to add some meaningful text to the heading. below these headings is where you'll use Insert|File/Object/Picture etc to add the body of the exhibits later on.

    Next, go back into the 'body' of your document and, where this exhibit is to be referred to, use Insert|Cross-reference', choose "Numbered Item" for the 'reference type' and "Paragraph Number" for the 'insert reference to'. Note how only the words "Exhibit 1" appear. Repeat this process for each of your other exhibits.

    Now, if you need to re-order the exibits, or insert new ones, all you need to do is to move them around/insert them into the appendix, and the links in the body of the document will update to reflect the new order (eg if you insert a new 'Exhibit 1', the existing 'Exhibit 1' will become 'Exhibit 2').

    Cheers
    PS: See atached demo document, which shows how you can cross-reference the exhibit number, name and page, each of which can act as a hyperlink.
    Attached Files Attached Files
    Cheers,

    Paul Edstein
    [MS MVP - Word]

  4. #4
    Lounger
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    Re: Creating dynamic cross-reference links (Word 2000)

    Thank you so very much Macropod! - your steps are wonderful.

    I think we have a good start on getting this task done!

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