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MS Office Forum / Word / Numbering / March 2007Problems Updating Cross-References to Numbered Paragraphs
Hello, I am writing a technical document that contains many numbered headings/paragraphs. I have added many "automatic" cross-references to some of these numbered paragraphs. For example: "See paragraph 6.2.4 for details." "6.2.4" is a field. If I insert a new paragraph before 6.2.4, then 6.2.4 becomes 6.2.5. When I update all fields, however, "See paragraph 6.2.4 for details does not change." It should now be "See paragraph 6.2.5 for details. It would be greatly appreciated if anyone has a solution to this problem. Thank you! Sincerely, David What version of Word? What happens if you right-click a cross-reference and update it specifically? What do you do to Update Fields? > Hello, > [quoted text clipped - 13 lines] > Sincerely, > David Hi Daiya, Word 2003. Doing that attempts to update the field but the changed paragraph number is not inserted. I update all fields by: Ctrl + A then F9. Or I update one field at one time. Thank you, David > What version of Word? > [quoted text clipped - 21 lines] > > David > > Hi David, Assuming you haven't converted the cross-reference to plain text via Ctrl-Shift-F9 (in which case you'll have to re-insert it), you may have locked the cross-reference via Ctrl-F11. If so, you can unlock it again via Ctrl-Shift-F11. Cheers  Signaturemacropod [MVP - Microsoft Word] ------------------------- > Hi Daiya, > [quoted text clipped - 30 lines] >> > Sincerely, >> > David > Hello, > [quoted text clipped - 13 lines] > Sincerely, > David Hi David. I'm by no means an expert but I have experienced this problem before. it turned out that when I created the paragraph number being referred to, I had clicked on the start of the following paragraph and hit hit return, therefore inserting the new paragraph number before it. What I should have done (and what I did to fix the problem) was go to the previous paragraph, hit return and then create the new numbered paragraph. Apparently it was to do with the bookmark which is created when a number is generated, and hiting return on a number as opposed to the previous paragraph splits the existing bookmark so it exists twice, therefore causing the updating issue. Why don't you try this? Good point. Pressing Enter at the beginning of a bookmarked item is not recommended, as it expands the bookmark. Note, however, that if a bookmark has been expanded, the cross-reference should include "too much" (say references to two or more figures, or any text that doesn't belong there, or a page break); it shouldn't directly affect the updating of cross-references. You can investigate this as follows: Place the insertion point in the cross-referenced paragraph. Then choose Insert | Bookmark. Click the "Hidden bookmarks" option. At "Sort by," click "Location." Word displays the name of the bookmark at the insertion point. Click Go To. Word selects the bookmark so that you can see what it includes. Using the above technique, you can redefine the bookmark to reference the correct text (if necessary). Select the text that you want included in the bookmark. Then display the bookmark name as described in the previous paragraph. Click Add to redefine it. SignatureStefan Blom Microsoft Word MVP > > Hello, > > [quoted text clipped - 25 lines] > bookmark so it exists twice, therefore causing the updating issue. > Why don't you try this? If a bookmark has been expanded by pressing enter in the beginning of a bookmarked item, I have found that the cross-reference errors that occur depend on the type of cross-reference: In case of a cross-reference to the _number_ of the bookmarked item, it will show the number of the _first_ paragraph included in the bookmark, i.e. the wrong number. If the first paragraph has been reformatted to an unnumbered style, the cross-reference will show a 0 (zero) when updated. On the other hand, in case of a cross-reference to the _text_ of the bookmarked item, it will display _all text_ contained in the bookmark, i.e. too much text. > Good point. Pressing Enter at the beginning of a bookmarked item is > not recommended, as it expands the bookmark. [quoted text clipped - 53 lines] >> bookmark so it exists twice, therefore causing the updating issue. >> Why don't you try this? Yes, of course. Thank you for clarifying my reply! In the underlying REF field code, the difference is whether it has a "number" switch such as \n or not. Cross-references to paragraph numbers have the \n switch and cross-references to text (including captions) don't. SignatureStefan Blom Microsoft Word MVP > If a bookmark has been expanded by pressing enter in the beginning of a > bookmarked item, I have found that the cross-reference errors that occur [quoted text clipped - 21 lines] > > "Hidden bookmarks" option. At "Sort by," click "Location." Word > > displays the name of the bookmark at the insertion point. Click Go To. > > Word selects the bookmark so that you can see what it includes. > > [quoted text clipped - 41 lines] > >> bookmark so it exists twice, therefore causing the updating issue. > >> Why don't you try this? Hi David, I have made a demo (4:50 min) that explains what causes the problem and how to prevent it. To view the demo, go to this address and click the demo link below Problem 2: http://www.thedoctools.com/index.php?show=wt_cross-reference_trouble Regards Lene Fredborg DocTools - Denmark www.thedoctools.com Document automation - add-ins, macros and templates for Microsoft Word > Hello, > [quoted text clipped - 15 lines] > Sincerely, > David > Hi David, > [quoted text clipped - 3 lines] > > http://www.thedoctools.com/index.php?show=wt_cross-reference_trouble This looks like a very intriguing set of demos. Unfortunately, regardless of which demo I select, I get a demo on formatting marks instead. Furthermore, the top and sides of the demo are frequently cut off for some reason. Running Netscape 7.2, Mac OS 10.3.9 SignatureJeff Wiseman to reply, just remove ALLTHESPAM I'm seeing the demos, but, Lene, the method you show in the first demo for "repairing" the bookmark is a good way to prevent the problem in the first place, but you can also repair the bookmark by just selecting the entire text you want bookmarked, going to the Bookmark dialog (where it will be highlighted), and clicking Insert to reapply the bookmark to the selected text--no retyping required. SignatureSuzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. > > Hi David, > > [quoted text clipped - 10 lines] > > Running Netscape 7.2, Mac OS 10.3.9 Suzanne, Thank you for the feedback. Yes, you are right, and actually that method may be easier even if you have to open the Bookmarks dialog box (same method mentioned by Stefan). Actually, I have previously used that method myself... I will try to change the demo in the next few days. ---- Regards Lene Fredborg DocTools - Denmark www.thedoctools.com Document automation - add-ins, macros and templates for Microsoft Word > I'm seeing the demos, but, Lene, the method you show in the first demo for > "repairing" the bookmark is a good way to prevent the problem in the first [quoted text clipped - 19 lines] >> >> Running Netscape 7.2, Mac OS 10.3.9 Just a follow-up: I have now revised the cross-reference demos found at: http://www.thedoctools.com/index.php?show=wt_cross-reference_trouble The demos now also show the "redefine bookmarks" method (i.e. select the text that should have been included in the bookmark, open the Bookmarks dialog box, click Add to redefine the automatically selected bookmark). However, I have experienced that the method will not always correct the cross-reference errors: Situation: You have an already cross-referenced item. The cross-reference has become wrong because you added text to the start or the end of the item. Then you insert a new cross-reference to the same item. Result: Now 2 _Ref bookmarks for that item exist: A. The original bookmark that is either missing text in the end or including too much text in the start B. A correct bookmark containing the full text The "redefine bookmarks" method selects and redefines bookmark B which was already correct. However, you needed to correct bookmark A - so the error is not corrected. Conclusion: As far as I have experienced, the "retype" method will always correct the error(s). However, the "redefine bookmarks" method may be faster and is OK if you are not in the situation described above. ---- Regards Lene Fredborg DocTools - Denmark www.thedoctools.com Document automation - add-ins, macros and templates for Microsoft Word > Suzanne, > [quoted text clipped - 38 lines] >>> >>> Running Netscape 7.2, Mac OS 10.3.9 Jeff, Thank you for letting me know. I hope I have found and fixed the problem. Please let me know if the demos still do not work on your computer. I had checked my Web pages in different browsers incl. Netscape (however, on PC only), but unfortunately I had only checked the new demos in Internet Explorer where they executed correctly. Other browsers pointed to the wrong Flash file - this also caused the "cut off" problem. ---- Regards Lene Fredborg DocTools - Denmark www.thedoctools.com Document automation - add-ins, macros and templates for Microsoft Word >> Hi David, >> [quoted text clipped - 10 lines] > > Running Netscape 7.2, Mac OS 10.3.9 > Jeff, > [quoted text clipped - 5 lines] > Explorer where they executed correctly. Other browsers pointed to the wrong > Flash file - this also caused the "cut off" problem. Seems to work fine now, thanks for that! SignatureJeff Wiseman to reply, just remove ALLTHESPAM |
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