Re: Cross-References in a Multiple File Word Project

Subject: Re: Cross-References in a Multiple File Word Project
From: Jean Hollis Weber <jean -at- jeanweber -dot- com>
To: "TECHWR-L" <techwr-l -at- lists -dot- raycomm -dot- com>
Date: Mon, 23 Sep 2002 12:16:23 +1000

Shannon wrote:

I'm hoping someone can explain to me how to use cross-references in a
multiple file Word project (Word 2000).
I've avoided using the Master Documents feature by using RD fields in TOC
and Index files. However, based on my research in the TECHWR-L archives
and a Word user group, it doesn't look like there's a solution for
Can anyone help?

Yes. Here's an excerpt from my book, _Taming Microsoft Word 2000_. It explains one way to do this. It's easier than it sounds, but it definitely is tedious. If you have to do this a lot, you might want to investigate getting and using the TechTav set of macros, available in Word templates (*.dot) that you can download from

Preparing for cross-referencing from one file to another

Create bookmarks in file B for anything you want to reference from file A: headings, captions, page numbers. If you intend to create a cross-reference from file A to a _page number_ in file B, do this:
1. On the appropriate page in file B, press CTRL+F9 to insert a field code {PAGE}.
2. Select this field code and create a bookmark for it.
3. With the field code still selected, format it as hidden text (Format > Font > select Hidden checkbox).

Cross-referencing to material in another file

Store both files A and B in the same folder. This step is not strictly necessary, but it does allow you to move the files from one location to another without breaking the links.

To create a cross-reference to another file by inserting includetext fields:

1. Make a list of bookmarks in file B, to use as a guide when you're inserting the cross-references in file A.

2. In file A, position the insertion point where you want a cross-reference to appear, press CTRL+F9 to insert a blank field, then type the following field code between the curly brackets:
{ Includetext "B.doc" "Bookmark_name" \! \* Mergeformat }
where B.doc is the name of file B, and Bookmark_name is the name of the bookmark. (If B.doc is in a different folder from A.doc, you must include the path as well as the filename.)

3. If the bookmark is to a {PAGE} field (which you set as hidden text in file B), select the whole field code, then press CTRL+Spacebar to make it visible in file A.

4. Repeat for each cross-reference required.

Note: if you cross-referenced any {PAGE} fields in file B, be sure to hide hidden text and update fields in file B before updating fields in file A, to make sure that the page numbers are accurate. If you have several files all cross-referencing to each other, you may need to update each of them in turn several times before they all come out correct.

Regards, Jean
Jean Hollis Weber
jean -at- jeanweber -dot- com
The Technical Editors' Eyrie
Taming Microsoft Word 2000, 110 pages of tips and tricks for business and technical documents. For a contents list, downloading and payment information, go to:

Experience RoboHelp X3! This new RoboHelp release combines single sourcing,
print-quality documentation, conditional text and much more, into the most
monumental release of RoboHelp ever!

Enhance, optimize and automate your FrameMaker-to-PDF workflow with TimeSavers:
Define all PDF features in your source FrameMaker files ONCE, distill MANY.
Bookmark Controller, Link Controller, UnBloat & more :

You are currently subscribed to techwr-l as:
archive -at- raycomm -dot- com
To unsubscribe send a blank email to leave-techwr-l-obscured -at- lists -dot- raycomm -dot- com
Send administrative questions to ejray -at- raycomm -dot- com -dot- Visit for more resources and info.

Previous by Author: RE: Drafts -- some people not clear on the concept...
Next by Author: Re: Cross-References in a Multiple File Word Project
Previous by Thread: Cross-References in a Multiple File Word Project
Next by Thread: Re: Cross-References in a Multiple File Word Project

What this post helpful? Share it with friends and colleagues:

Sponsored Ads