TOC field frustration?

Subject: TOC field frustration?
From: Geoff Hart <ghart -at- videotron -dot- ca>
To: TECHWR-L Writing <techwr-l -at- lists -dot- techwr-l -dot- com>, Lorraine Kiewiet <lkiewiet -at- earthlink -dot- net>
Date: Wed, 01 Jul 2009 07:59:58 -0400

Lorraine Kiewiet wondered: <<Each time I send a Word document as an
attachment to an employee, the TOC field shows page "2" for all
pages! The page numbering at the bottom of each page is correct. It
is only the TOC that gets confused. This is Windows XP (for me).
Does the recipient's Windows or Word version make a different if it is
Vista? >>

The Windows version isn't relevant, though the Word version may be.
Word isn't nearly so compatible between versions as Microsoft would
have you believe.

Most likely what you're seeing is Word forgetting to update field
codes. Pagination depends at least partially on the printer driver
that has been installed on a system, and each time you open a Word
document, Word checks to see what printer Windows thinks it should use
for output. If the printer on your colleague's system uses (for
example) different font metrics than the one on your system, Word will
reflow the text so that the onscreen document matches what will appear
on the colleague's printer. Unfortunately, fields won't automatically
update to reflect the new pagination. If that's what is happening,
then the solution is to select all (Control+A), then press the
shortcut for Update Field (F9).

If the TOC is pointing to headings in external documents (e.g., if you
used the MasterDocs feature), then Word can't see those documents
unless you sent them along with the problem file, and therefore it
can't update the field. That's another possibility.

Geoff Hart (
ghart -at- videotron -dot- ca / geoffhart -at- mac -dot- com
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TOC field frustration: From: Lorraine Kiewiet

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