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#1
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cross-refs across included documents
I'm trying to assemble a large document, and many of the included
(sub-)documents refer to the same illustrations. The illustrations all go into one file of their own. This results in several advantages: one image can be repeatedly cited and still easily found; the whole run of illustrations can be printed on a different paper stock; it eliminates problems from Word's shoddy text flow algorithms that routinely ram illustrations into the margins and separate them from their captions. The question is, how should I insert the cross-references? |
#2
Posted to microsoft.public.word.formatting.longdocs
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cross-refs across included documents
One way is the following: Insert the illustrations (the source
document) in the main document (the target) via an IncludeText field. If you want an easy way to exclude the illustrations as you print the target document, just put a section break before the IncludeText field. To insert the field: Place the insertion point at the desired location and, on the Insert menu, click File. Locate the source. Click the arrow next to the Insert button, and choose to "Insert as Link". With field codes displayed (use Alt+F9 as a toggle), the field will look something like this: { INCLUDETEXT "C:\\folder1\\folder2\\...\\folderN\\filename. doc" }. If you created your captions via InsertReferenceCaption, you can use InsertReferenceCross-Reference to cross-reference the captions in the inserted document. However, since inserting cross-references modifies the referenced text, you have to place the cursor inside it and press Ctrl+Shift+F7 to save the changes to the source document. If you don't want to save the source, you can bookmark the relevant entries with the target document closed, and then open the target, update the IncludeText field and create the cross-references (to bookmarks). If you don't want to insert the illustrations, you can reference the bookmarks directly, instead, from the source file. But that means one IncludeText field for each cross-reference, and if you ever need to move the files to a different location, there will be a lot of field codes to edit (since relative paths are not allowed, as far as I know). For more about IncludeText fields, see Word Help and http://daiya.mvps.org/includetext.htm. -- Stefan Blom Microsoft Word MVP "anon k" wrote in message ... I'm trying to assemble a large document, and many of the included (sub-)documents refer to the same illustrations. The illustrations all go into one file of their own. This results in several advantages: one image can be repeatedly cited and still easily found; the whole run of illustrations can be printed on a different paper stock; it eliminates problems from Word's shoddy text flow algorithms that routinely ram illustrations into the margins and separate them from their captions. The question is, how should I insert the cross-references? |
#3
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cross-refs across included documents
Stefan Blom wrote:
One way is the following: Insert the illustrations (the source document) in the main document (the target) via an IncludeText field. If you want an easy way to exclude the illustrations as you print the target document, just put a section break before the IncludeText field. A good idea, thanks! It is unfortunately a lot of work for a set of chapters that will undergo a lot of changes, especially since all I want to insert is a small reference like "Figure 19". I've started to wonder whether this particular project might be better handled using LaTEX instead. But there must be some way that publishers of e.g. art books get around this difficulty. I have to wonder if I'm just looking at Word in the wrong way. |
#4
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cross-refs across included documents
Hi anon
anon k wrote: it eliminates problems from Word's shoddy text flow algorithms that routinely ram illustrations into the margins and separate them from their captions. If you don't need the illustrations to float behind/before the text layer (i.e., it suffices to have an illustration in its own paragraph and the caption in the following paragraph), you can easily instruct Word to never separate these. And the illustration layout will be rock-solid that way. [Yes, you will have to manually paginate in the end if you cannot live with some empty areas on the bottom of pages, but then, if you cannot, maybe LaTeX _is_ better indeed; of course, if you do that, you wouldn't want to separate the text and the graphics at all, I reckon.] HTH Robert -- /"\ ASCII Ribbon Campaign | MS \ / | MVP X Against HTML | for / \ in e-mail & news | Word |
#5
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cross-refs across included documents
Robert M. Franz (RMF) wrote:
Hi anon anon k wrote: it eliminates problems from Word's shoddy text flow algorithms that routinely ram illustrations into the margins and separate them from their captions. If you don't need the illustrations to float behind/before the text layer (i.e., it suffices to have an illustration in its own paragraph and the caption in the following paragraph), you can easily instruct Word to never separate these. And the illustration layout will be rock-solid that way. [Yes, you will have to manually paginate in the end if you cannot live with some empty areas on the bottom of pages, but then, if you cannot, maybe LaTeX _is_ better indeed; of course, if you do that, you wouldn't want to separate the text and the graphics at all, I reckon.] HTH Robert You're right, in this case, the illustrations don't need to float. But because several illustrations will be referred to in multiple chapters, I'd prefer in this case to put all of them into a completely separate document so that the reader doesn't need to look too hard to find them, and to avoid duplicating them without need. This will also allow them to be easily diverted for printing on separate paper stock and on a different printer. I'm honestly surprised that Word isn't set up to easily insert cross-references to a caption in a separate document. (I'm using Word XP by the way - not sure if that matters in this case.) It also became evident today that Word's pagination doesn't have a provision to automatically insert blank pages to fill out the last text quire before the illustration quire begins. But a manual repagination will deal with that when the time comes. I guess this just isn't the way Microsoft thinks books should be made these days. |
#6
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cross-refs across included documents
Hi anaon
anon k wrote: I'm honestly surprised that Word isn't set up to easily insert cross-references to a caption in a separate document. (I'm using Word XP by the way - not sure if that matters in this case.) I'd probably use the last option Stefan has described: bookmark all captions in the graphics document and cross-reference to those from the main document. It also became evident today that Word's pagination doesn't have a provision to automatically insert blank pages to fill out the last text quire before the illustration quire begins. But a manual repagination will deal with that when the time comes. Hmm, if you keep everything in different documents anyway, this should not matter, should it? All you can tell Word is to begin a new section on an even or an odd page, but that won't help you if you need multiples of 4, 8, 16, etc. This is more a task for imposition software, I'd wager. I guess this just isn't the way Microsoft thinks books should be made these days. Hmm, I doubt Microsoft spends too much time thinking of Word as a means to produce books, these days. Both you and me would hope it was otherwise! ;-) Greetinx Robert -- /"\ ASCII Ribbon Campaign | MS \ / | MVP X Against HTML | for / \ in e-mail & news | Word |
#7
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cross-refs across included documents
And the answer is: "Type them".
You cannot use cross-references outside the current document without using a Master Document. If you use a master document, your troubles are only just starting: it's a bad way to go. Personally, I place my pictures inline with text, and in the position they are required in the document. Then all the cross references work. Once you understand Word's picture placement mechanism, you won't have problems with pictures moving out of place. The "secret" is to place them all inline with text unless you absolutely require text either side of them. If you must use floating pictures, make sure you know where the anchor is and what will happen to it if you edit the document. In your case, you "could" use Picture Placeholders. Place a square the correct size in your document at the correct position. Put a caption on it, and cross-refer to that. After printing, you paste the printed graphic over the top of it. {Sigh} Thirty years of development to enable Word to automatically handle pictures correctly, and the users go back to the pre-computer methods of paste pot and scissors, rather than spend 20 minutes in the Help looking up how to do this... :-) Hope this helps On Sun, 29 Jan 2006 18:21:18 GMT, anon k wrote: I'm trying to assemble a large document, and many of the included (sub-)documents refer to the same illustrations. The illustrations all go into one file of their own. This results in several advantages: one image can be repeatedly cited and still easily found; the whole run of illustrations can be printed on a different paper stock; it eliminates problems from Word's shoddy text flow algorithms that routinely ram illustrations into the margins and separate them from their captions. The question is, how should I insert the cross-references? -- Please reply to the newsgroup to maintain the thread. Please do not email me unless I ask you to. John McGhie Microsoft MVP, Word and Word for Macintosh. Consultant Technical Writer Sydney, Australia +61 4 1209 1410 |
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