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#1
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Multiple document index uses docs showing fields
I recently discovered the RD field technique for making one index of
multiple documents, but I need some help. It appears when I try to insert the index, Word makes the XE fields in the individual documents visible, therefore throwing off all of the page numbers. Is there a way I can make Word use the documents with the fields not visible? I've been playing around with turning pagination on and off, saving in different files in views, etc. but no luck. This is Word 2003. Several years ago I wrote a (rather ridiculous) macro that merges individual file indexes by cutting and pasting the page numbers. But it would be nice if I could get Word to do it with the above technique (it would be a lot faster too). Thanks Jeff |
#2
Posted to microsoft.public.word.formatting.longdocs
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Multiple document index uses docs showing fields
XE fields are formatted as Hidden text. When you insert the fields, Word
turns on the display of Hidden text so that you can see the fields. You must turn this off again before generating your index. Generally speaking, this is a global setting: Tools | Options | View: Hidden text. -- Suzanne 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. "Jeff Gilbertson" wrote in message oups.com... I recently discovered the RD field technique for making one index of multiple documents, but I need some help. It appears when I try to insert the index, Word makes the XE fields in the individual documents visible, therefore throwing off all of the page numbers. Is there a way I can make Word use the documents with the fields not visible? I've been playing around with turning pagination on and off, saving in different files in views, etc. but no luck. This is Word 2003. Several years ago I wrote a (rather ridiculous) macro that merges individual file indexes by cutting and pasting the page numbers. But it would be nice if I could get Word to do it with the above technique (it would be a lot faster too). Thanks Jeff |
#3
Posted to microsoft.public.word.formatting.longdocs
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Multiple document index uses docs showing fields
Wow, thank you for the quick response. Unfortunately for me, that
doesn't appear to be the problem. I'll explain further. What I am doing is using a concordance file and automark to insert the XE fields. You are correct in that Word turns on the display so I can see the fields. It looks like it does that through Tools | Options | View: Formatting marks - All, rather than "Hidden text" (minor point). In either case, if I turn them all off (hide the fields) and insert an index at the end of the individual file, it does the index correctly for that file. I have tried saving the files just like this when I close them. This is where my problem occurs. I want a merged index of all the individual files (chapters) in a separate document, so I create a new document with a bunch of { rd chap1.doc }{ rd chap2.doc } etc. fields. When I try to insert an index here, it grabs the page numbers from the individual files as if the fields were not hidden. (This all occurs inivisible to the user of course but I was able to figure out what was happening by looking at the page numbers it creates and comparing them to an individual file index generated with the XE fields showing) I have tried inserting the index in this new document with various view options on and off with no luck. I'd be curious to know if anyone has been able to successfully create an index from a file of sufficient length (where page numbers would change depending on whether fields are shown or not) from a different file using { rd }. I'm stumped! Thanks again! Jeff Suzanne S. Barnhill wrote: XE fields are formatted as Hidden text. When you insert the fields, Word turns on the display of Hidden text so that you can see the fields. You must turn this off again before generating your index. Generally speaking, this is a global setting: Tools | Options | View: Hidden text. -- Suzanne 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. "Jeff Gilbertson" wrote in message oups.com... I recently discovered the RD field technique for making one index of multiple documents, but I need some help. It appears when I try to insert the index, Word makes the XE fields in the individual documents visible, therefore throwing off all of the page numbers. Is there a way I can make Word use the documents with the fields not visible? I've been playing around with turning pagination on and off, saving in different files in views, etc. but no luck. This is Word 2003. Several years ago I wrote a (rather ridiculous) macro that merges individual file indexes by cutting and pasting the page numbers. But it would be nice if I could get Word to do it with the above technique (it would be a lot faster too). Thanks Jeff |
#4
Posted to microsoft.public.word.formatting.longdocs
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Multiple document index uses docs showing fields
Are you sure that you have Hidden text hidden when you generate the index?
BTW, I mentioned the Tools | Options | View setting only because many users don't understand that the Show/Hide ¶ button toggles between All and any specific boxes that may have been checked, so it is possible to toggle the button without hiding Hidden text if it is checked (in fact, that's sort of the way I operate when I'm working on indexes, except that I toggle between All and everything *but* Hidden because I'm used to seeing nonprinting characters but need to hide Hidden text to generate the index). -- Suzanne 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. "Jeff Gilbertson" wrote in message ups.com... Wow, thank you for the quick response. Unfortunately for me, that doesn't appear to be the problem. I'll explain further. What I am doing is using a concordance file and automark to insert the XE fields. You are correct in that Word turns on the display so I can see the fields. It looks like it does that through Tools | Options | View: Formatting marks - All, rather than "Hidden text" (minor point). In either case, if I turn them all off (hide the fields) and insert an index at the end of the individual file, it does the index correctly for that file. I have tried saving the files just like this when I close them. This is where my problem occurs. I want a merged index of all the individual files (chapters) in a separate document, so I create a new document with a bunch of { rd chap1.doc }{ rd chap2.doc } etc. fields. When I try to insert an index here, it grabs the page numbers from the individual files as if the fields were not hidden. (This all occurs inivisible to the user of course but I was able to figure out what was happening by looking at the page numbers it creates and comparing them to an individual file index generated with the XE fields showing) I have tried inserting the index in this new document with various view options on and off with no luck. I'd be curious to know if anyone has been able to successfully create an index from a file of sufficient length (where page numbers would change depending on whether fields are shown or not) from a different file using { rd }. I'm stumped! Thanks again! Jeff Suzanne S. Barnhill wrote: XE fields are formatted as Hidden text. When you insert the fields, Word turns on the display of Hidden text so that you can see the fields. You must turn this off again before generating your index. Generally speaking, this is a global setting: Tools | Options | View: Hidden text. -- Suzanne 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. "Jeff Gilbertson" wrote in message oups.com... I recently discovered the RD field technique for making one index of multiple documents, but I need some help. It appears when I try to insert the index, Word makes the XE fields in the individual documents visible, therefore throwing off all of the page numbers. Is there a way I can make Word use the documents with the fields not visible? I've been playing around with turning pagination on and off, saving in different files in views, etc. but no luck. This is Word 2003. Several years ago I wrote a (rather ridiculous) macro that merges individual file indexes by cutting and pasting the page numbers. But it would be nice if I could get Word to do it with the above technique (it would be a lot faster too). Thanks Jeff |
#5
Posted to microsoft.public.word.formatting.longdocs
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Multiple document index uses docs showing fields
Yep, I am sure. To eliminate the possibility that something else weird
was going on in my files, I used this example as a test: Create new file ("filetoindex.doc"), and with fields visible fill entire first page and part of second with {XE "one"} On second page, add an {XE "two"} Now, when the index is generated with fields showing you get: one, 1, 2 two, 2 Generate the index without fields showing (looks like a blank document) you get: one, 1 two, 1 Now, create a second file consisting of only a { rd filetoindex.doc } Insert the index and you get: one, 1, 2 two, 2 but what is desired is the index that was created without fields showing: one, 1 two, 1 and that is what I can't get to happen. It looks like Word always reads files with fields showing when using rd. Jeff |
#6
Posted to microsoft.public.word.formatting.longdocs
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Multiple document index uses docs showing fields
Have someone found a solution to this?
I have exactly the same problem. I'm writing an instructional manual where I use hidden text for information to the instructor. To print out the student version of the book I just hide the hidden text and print it out. The problem is that when I try to generate a TOC for the student verision using RD fields the page numbering in the generated TOC always includes the hidden text. I have even used a macro to go through all the Refeenced Documents and made sure that ShowAll, ShowHiddenText, ShowFieldCodes are all set to FALSE before the documents are repaginated and saved before the TOC are updated. It doesn't help, the page numbering is still wrong. Another intresting abservation is that if the Referenced Documents are open when I update the TOC I get "Error! Bookmark not defined." instead of page numbers????? If anyone has a solution I would be very greatful. Regards Stein "Jeff Gilbertson" wrote: Yep, I am sure. To eliminate the possibility that something else weird was going on in my files, I used this example as a test: Create new file ("filetoindex.doc"), and with fields visible fill entire first page and part of second with {XE "one"} On second page, add an {XE "two"} Now, when the index is generated with fields showing you get: one, 1, 2 two, 2 Generate the index without fields showing (looks like a blank document) you get: one, 1 two, 1 Now, create a second file consisting of only a { rd filetoindex.doc } Insert the index and you get: one, 1, 2 two, 2 but what is desired is the index that was created without fields showing: one, 1 two, 1 and that is what I can't get to happen. It looks like Word always reads files with fields showing when using rd. Jeff |
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