Flatten specific cross references

[nielsgeode]

In my PhD thesis I have cross references to sections, tables, figures etc. For references I use the endnote function in word and a cross reference to an endnote number if I want to add the same references on a different (second) place in the document.

Because 7,8,9 needs to be changed to 7-9 (as an example), I have flatten the endnotes with a macro script and then manually changed these numbers. Problem is however, that cross references to endnotes change to "Error! Bookmark not defined." Of course, I have made a backup copy of the entire manuscript just before I changed the endnotes to flat text so I will need to grab that version and start again from that one.

To overcome this, I could do CTRL+A and then CTRL+SHIFT+F9 to flatten all cross references. However, I do like the fact that in the PDF (which will be published as well), the links to tables, figures sections are clickable.



How can I only flatten the cross references to endnotes and not to figures, tables etc.? I could do it manually, but it's a 300 page document with 400 cross ref's to endnote numbers...

[Stefan Blom]

If you want endnotes 7, 8, and 9 to appear as 7–9 in the main body of the document, you can format the one in the middle as hidden. That way, all endnotes will still be available for cross-referencing.

[macropod]

Originally Posted by nielsgeode

Because 7,8,9 needs to be changed to 7-9 (as an example), I have flatten the endnotes with a macro script and then manually changed these numbers. Problem is however, that cross references to endnotes change to "Error! Bookmark not defined."

'Flattening' the endnotes via in this way shouldn't be necessary. Moreover, you probably want the links to them to be clickable in the PDF, too. To that end, see: https://www.msofficeforums.com/word/...html#post35915
Obviously, though, if you're going to use cross-references in the form of 'see notes 7-9', any links can realistically only point to the first and last of those.

[nielsgeode]

Originally Posted by macropod

'Flattening' the endnotes via in this way shouldn't be necessary. Moreover, you probably want the links to them to be clickable in the PDF, too. To that end, see: https://www.msofficeforums.com/word/...html#post35915
Obviously, though, if you're going to use cross-references in the form of 'see notes 7-9', any links can realistically only point to the first and last of those.

That does sound nice, however, I had issues with combining the individual chapter files because there is an endnote list at the end of each chapter (which starts numbering at 1). It seems impossible to do an "odd-page section break" (to start a new chapter) after the last reference in the endnote list. After flattening, I had no issues combining.

When a cross reference is in the form of 7-9, it is no problem it only points to 7 and 9 and not to 8. I can't find how I can automatically change the format from 7,8,9 to 7-9. Do you know how to change that? Update: I found the shortcut key ctrl+shift+H, which works In case I would reverse it (change 7-9 back to 7,8,9), how can I do that?

In chapter 1 and 2, I changed in the note options "end of document" to "end of section" and also choose to restart at each section. Next, I opened chapter 1 and clicked the insert tab on the ribbon, chose the drop down triangle next to "object" and chose "Text from File". I selected chapter 2, which is then added after chapter 1. There are two problems, however. First, the headings from chapter 2 (e.g. 2.1, 2.2 etc) are not visible in the heading pane. Second, if I place my cursor at the end of the last reference of chapter 1 and press enter, I cannot insert a odd-page section break. How can I fix these two issues?

[macropod]

Originally Posted by nielsgeode

I had issues with combining the individual chapter files because there is an endnote list at the end of each chapter (which starts numbering at 1). It seems impossible to do an "odd-page section break" (to start a new chapter) after the last reference in the endnote list.

That's easily worked around by inserting a field coded as:
{IF{=MOD({PAGE},2)}= 0 {QUOTE 12}}
or
{IF{=MOD({PAGE},2)}= 0 "{QUOTE 12}¶
This page intentionally left blank¶
"}
at the end of the last endnote in a Section and using ordinary 'Next Page' Section breaks.

Originally Posted by nielsgeode

When a cross reference is in the form of 7-9, it is no problem it only points to 7 and 9 and not to 8. I can't find how I can automatically change the format from 7,8,9 to 7-9. Do you know how to change that? Update: I found the shortcut key ctrl+shift+H, which works In case I would reverse it (change 7-9 back to 7,8,9), how can I do that?

Selecting the range and pressing Ctrl-Spacebar should be sufficient.

Originally Posted by nielsgeode

In chapter 1 and 2, I changed in the note options "end of document" to "end of section" and also choose to restart at each section. Next, I opened chapter 1 and clicked the insert tab on the ribbon, chose the drop down triangle next to "object" and chose "Text from File". I selected chapter 2, which is then added after chapter 1. There are two problems, however. First, the headings from chapter 2 (e.g. 2.1, 2.2 etc) are not visible in the heading pane. Second, if I place my cursor at the end of the last reference of chapter 1 and press enter, I cannot insert a odd-page section break. How can I fix these two issues?

You should insert a 'Next Page' Section break (or 'Odd Page' Section break if it suits your purposes) at the end of a given Chapter and, depending on your document structure, unlink the new Section's headers & footers from the previous one before inserting the next Chapter.

[nielsgeode]

I cannot do a normal section page either All section- and page-break options are grayed out.

If I select the ",7,8," in 6,7,8,9 and press ctrl+shift+h the result is 69. If I place my cursor between 7 and 9 and press the "-" key, I get an "_" instead. However, I can copy a "-" from somewhere else in the text and paste it between the 7 and the 9. If I then select 7-9 and press ctrl+spacespar it changes back to 7_9 and not to 6,7,8,9.

[macropod]

Originally Posted by nielsgeode

I cannot do a normal section page either All section- and page-break options are grayed out.

That's most likely because you're trying to insert the Section break within the endnote range. You need to insert it before the first endnote in the Section.

Originally Posted by nielsgeode

If I select the ",7,8," in 6,7,8,9 and press ctrl+shift+h the result is 69. If I place my cursor between 7 and 9 and press the "-" key, I get an "_" instead. However, I can copy a "-" from somewhere else in the text and paste it between the 7 and the 9. If I then select 7-9 and press ctrl+spacespar it changes back to 7_9 and not to 6,7,8,9.

Most likely what you're doing with this approach is deleting the ',7,8,'. Try inserting the '-' immediately before the 9 or immediately after the 6 before you hide the ',7,8,'.

[macropod]

You could take the next available Heading Style (or the Heading 9 Style if you think you might be using more of the others) and format it to look like the Heading 1 Style, except for the numbering, and use that for your Summary heading.

For the Table of Contents, you'd modify the corresponding TOC Style to match the TOC1 Style.

[nielsgeode]

Originally Posted by macropod

You could take the next available Heading Style (or the Heading 9 Style if you think you might be using more of the others) and format it to look like the Heading 1 Style, except for the numbering, and use that for your Summary heading.

For the Table of Contents, you'd modify the corresponding TOC Style to match the TOC1 Style.

I think I have done this and indeed, it does look like it is supposed to in the text. However, in the heading pane the headings "are attached to" the previous chapter. Please see the two attached screenshots.

[macropod]

I can't really tell anything from your screenshots - I can't see how the heading is 'attached' to the previous chapter. I'd need to see the relevant portion of the document to determine what the issue and its resolution are.

[nielsgeode]

Originally Posted by macropod

I can't really tell anything from your screenshots - I can't see how the heading is 'attached' to the previous chapter. I'd need to see the relevant portion of the document to determine what the issue and its resolution are.

Does this screenshot help?

[macropod]

The heading in the TOC isn't 'attached' to your previous Chapter. What you have is a TOC8 Style that's yet to be formatted the same as whatever Style (presumably Heading 1) you're using for the Chapter headings.

[nielsgeode]

Originally Posted by macropod

The heading in the TOC isn't 'attached' to your previous Chapter. What you have is a TOC8 Style that's yet to be formatted the same as whatever Style (presumably Heading 1) you're using for the Chapter headings.

I'm still confused. In the "click level to modify" part of that dialog box is only numbers 1 - 9, (I think) corresponding to headings 1 - 9. In the "Link level to style" dropdown menu is no "TOC1" (or other TOC), so I am not sure how to modify that TOC style. The same applies for the Summary-style.

[macropod]

I'm not surprised there's no reference to the TOC8 Style in that dialogue. It has nothing to do with the heading, per se - it's a Table of Contents Style. Go to your Table of Contents and click on the paragraph break at the end of the 'Summary' entry, then:
• modify the alignment using the Ruler;
• right-click on the paragraph break; and
• choose Styles>Update TOC8 to match selection.

[nielsgeode]

Originally Posted by macropod

I'm not surprised there's no reference to the TOC8 Style in that dialogue. It has nothing to do with the heading, per se - it's a Table of Contents Style. Go to your Table of Contents and click on the paragraph break at the end of the 'Summary' entry, then:
• modify the alignment using the Ruler;
• right-click on the paragraph break; and
• choose Styles>Update TOC8 to match selection.

I think I know what you mean, but it's not where I am struggling. My problem is only in the navigation pane. The top "button" has a triangle and a horizonal bar. I'd like to to say "Table of Contents" instead. Second, the Summary-button is now a subsection of 7.9 and I'd like it to show up on the same level as the chapters, because it does not belong to a single chapter as it is a summary of the entire thesis.