insert cross-reference – why is a level 2 style not a heading?

[eNGiNe]

I was passed a document for review and noticed that some cross-references appeared to have been typed in by hand. "Tsk, tsk!" I thought … but when I took a closer look I became more sympathetic: the document includes a style based on Heading 2 and defined as Outline Level 2, but this style does not appear in the paragraph list when you select Insert > Cross-reference > Reference type: Heading



Strangely enough, the level 2 style in question does show up in the document structure pane …

Is there a workaround?

[eNGiNe]

I also notice that the two headings in question appear correctly in the Table of Contents …

(I would have edited the post instead of adding a reply, but clicking on the Edit link displays an empty topic instead of my content)

[Charles Kenyon]

Why use Microsoft Word’s built-in heading styles? by Shauna Kelly

The built-in headings have special properties. Assigning an outline level to a style does not give it these properties. I do not know whether or not one based on a built-in heading carries these properties. Looking at your screen shot I do not see anything missing from the cross-reference dialog that appears in the navigation pane.

P.S. I've noticed the occasional blanking of the edit box as well.

[Edit: Upon experimentation and further reading, styles based on the built-in heading styles will not show up in the cross-reference dialog as headings even though they will show up in the Navigation Pane and Tables of Contents. See #15 of Shauna's article on cross-references.]

[eNGiNe]

What's missing is the last two 'Appendix' entries, which show up in the document overview and the ToC as level 2 headings but are not picked up by the cross-references dialogue. As for using the built-in styles, that was where I started from with the 'style based on' option.

[Charles Kenyon]

See How to number headings and figures in Appendixes in Microsoft Word by Shauna Kelly.

Styles based on the heading styles have the same outline level but are not used in the Cross-Reference to headings dialog.

[macropod]

If you're referring to the selected 'Completing the Repair-RMA form' entry, I can see that in both the outline pane and the Insert|Cross-reference dialogue. Indeed, there seems to be a 1:1 correspondence between the entries displayed in the Insert|Cross-reference dialogue and the same range in the outline pane. The Appendices would be below those, but I can't tell from your screenshot whether the Insert|Cross-reference dialogue is scrolled right to the bottom.

[Charles Kenyon]

Originally Posted by macropod

If you're referring to the selected 'Completing the Repair-RMA form' entry, I can see that in both the outline pane and the Insert|Cross-reference dialogue. Indeed, there seems to be a 1:1 correspondence between the entries displayed in the Insert|Cross-reference dialogue and the same range in the outline pane. The Appendices would be below those, but I can't tell from your screenshot whether the Insert|Cross-reference dialogue is scrolled right to the bottom.

I was. I note in looking closer that the cross-reference dialog scroll bar is showing it is at the end of the list. The appendices show up at the bottom of the Navigation Pane and are not in the cross-reference list. I had assumed that they were cut off as were the ones at the top of the Navigation Pane.

Anyway, styles other than the nine built-in heading styles, will not show up under headings in the cross-reference list, even if based on heading styles and having an outline level. The work-around is the method discussed in Shauna Kelly's article, actually using the built-in heading styles 6-9 that are often not used.

[eNGiNe]

Oh. I see. Use the level 6 heading style to fake a level 2 heading …

Thanks for the tip, though; I wouldn't have thought of it for myself ;-}

[Charles Kenyon]

Oh. I see. Use the level 6 heading style to fake a level 2 heading …

Thanks for the tip, though; I wouldn't have thought of it for myself ;-}

I would not have thought of it either, but Shauna Kelly did!