I am in the early stages of writing a formal document and have a list of references. My referencing guide states that these need to be arranged in the order that they appear in the document. But when i move the references up or down the list, upon refreshing (Highlight All + F9) all the references update apart from one.



The one that doesn't update is the reference that has been replaced in the list. For example, if i move reference 9 to reference 5 and refresh all references update apart from the old reference 5 -> should now be reference 6.

Hope this problem makes some sense... What can i do to fix this??

Can you explain how you set up your references.

it looks like there is a hidden bookmark which stays across the two rows... so i need to make the bookmark move with the reference.

my references are in a simple format using the numbered styles from MS Word

1. Reference 1
2. Reference 2
3. Reference 3
etc...

then to refer to each one i use the cross-reference function

What do you mean by numbered styles. Is this a heading style or a list style? What do you mean when you say a bookmark goes across two references.

Have you explored the bibliography tool (References, Citation and Bibliography Tab) which is designed for managing references.

These are in a 'list style', the way MS word uses cross-reference is with hidden bookmarks, when i rearrange my list the hidden bookmark ends up going across two lines hence why it doesn't update the cross-reference.
See attached

i have avoided using this as i manage my references in Paperpile and i can't import the reference list to the reference sources in Word (or not that i know of)

Attached Files

Test - Cross-Reference List Error.docx (124.7 KB, 10 views)

The problem is that you've expanded your _Ref511073568 bookmark to cover paras 3 & 4. You can verify that by selecting that bookmark via Insert|Bookmark and using the GoTo function. This is not a fault with Word but with your implementation of "when i move the references up or down the list". Apparently, you're moving one bookmarked range into another.

__________________
Cheers,
Paul Edstein
[Fmr MS MVP - Word]

I am not aware of any way where i can rearrange the list without the bookmarks inadvertently overlapping. I have tried this same technique on documents before and its always seemed to work.

It would seem that you need to persuade paperpile to export your reference list as an xml file and then look to see if that can be imported into Word. This would be your better long term solution if Paperpile can't provide an appropriate plug-in or export filter.

You could ease you pain a little by avoiding using list numbering and working directly with bookmarks.

Consider the following alternative.

Create a new caption type called reference

1. References.Insert Caption
2. Click on new label
3. Type 'Reference'
4. OK
5. Check the 'exclude Label from caption'
6. OK

You can now insert your references using

References.Insert Caption

You can now insert cross references using
References.Cross reference then scroll down to select References.

This means you will be less prone to errors when moving references.

The downside is that you will have your references in Caption style but you can always apply a character style or local effect to change the appearance.

All that means is that you've done something differently in this case. You can correct the problem by selecting para 4 and re-applying the _Ref511073568 bookmark to it (which requires nothing more than Insert|Bookmark>Add).

__________________
Cheers,
Paul Edstein
[Fmr MS MVP - Word]

Depending on the version of Word, it is not always easy to redefine a hidden bookmark. In Word 2013 for instance, if I use the dialog to Insert a Bookmark, the Add button is disabled if the bookmark name begins with an underscore. In that case, I have to use VBA in the Immediate Window to (re)create the bookmark.

__________________
Andrew Lockton
Chrysalis Design, Melbourne Australia