Hi,



Thank you for this forum. I've used Word styles extensively in my job for more than 20 years now. I'm working with a report template that I designed, and when I insert a cross reference to Heading 9 (Appendix), it inserts as BOTH Heading 8 (Attachment) and Heading 9, like this: "Attachment 1Appendix A" with the grey fields right next to each other. Why are these headings linked? If I insert a cross reference to Heading 8, it works fine: "Attachment 1."

I've tried using the Numbered Item option and the Heading option to insert the cross reference; results are the same. Could someone please explain what's happening and point me in the right direction to fix this?

Thank you!
Tamara

When you create a Cross-Reference to a heading, Word adds a hidden bookmark to that heading and the cross-reference is actually to the bookmark. When you then type something at the beginning of the heading and press Enter to create a new paragraph above, it will still be within the bookmark. I suspect that this is what you are seeing.

Tamara

I think your issue is caused by the paragraph number context setting for the cross-ref. When you insert a cross-ref to a paragraph number there are actually three different options:
- Paragraph number
- Paragraph number (no context)
- Paragraph number (full context)

These options allow the shown number to include parent numbering levels in the cross-ref. This might come in to play if your Appendix heading is a lower level outline numbered list and the Attachment heading is a parent level in that same outline number list.

The context is what allows you to work out which Appendix A you are talking about if if Attachment 1 as two appendixes and Attachment 2 has two appendixes (ie there is more than one 'Appendix A').

Try picking the 'Paragraph number (no context)' option when inserting the cross reference.

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Andrew Lockton
Chrysalis Design, Melbourne Australia

Charles

If Tamara has cross-referred to an automatic paragraph number then your reasoning is flawed.

Yes, Word 'could' expand the bookmark that marks the cross-ref anchor (by editing at the start of that paragraph after the bookmark was created) but a cross reference to a paragraph number will only ever point to the number on the FIRST paragraph at that bookmark location - it can't combine paragraph numbers across multiple paragraphs.

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Andrew Lockton
Chrysalis Design, Melbourne Australia

Could you attach a sample document (pared down) with the problem?

Here is a sample document that demonstrates the issue that I think Tamara is having.

In this document I've set up the heading styles for 6 levels then used Heading 7 for Annex headings. Because these all share the same outline list template, the Annex numbers would restart if they are preceded by a higher level heading. In that case there 'could' be more than one Annex heading in the document and therefore 'Annex A' in isolation may not be enough to uniquely identify the paragraph number - that is where the number CONTEXT comes into play.

A more common example of where number context is important is if you wanted to cross-refer to paragraph a in these instances. You wouldn't have enough context to know which paragraph a was being referenced if you didn't know which clause number it was sitting under.

Attached Files

CrossRef Problem.docx (49.3 KB, 0 views)

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Andrew Lockton
Chrysalis Design, Melbourne Australia

Hi Andrew,


I understand what you were saying. I was asking Tamara if she could supply a sample with her problem.
In your sample, you could, in your multilevel list, not have numbering restart with a change in one of the preceding levels.

Thank you, Charles and Andrew! Andrew's suggestion of using "paragraph number (no context)" worked! Although I'm not sure I completely grasp what an "Annex" heading is, I think I understand why the "no context" choice worked; here, Attachment 1 and Appendix A would be the same level as each other, and "with" context, Word adds the higher level, right? I appreciate your time and expertise very much!