incrementing "Enclosure" numbers
Michael Null
are located in another file. I would like to be able to have all of the
Enclosure numbers automatically numbered so that I can add text that
refers to an Enclosure and all subsequent Enclosure numbers would
increment. Is this possible? I have tried to use "Autonum?" field but
can't seem to get it to work since my document isn't broken up into
sections.
Also occasionally I refer to a previous Enclosure (i.e. it's out of
order) is there a way to link this number to the original Enclosure
reference.
Thanks in advance for any help.
Regards,
Michael
...example text follows
This is the document I am talking about (Enclosure [1]). It is really
annoying to have to renumber references in this document as shown in
Enclosure [2,3].
It's not that tedious when there are only 4 references (Enclosure [4]).
I hope that my question about this document (Enclosure [1]) is clear.
Thanks for your time
Suzanne S. Barnhill
one of Word's built-in numbering styles, such as List Number) or using
Insert | Caption, which inserts a SEQ field. That will allow you to
cross-reference the enclosures either as "Numbered items" or by the label
you used for the caption ("Enclosure," for example).
--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
Word MVP FAQ site: http://www.mvps.org/word
"Michael Null" <micha...@hotmail.com> wrote in message
news:3E9427D6...@hotmail.com...
Shauna Kelly
I ran into a similar problem recently, which we solved as follows, using the Caption functionality. First, so you can see where the
fields are, choose Tools > Options > View and set Field Shading to Always. Fields will then be shaded in your document, although the
shading won't print. If you don't like it, come back later and turn the shading off.
1. Create a list of the enclosures at the end of your document.
To do that, click at the end of your document. Choose Insert >
Reference > Caption. Click New Label and type Enclosure. In the Caption box, type the name of the first enclosure (eg " Picture of
XYZ"). Click OK.
Since you want square brackets around the number, we must edit the field. Select the grey field and press Shift-F9. It should say
something like { SEQ Enclosure \* ARABIC }. Change it so it says { SEQ Enclosure \# "[0]" }. Press F9, then Shift-F9 to recalculate
the field and display the results, not the field codes.
Your paragraph should now say:
Enclosure [1] Picture of XYZ
Copy that parargraph as many times as you need so you create a list of your enclosures. (Note that if you use Insert > Reference >
Caption, you can create an Enclosure caption, but you won't get the square brackets. So copy and paste from the one you edited to
add the square brackets. Or, if you do this a lot, copy the first one and create an AutoText of it.)
So you have something like this:
Enclosure [1] Picture of XYZ
Enclosure [2] Table of something
Enclosure [3] Table of something else
2. Create the references in the document.
To do that, click where you want the reference to appear. Insert > Reference > Cross Reference. In the Reference Type box, choose
Enclosure. In the Insert Reference To box, choose Only Label and Number. Select your enclosure in the For Which Caption box and
click Insert.
Notes:
1. Word can't cope with Enclosure [2,3]. You'll get Enclosure [2], Enclosure [3].
2. If you have to pass this document around the office, and someone wants to edit the document to add a new enclosure to the list,
or create a new reference to an enclosure, that person will have to create the Enclosure label on their machine. Get each person to
do Insert > Reference > Caption > New Label. Type Enclosure, click OK then **Close**. (The reason for this is that the list of
lablels is stored on each machine in normal.dot. It's not stored in your document. That's what I'd call a bug.)
3. If you don't want the list of enclosures to appear at the end of the document, select the whole lot and do Format > Font and
tick Hidden Text. Make sure that in Tools > Options > Print, Hidden Text is *not* ticked.
4. You can add new enclosures any time, or change their order. To update the fields, do ctrl-a then F9.
5. The menu commands above are for Word 2002. If you have Word 2000 or below, it's Insert > Caption and Insert > Cross Reference.
Hope this helps.
Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word
Melbourne, Australia
"Suzanne S. Barnhill" <sbar...@mvps.org> wrote in message news:eZUt7Yq$CHA....@TK2MSFTNGP12.phx.gbl...