Referencing another document

[Catdragon]

I have two documents. The first is a table with all the products that are in
the catalog. The second is the actual catalog. The catalog does have a TOC.

What i would like to do is reference the page numbers from the catalog in
the table of products in the first document. For formatting and managing
reasons I don't want to combine the two documents into one.

Is there a way to reference a second document's TOC to get the page number
of a specific entry?

 

[macropod]

Hi Catdragon,

This is a little bit complicated, but it can be done. For what follows, I'm assuming you want to cross reference the pages
containing the various heading in your catalog.

1. Select a 'safe' location in the catalog (eg the header or footer) and insert a 'page number' cross-reference to a heading you
want to link to.

2. Select the cross-reference and press Ctrl-F9 to enclose it in another field - your should see something like { 2 }, where '2' is
the page reference.

3. Type into the field you've created 'SET', followed by a meaningful bookark name, so that you end up with something like {SET
Item1 2 }. Then press F9. The field will disappear, leaving just a bookmark indicator (if you've got Word set up to display these).

4. In your 'table' document, at the point where you want to insert the cross-reference to the catalog item, insert an INCLUDETEXT
field pointing to the catalog (see Word's Help file for details). The INCLUDETEXT field allows you to reference a bookmark, so use
'Item1' as the bookmark name.

5. Select the INCLUDETEXT field and press F9. You should now see the catalog page reference.

6. Since you've got multiple catalog items to link to, you can skip the INCLUDETEXT field crestion for each item by copying an
existing INCLUDETEXT field, pressing Shift-F9 to expose the code, and changing just the bookmark reference.

Obviously, the above requires a fair bit of work to set up. Whether it's worth the effort depends on how volatile your catalog is -
if you're regularly adding & deleting items, you'll need to add/delete the relevant INCLUDETEXT links as described above each time.
But at least you won't have to change the page entries for the unchanged items - selecting the table and pressing F9 will update all
the catalog item references. And if the text between the catalog items is prone to change, then all you'll need to do is to update
the table as I've just described.

 

[Catdragon]

Hi Catdragon,

This is a little bit complicated, but it can be done. For what follows, I'm assuming you want to cross reference the pages
containing the various heading in your catalog.

Thanks for the excellent response. I appreciate it very much! I'm going
to try it and depending on how complex it it is over time, i'll make my
recommendations to the boss.

Thanks again!

 

[Peter Jamieson]

If the item references are in the same sequence in the catalog as they need
to be in the table, and there is a one-one correspondence between them, you
could also consider using SEQ fields to name and reference the bookmarks,
e.g.

{ SET "item{ SEQ i }" 2 }

in the catalog

and

{ INCLUDETEXT "the catalog's path name" "item{ SEQ i }" }

in the table.

(The advantage being that, other than the "2", the nested field codes can be
identical and potentially easier to create and reference. If the "2" can
come from a { PAGE } field or perhaps a calculation based on a { PAGE }
field, then so much the better).


--
Peter Jamieson
http://tips.pjmsn.me.uk

Hi Catdragon,

This is a little bit complicated, but it can be done. For what follows,
I'm assuming you want to cross reference the pages containing the various
heading in your catalog.

1. Select a 'safe' location in the catalog (eg the header or footer) and
insert a 'page number' cross-reference to a heading you want to link to.

2. Select the cross-reference and press Ctrl-F9 to enclose it in another
field - your should see something like { 2 }, where '2' is the page
reference.

3. Type into the field you've created 'SET', followed by a meaningful
bookark name, so that you end up with something like {SET Item1 2 }. Then
press F9. The field will disappear, leaving just a bookmark indicator (if
you've got Word set up to display these).

4. In your 'table' document, at the point where you want to insert the
cross-reference to the catalog item, insert an INCLUDETEXT field pointing
to the catalog (see Word's Help file for details). The INCLUDETEXT field
allows you to reference a bookmark, so use 'Item1' as the bookmark name.

5. Select the INCLUDETEXT field and press F9. You should now see the
catalog page reference.

6. Since you've got multiple catalog items to link to, you can skip the
INCLUDETEXT field crestion for each item by copying an existing
INCLUDETEXT field, pressing Shift-F9 to expose the code, and changing just
the bookmark reference.

Obviously, the above requires a fair bit of work to set up. Whether it's
worth the effort depends on how volatile your catalog is - if you're
regularly adding & deleting items, you'll need to add/delete the relevant
INCLUDETEXT links as described above each time. But at least you won't
have to change the page entries for the unchanged items - selecting the
table and pressing F9 will update all the catalog item references. And if
the text between the catalog items is prone to change, then all you'll
need to do is to update the table as I've just described.

--
Cheers
macropod
[MVP - Microsoft Word]

I have two documents. The first is a table with all the products that are
in
the catalog. The second is the actual catalog. The catalog does have a
TOC.

What i would like to do is reference the page numbers from the catalog in
the table of products in the first document. For formatting and managing
reasons I don't want to combine the two documents into one.

Is there a way to reference a second document's TOC to get the page
number
of a specific entry?