IncludeText and TOC fields

[Jose Valdes]

In Word 2003, I use text insets (IncludeText fields) to single source
content across three different manuals. It works great except sometimes the
table of contents (TOC) contains broken links. If a text inset contains a
heading, the heading shows up correctly in the TOC, but sometimes its page
number says, "Error! Bookmark not defined."

I think the problem is that when you generate a TOC based on styles or
outline level, Word inserts a hidden bookmark at each heading. If a heading
exists in a text inset, the hidden bookmark (that belongs to this heading)
disappears when the IncludeText field is updated. It disappears because
updating an IncludeText field brings in content from the source file and
these hidden bookmarks do not exist in the source file. That's my
understanding of this problem, but set me straight if I've misdiagnosed it.
;-)

I have experimented with using TC fields to generate a TOC, and so far the
TOC is free of broken links. I have not implemented this solution across all
three manuals yet because I worry about the amount of time needed to enter
TC fields into all three manuals. In the past, I've launched high
maintenance solutions only to find simpler solutions posted on this
newsgroup. Does anyone know of a simpler solution? If no one replies, I'll
just assume that TC fields are the way to go. Thanks! Jose

 

[Stefan Blom]

When a link is broken in the TOC, are you saying that updating the TOC (for
example, by pressing F9) does not fix the link?

--
Stefan Blom
Microsoft Word MVP


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[Jose Valdes]

Yes, pressing F9 fixes the links. The problem is that the "Error! Bookmark
not defined." message appears in the hardcopy and PDF output of the TOC.
When I print my manuals, I often have to print just the TOC and replace
these pages. With PDF manuals, I have to PDF just the TOC and replace the
PDF pages. Printing or PDFing a manual updates the TOC, and updating breaks
these links about 50% of the time.

You know, I hope I don't seem like I'm whining. This intermittent issue
isn't the worst problem that Word has thrown in my way. But it would be nice
to produce a final copy of my manuals without having to take an extra trip
to the printer or re-edit my PDFs. ;-) Thanks!

 

[Suzanne S. Barnhill]

If updating the TOC causes rather than cures the problem, then try locking
it before printing or PDFing. Ctrl+F11 to lock, Ctrl+Shift+F11 to unlock. Or
you can paste the working TOC into a new document, immediately unlink it
(Ctrl+Shift+F9) and then print to printer or PDF.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

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[Jose Valdes]

Thanks! I suspected that I was overlooking an easier solution than inserting
TC fields all through my manuals. I'm glad I invested a little time in this
newsgroup rather than lunging ahead into a less than optimal solution.
Thanks again! José

 

[Kim]

Is it possible to see whether the locking is enable or disable ?

If not, then it doesnt work for me. Here is what I did:
1) opened new document
2) typed some text and added header 1-3 onto the text
3) added a TOC above the text
4) checked "view printpage" to confirm the TOC links were error-free.
no errors
5) deleted a header text. TOC link didnt change.
6) checked "view printpage" again. now it reports "Error! Bookmark not
defined." for the text i deleted
7) when exited from "view printpage" to the layout, the TOC had been
changed

I repeated step 1-4 again. this time i hit ctrl + f11 before deleting
(step 5). step 6 and 7 were the same as earlier.

I used Word 2007.

 

[Stefan Blom]

Note that you must select the field that you want to lock before pressing
Ctrl+F11.

When a field is locked, the Update Field command is greyed out on the
right-click (context) menu.

--
Stefan Blom
Microsoft Word MVP


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