Cross-referencing to page numbers

P

Peyton Todd

Hello. I'd like to post this to the numbering Newsgroup, but it never appears
in my 'Select a discussion group dropdown listbox...

The problem is that APPARENTLY page number references in one Word version
don't work in another (or did I do something wrong)? I have two computers
(one never goes to the internet, to protect my research from its dangers). On
THAT computer, I put in a couple of named bookmarks, with page references to
them elsewhere. Put the .doc on a ZIP disc and copy it to my other computer,
and now both of the references say page 2, although they should say 11 and
12. The links still work, though. You can Ctrl-click them and go to the right
place. And you can re-build the page references on the second PC, and they
work. Bookmarks still there in the menu to choose from, and then the page
numbers appear in the document as they should, 11 and 12.

I say different versions of Word because the first PC has
Reference|Cross-reference in its Insert menu, while the second simply has
Reference. However, both say Word 2000 in the Help|About section, although
the first has 10.2627... in parentheses, while the second has 9.0.2720.

Other differences: 'Invisible' table borders are (barely) visible on the
second PC but not the first; LISTNUM references appear with a gray backround
on the first PC but not the second. And I have a navigation menu on my second
PC Word version but not the first (with Back and Forward arrows, etc.) I
suspect the latter MAY be something I can set somewhere. What about the
others?

Thanks!
 
S

Shauna Kelly

Hi Peyton

The machine with Insert > Reference is Word 2002, which is part of Office
XP. That's Word 10 (and the .2627... denotes particular service packs or
patches that you have applied). When you do File > New, or Format > Styles
and Formatting, or press F1, you see a task pane on the right hand side of
the screen right?

The machine with Insert > Cross Referrence is Word 2000. That's Word 9. When
you do File > New, or Format > Styles or press F1, you don't see the task
pane, right?

So, we'll go through each issue one by one.

1. Page numbers

For what it's worth, I've taken documents back and forth between Word 2003,
Word 2002 and Word 2000 almost daily, and have done between those three
versions almost every day for 2 years. And I've never had a problem. So I
don't think that is the cause of the page numbering problem. When you open
up the document on the second machine, what happens if you do File > Print
Preview? Are the cross-reference page numbers correct? If so, then problem
was that the cross-reference fields weren't updated. Print > Preview forces
most fields to update.

You can also update all fields in the body of your document by doing ctrl-a
(to select all the text) and F9 (to update the fields). And, make sure you
have ticked the box at Tools > Options > Print > Update fields. That will
force fields to be updated when you print the document.


2. Table borders and gridlines

Tables may have borders. You get to decide whether you want borders using
Format > Borders and Shading. Borders print.

Tables all have gridlines. You don't get to decide whether the gridlines
exist (they are the "markers" that distinguish one cell from another). But
you do get to decide whether to view them using Table > Hide Gridlines or
Table > Show Gridlines. Gridlines never print.


3. LISTNUM references with a grey backgrond

LISTNUM references are a field. So are cross-references, page number fields
and lots of other clever things you can do with Insert > Field. You can
choose how you want fields to display with Tools > Options > View in the
Field shading box. Field shading never prints. One advantage of setting up
Word to shade field codes always is that you can instantly see where a field
is, and know that it is "special" text that has been generated by a field.


4. Navigation menu

I think what you're seeing may be Word's Web toolbar. You can turn it on or
off using View > Toolbars.


Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word
 
P

Peyton Todd

Hi Shauna. The page reference thing seems to be working now, so I guess I
made some mistake. As to the rest, thanks for answering my questions.
Peyton
 
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