References won't insert

[Greg Reese]

I have a doc on Windows XP with Word 2002. I just started
having problems inserting references to some of the
headings, figures, tables, and custom items. When I select
Insert|Reference|Cross-reference all the figures, tables,
etc. are present in the list box. However, when I select
one and press the insert button the button goes down but
nothing gets inserted. They don't all fail - inserting
works on some of the cross-references but not on others.

TIA

Greg Reese

 

[Daiya Mitchell]

Do you have Field Codes set to View (Tools | Options, View)? Is it possible
you just can't see some of them?

 

[Greg Reese]

This is a response to Daiya's comment because I can't post
a reply to it directly.

No, I didn't have field codes set to view. I just tried it
though and that won't work. It makes the field appear
instead of the contents, e.g., for the INCLUDETEXT field
you see the field code instead of the text it should be
including. I would think too that if this were the problem
none of the fields would appear instead of just some of
them. Thanks though.

 

[Suzanne S. Barnhill]

Are some of your figure/table captions in text boxes? Word can't "see" text
in text boxes.

 

[Greg Reese]

No, none of them are in text boxes. I just tried inserting
a reference to a chapter. It works for Chapter 7 and
Chapter 11, but not 8, 9, or 10!

 

[Suzanne S. Barnhill]

All of these headings are in one of Word's built-in heading styles? Or are
bookmarked in some way?

 

[Guest]

The headings are in built-in styles, though I believe I
changed the font size. The figures and table captions are
what Word inserts. I then apply a style to them but I
think that also just changes the font size.

Greg reese

 

[Suzanne S. Barnhill]

Note that if you insert a caption for a wrapped graphic, it will be in a
text box. If all your figures and tables are inline, then this will not be
an issue.

 

[Greg Reese]

Actually there aren't even any graphics in the file.
Instead of graphics I have text that says "Insert Figure
xx" here and then beneath that I insert a figure caption.
Similarly, the table are not Word tables but just text
separated by tabs. (These formats are dictated by my
publisher.)

Greg Reese

 

[Suzanne S. Barnhill]

Gotcha. I've type a lot of manuscripts that way in my day. If you've used
Insert | Caption, then I can't think of any reason why the caption would not
be available in the Cross-reference dialog. I assume you're selecting the
appropriate reference type (Table or Figure, as appropriate)?

 

[Greg Reese]

Yes, it seems strange to me too. The caption is present in
the dialog box, the figure or table number is correct but
when I press Insert nothing happens, even though I do see
the Insert button go down. Some of the caption references
do get inserted and some don't.

Thanks anyway.

Greg Reese

 

[Suzanne S. Barnhill]

Are you inserting just the number, the whole caption, or what?

 

[Greg Reese]

I insert the label+number and do not insert as a hyperlink.
Greg

 

[Suzanne S. Barnhill]

I'm afraid I haven't a clue then. Sorry.

 

[Greg Reese]

Thanks anyway for giving it a shot!
Greg

-----Original Message-----
I'm afraid I haven't a clue then. Sorry.





.

 

[Greg Reese]

I don't know if this is related but I just noticed that if
I change text in a chapter title and update the TOC (from
the outline tool bar) the chapter title in the TOC does
not change. The title is in the Heading 1 style.

Greg Reese

 

[Suzanne S. Barnhill]

Are you updating the entire TOC or just page numbers? Try pressing F9 in the
TOC to get a dialog box offering these options.

 

[Greg Reese]

I was updating the whole table by selecting the Update TOC
button. I tried your suggestion of putting the cursor in
the TOC and pressing F9 but then nothing happened. There
was no dialog box, no updating, nada. Then I deleted the
TOC and tried inserting a new one
(Insert|Reference|Indexes and tables ) and got the message

Error! No table of contents entries found.

That would certainly explain why the TOC doesn't update,
but how did that situation come about?

I'm starting to wonder about the styles now. Could they
have gotten messed up? The Help says the TOC entries must
be based built-in heading styles or outline-level formats.

By the way, what does "There are too many edits in your
document." mean?

Now I've found another problem - I can't insert a
bookmark. When I select Add from the dialog box the box
disappears but the bookmark isn't inserted. I have the
options set to see the gray bracket for bookmarks so I can
tell it's not there. Also, if I try to go to the bookmark
(Ctrl+G) it's not in the list.

Sigh.

Greg Reese

 

[Suzanne S. Barnhill]

Wow! What a load of problems. You might want to treat the document as
corrupt; see http://word.mvps.org/FAQs/AppErrors/CorruptDoc.htm

The original problem with the TOC might have arisen from the TOC field being
unlinked. As for the "No Table of Contents entries found" message, the best
way to troubleshoot this is to look at the TOC Options and see what styles
are marked for inclusion. Styles with a built-in outline level will be
included by default, but you can also select custom styles by typing in the
appropriate level (and remove the built-in ones by deleting the number).

The "too many edits" message may mean that Word is struggling to maintain
the Undo list. Saving, closing, and reopening the document periodically
should help with this.