tj@CIS.OHIO-STATE.EDU (Todd R Johnson) (02/12/91)
How to Use EndNote to do Auto-Numbering and Cross-References Although this is written with Word 4 in mind, it will work with any WP supported by EndNote. One of the problems with Word 4 is its inability to automatically number things like figures and equations and produce cross-references to them. Word 5 can do this, but so far I've not heard of a firm release date for the Mac version of Word 5. One solution is to use a sharware product called WordRef. WordRef allows you to do auto-numbered sequences (sort-of), cross-references, and bibliographies; however, Wordref has some significant limitations. First, you have to increment variables for each item. Thus, a figure caption might appear as: Figure <<##figure:figure+1>><<#figure>>: Mac vs. Next. Second, it uses the Print merge facility in Word which is limited to 128 fields. Since each auto-numbered item takes two fields, you can only have 64 such items. This is fine for most small to medium sized documents, but not very good for long documents or documents that happen to have a lot of auto-numbered elements. Third, you have to set up WordRef so that it knows what files to use for each document. I found this to be quite a burden given the number of documents that I have and the parts of documents that I often distribute. Fourth, I never really liked the idea of doing a print merge---it adds another step to an already inconvenient process (after all, Word should be doing this itself). Some time ago I bought EndNote for managing references and producing bibliographies. The nice thing about EndNote is that it directly reads and writes Word 4 files. You don't have to set up a lot files or worry about print-merge limitations. Today I realized that you can use EndNote to easily produce auto-numbered sequences and cross-references. What you need to do is set up a new bibliography style in EndNote with the citation set to "bibliography number" and the sort order set to "order of appearance." Everything else should be left blank. I called my style, figure. To use this just create an EndNote reference library for each auto-numbered sequence in your document. For example, if you want to auto-number figures and equations you will need two libraries in addition to your reference library. I only have figures in my dissertation so I created a library called "dissertation figures." For each auto-numbered element in your document you need to think of a unique symbol that doesn't correspond to any of the author names in your bibliographic library. For example, I use "hc1" for one of my figures. Add these labels to the appropriate EndNote library as the author name (e.g., I added hc1 to my figure database). The EndNote reference type of the entry doesn't matter. Whenever you want to number or refer to the element, just insert [symbol] in your text. For example: See figure [hc1]. and Figure [hc1]: Mac vs. Next. When you are ready to print your document, start EndNote and open your reference library and all your auto-number libraries. Select the reference library and format the paper. Then select one of the auto-number libraries, change the style to figure (or whatever you called your auto-number style) and format the result of the reference library. Repeat this for each auto-number library. There are a few limitations with this approach. First, you cannot cross-reference elements out of order before they appear in sequence. For example, you can't produce: ...as shown if figure 10 (see figure 15 for additional details). if the symbol for "15" isn't already assigned a value. The problem is that EndNote increments the counter every time it sees an appropriate symbol---It doesn't know if you are using that symbol to number an item or as a cross-reference. I have never needed to do anything like this, so it really isn't a problem for me. You can refer back to a cross-reference once the symbol already has the correct number. You can also forward-reference items as long as the forward-references appear in the order in which the items appear. The second limitation is that you have to keep the libraries updated with all the symbols you use for your sequences. You might find this annoying. I can keep Word and EndNote running simultaneously so it really isn't a big deal for me. The third limitation is that special values are harder to do. For example, it is harder to produce something like: Figure 3-10: unless you do extra work. Finally, I know that Nisus, FullWrite, and FrameMaker can all do cross-references. For numerous reasons I use Word and that is where I need the solution. ---Todd
jeffe@eniac.seas.upenn.edu (George Jefferson ) (02/13/91)
:
: How to Use EndNote to do Auto-Numbering and Cross-References
:
This is a nice explination for people who already own EndNote, or
who dont use MSWord (there are a few of those :-) ), but I like
WordRef and I think it deserves a defense.
:
: One of the problems with Word 4 is its inability to
:automatically number things like figures and equations and produce
:cross-references to them. Word 5 can do this, but so far I've not
:heard of a firm release date for the Mac version of Word 5.
Is Word 5 anything more than wishful thinking?
:solution is to use a sharware product called WordRef. WordRef allows
:you to do auto-numbered sequences (sort-of), cross-references, and
:bibliographies; however, Wordref has some significant limitations.
:First, you have to increment variables for each item. Thus, a figure
:caption might appear as:
:
: Figure <<##figure:figure+1>><<#figure>>: Mac vs. Next.
:
This system isn't very difficult to figure out. Having put some
thought in to it I couldn't dream up a better system.
:Second, it uses the Print merge facility in Word which is limited to
:128 fields. Since each auto-numbered item takes two fields, you can
:only have 64 such items. This is fine for most small to medium sized
Agreed, this is a major limitation. When I wrote the author about
it he promptly sent me a version which can handle an unlimited number of
references. This was quite a while ago, but I dont know if this
upgrade is available by ftp yet or not.
:I
:never really liked the idea of doing a print merge---it adds another
:step to an already inconvenient process (after all, Word should be
:doing this itself).
:
I agree Word should do all of this itself.
I would be happier if Word used some other name besides 'form lettern' :-)
:
: See figure [hc1].
:
:and
:
: Figure [hc1]: Mac vs. Next.
:
: There are a few limitations with this approach. First, you cannot
:cross-reference elements out of order before they appear in sequence.
:For example, you can't produce:
:
: ...as shown if figure 10 (see figure 15 for additional details).
:
WordRef does not have this limitation. (This is the reason for the
somewhat more involved referencing scheme)
:
: The third limitation is that special values are harder to do. For
:example, it is harder to produce something like:
:
: Figure 3-10:
WordRef is more flexable in this department. It will quite happily
auto number your sections, then number your figures and equations according
to the section that they are in. (if you like)
eg.
1. intro.
bla bla bla see figure 2.1
******
******
figure 1.1
2. new section
******
******
figure 2.1
******
******
figure 2.2
best of all, WordRef is shareware
--
-george george@mech.seas.upenn.edunilesinc@well.sf.ca.us (Avi Rappoport) (02/14/91)
In article <9102120556.AA04977@pons.cis.ohio-state.edu> tj@CIS.OHIO-STATE.EDU (Todd R Johnson) writes: > > How to Use EndNote to do Auto-Numbering and Cross-References > This is really great! It never even occurred to us, but it works pretty well. I would like to add one suggestion. When you make a figure reference, use a different citation marker, like Figure <hc1>: Mac vs. Next. instead of Figure [hc1]: Mac vs. Next. That way, you will _never_ have a conflict, no matter what you use for your "author". Just format the document twice, changing the Citation Marker for each format. I added the number range feature to EndNote 1.3 and EndNote Plus. It's only available when you use Citation Numbers and sort by order of appearance and it's on the Edit Styles menu under Citations... (I get to say "I added" so rarely, that I do it when I can. Most of EndNote was written by Greg Sanborn, but he lets me do a little). -- -- Help me justify my online bills: ask me EndNote questions, please! -- Avi Rappoport 2000 Hearst, Berkeley, CA 94709 nilesinc@well.sf.ca.us, 415-649-8176 Niles.Assoc on AppleLink fax: 415-649-8179