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Maintaining Fields in a Merged Document

Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Maintaining Fields in a Merged Document.

Jacqueline asked if it is possible to maintain cross-reference fields in a merged Word document. It seems that when the merge is done, the cross-references are converted to plain text.

Word is actually designed to behave this way, and for good reason. Consider your source document for just a moment. If you have a cross-reference to a paragraph, that is fine. Now, suppose you merge this source document with ten data records. Now, instead of one referenced paragraph you have ten copies of the same paragraph—all in the same document. To which of the ten paragraphs should the cross-reference exist? Now imagine the cross-reference confusion if you merge with fifty or a hundred data records. Since Word has no way of knowing how the cross-reference should be maintained, it converts the cross-reference to plain text.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1736) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Maintaining Fields in a Merged Document.

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