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.
Written by Allen Wyatt (last updated September 21, 2019)
This tip applies to Word 97, 2000, 2002, and 2003
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.
Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step today!
When you use the FILENAME field in a document, it can include the full path name that leads to your file. This might be ...
Discover MoreYou can use the FILENAME field to insert a document's filename and, optionally, the path to that filename. However, if ...
Discover MoreAccurately and repeatedly referencing information within a document is a common task that needs to be done. One way to ...
Discover MoreFREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)
Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.
Visit the WordTips channel on YouTube
FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
Copyright © 2024 Sharon Parq Associates, Inc.
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:
Comments