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: Using RD Fields with Chapter Headings.

Using RD Fields with Chapter Headings

by Allen Wyatt
(last updated April 9, 2016)

1

When putting together complex documents, it is not unusual to break the document into small, manageable parts (such as chapters or sections) and store each of these in its own document file. When it comes time to create an index or table of contents for these different documents, you can use the RD field to reference the different component documents.

One problem with this approach is that if you use Word's heading numbering feature to number your heads in each referenced document, then updating the template sheet for the documents can play havoc with the heading numbering in all your documents. For instance, if you use automatic heading numbering to assign the chapter number, then update the template for the documents, the numbering you assigned is all reset.

One way around this problem is to use different field types. In this method you use the SEQ field to control your chapter number references. This field allows you to set up a sequence counter for your documents. Most often it is used for different sorts of counting references within a single document. However, you could also use it for your chapter number references across multiple documents. For instance, let's say the second chapter was named "Reflections on My Life." The following would be the way you would code the chapter header, at the beginning of the chapter's document:

Chapter {SEQ chap \r2} Reflections on My Life

In this case, "chap" is the sequence identifier, and \r indicates that the sequence starts with the number following it. Thus, the only difference for other chapters would be to change the number following the \r switch and the chapter title. It is very important to make sure that your sequence identifier is the same in each chapter file. (You wouldn't want to use "chap" in one file and "chapter" in another.)

In the header or footer of each chapter (wherever your page numbers occur) you can then use the following:

{SEQ chap \c}-{PAGE}

This results in the same sequence number (your chapter) being used over and over again, followed by a dash and the actual page number. When you put together the document for your TOC, you can include your RD fields to reference the chapter documents, and then include a TOC field similar to the following:

{TOC \o"1-2" \f  \l"1-2" \s chap}

The important part in this field is the inclusion of the \s chap switch. This tells Word to utilize the sequence identifier you set up in each file (in this case, "chap"). If desired, you can create your TOC field using the Index and Tables option from the Insert menu. You can then modify the resulting TOC field to make sure it includes the \s switch.

When creating your index, you use method similar to creating your TOC. The field for your index may look similar to the following:

{INDEX \c "2" \s chap  \h "-----  A  -----"}

Notice the important use of the \s switch, again.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (8552) 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: Using RD Fields with Chapter Headings.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Making Ignore All Work for a Document on All Systems

When you tell Word's spell checker to ignore all instances of a misspelling, you may expect that the misspelling will be ...

Discover More

Understanding ZIP Folders

Need to move a lot of information to someone else? The answer may be to store that information in a ZIP folder. Here's the ...

Discover More

Missing PivotTable Data

Wonder what happened to the data behind a PivotTable? It could be in a number of places, and tracking it down could be a ...

Discover More

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!

More WordTips (menu)

Copying Form Field Contents

Are you developing a form with Word? In some instances it is advantageous to copy whatever is entered in a form field to ...

Discover More

Locking a Field

When you use fields in your document, you may want them to not change from a particular displayed result. You can lock ...

Discover More

A Quick-and-Dirty Word Count

Word provides a tool that counts the number of words in a document. Here's an alternative method of calculating the number of ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 6 - 0?

2016-11-14 16:15:09

Paul D\'Elia

I just unsuccessfully spent a half hour entering 15 search questions trying to find out what your "RD" means. Please send me an email explaining/defining it. Thank you.


This Site

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.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.