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Microsoft Word – How to Cross-Reference a Sequence Number

April 9th, 2010 2 comments

This post was shamelessly copied from The Occasional Tech.

If you found this post, then you are getting into the more advanced areas of Word. Namely, creating sequences, presumably to form your own custom lists. Sequences are a simple yet powerful tool which allows you to create an automatically-incrementing sequence of digits. As a software professional, I use this feature a lot when creating ordered list of tests or requirements.

A sequence is a type of Field in Word.
To create one, you just click on the Insert menu, then Field…
Change the Categories value to Numbering, and select Seq in the Field Names box.
In the Field codes box, add a unique name, e.g. MySeq, after the word SEQ. Leave a space between SEQ and the sequence name.

You can also add options which control the way the sequence is displayed, but that is out of scope. A good site to look at is: http://office.microsoft.com/en-us/word/HP051861901033.aspx?pid=CH061047291033.

When creating a sequence you give it a name and I believe you can have an unlimited amount in your document. You often combine a prefix with the sequence, e.g. E1, R1, N1, to indicate which sequence is being used. Another common way to use them is to place the sequence field in a table cell, as a way of numbering each table row.

Anyway enough of the general stuff – amazingly, in Word (up to 2003, haven’t checked in 2007) you cannot just go ahead and cross-refence a sequence. You would think this would be a normal feature, as it is a common task to want to reference a sequence number elsewhere. For example you may want to say “see requirement R37” and reference sequence number 37 in the Requirements sequence.

So the way you accomplish this is:

Go to each sequence value you want to reference.
Select the whole item, including the sequence number and any prefix/suffix.
Click on the Insert menu, then Bookmark…
Under Bookmark name, create a unique bookmark name, e.g. Req37.
Click Add.

You sequence value is now bookmarked.
Now you can reference it elsewhere:
Click on the place in your document where you want the cross-reference to be placed.
Click on the Insert menu, then Reference, then Cross-Reference…
Select Reference Type “Bookmark” and select “Bookmark text” in the “Insert reference to” list.
You will see your bookmark in the list. Click on it, then click on the Insert button.
You should see the sequence value inserted into your document.
Test it by Ctrl-clicking on the reference.

That’s it! Hope that helps.

Categories: MS Office Tags:

Annoying Message When Starting Outlook 2007

February 17th, 2010 No comments

Sometime ago, I started to get an annoying error message when I tried to run Outlook 2007. The error message was: “There was a problem reading one or more of your reminders. Some reminders may not appear.” I googled around and found the solution in a thread on the Microsoft forum. Poster CLF provided a solution which worked well for me. Here is what CLF wrote in his post:

I was getting the same error message and this post guided me in the right direction. Somehow, my main Outlook file was “open” twice. To fix, in Outlook 2007, go to Tools menu, select “account settings”, select the “data files” tab, and see if your Outlook PST file is listed more than once. If so, select “remove” for the one that does not show as your default.

Categories: MS Office, Tips and Tricks Tags:

Apply a Template to Existing Presentation in PowerPoint 2007

August 17th, 2009 No comments
  1. Click “Design” tab -> Click the arrow next to the theme gallery so the gallery opens.

    Click Theme Option
  2. Select “Browse for Themes …

    Click Browse Themes ...
  3. Change the file type to “All files” and navigate to your .pot file. Or leave the file type as it is, and navigate to a .thmx, (.potx, .pptx, or .ppsx, etc.) file.
  4. Clicke “OK” to apply the template.

Create a Widescreen Presentation in PowerPoint 2007

August 16th, 2009 No comments

Since widescreen displays are popping up everywhere, sometimes you may need to show a presentation in some widescreen monitors. Using widescreens for presentation display is a great way to use all the available pixels on these new screens around us. In PowerPoint 2007, setting up widescreen presentation is easier than ever, just follow these steps:

  1. Click “Design” Tab -> go to “Page Setup” group -> click “Page Setup” -> go to the pop-up “Page Setup” dialog.

    Page Setup
  2. Click the drop down list called “Slides Sized For” -> Pick one from the two new options for widescreen: “On-screen Show (16:9)” or “On-screen Show (16:10)“.

    Slide Size

[ Note: you should set up your slides to widescreen before you create contents. If you change from standard to widescreen after you have content on your slides, many objects like texts and images will be stretched wider and distort their appearance. ]