Cross-references in a Master Document

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[edit] Description of the Problem

Let's say that a sub-document (an inserted document) of a master document must contain a cross-reference to an element in another sub-document in the same master document. In the case, it is not possible to use the Fields window to define and insert the refrence in the "traditional" manner.


[edit] More Concretely...

Let's say that the master document contains a sub-document with an outline detailing the contents of other documents. Sort of like a table of contents, but more detailed.

In this sub-document, we want the page numbers to appear, similar to a table of contents. For example, we might have the phrase "I discuss the relationship between dolphins and seals (page X)." This "X" must correspond to a page in another sub-document of the master document (it does not matter if the other sub-document is above or below the current one). Because the document is in the process of being written, I do not know what page will be the first page of my chapter on the relationship between dophins and seals. If there is only one reference in my document, I could keep it up to date manually, but then I would be treating my computer like a typewriter.

In this case, it is best to use a reference I call a global reference. Thanks to this reference, the page number will be updated with each change to the page.


[edit] Procedure

Since an illustration is more helpful than a long discourse, the following is an example of the technique;

  • My master document contains a sub-document named dolphins_and_seals.odt<tt> containing a chapter titled "The Relationship Between Dolphins and Seals."
  • my master document contains another sub-document, named <tt>outline.odt<tt> that contains the line "I discuss the relationship between dolphinis and seals (page X)."
  • I want want the number (X) in "page X" to always refer to the page number of my chapter on the relationship between dolphiins and seals, regardless of any changes I make in the document.


[edit] Procedure for the Creation of a "Global" Reference

To create and use this global reference, follow the three steps below:


[edit] Step One: Defining the Reference

It is assumed that a master document has been created, which contains a sub-document <tt>abstract.odt<tt>and the sub-document <tt>dolphins_and_seals.odt.
Action Operation/Result Shortcut
1. Edit the sub-documents dolphins_and_seals.odt In the Navigator, in the section "Links," double-click on the sub document dolphins_and_seals.odt ---
—> NeoOffice opens the document dolphins_and_seals.odt and places it in front.
2. Select the Text of the Reference In this document, select the title "Relationship between dolphins and seals." (or simply place the cursor at the beginning of this title.) ---
3. Open the Fields Window. Under the Insert menu, choose Fields then Other.... ---
—> NeoOffice opens the Fields dialog
4. Choose the Tab Choose the References tab ---
5. Set the Reference In the left column, select "Set Reference"
In the Name (in the bottom right of the dialog box), give a name to this reference, here "relDolphinsSeals"
Attention ! Make a note of the name that you have given to this reference, because it will not appear later!
Tip: select the name of the reference using the mouse, the copy it (Command-c). The name will now be on the clipboard; then you can paste it (Command-v)
6. Insert the definition of the reference Click on the Insert button...
... then close the Fields dialog box by clicking close.
—> NeoOffice closes the Fields dialog box after creating the (invisible) reference.
7. Save the Document Save the document dolphins_and_seals.odt
(And close it, if you do not have other edits to make in it).
Command-s (then Command-w)


[edit] Step Two: Using the Reference

Action Operation/Result Short-cut
8. Open the sub-document outline.odt Bring the master document to the front and double-click on the link to the dub-document outline.odtin the Navigator.
—> NeoOffice opens the document outline.odt and/or brings it to the front.
9. Choose the place where the reference needs to be Select the "X" described above, which appears in the sentence "I will discuss the relationship between dolphins and seals below (pags X).
10. Open the Fields window Under the Insert menu, choose Fields then Other... ---
—> NeoOffice opens the Fields dialog box
11. Choose the Tab Choose the References tab if necessary (if you have followed this procedure to the letter, the tab will already be active.) ---
12. Prepare the Reference In the left-hand column, choose Insert Reference
In the Name field (at the bottom right of the dialog box), type the exact name that you have given to the reference, here "relDolphinsSeals" — or press Command-v If you copied the name to the clipboard.
13. Format the Reference In the right column Format, make sure that Page is selected (because we want the page number where the paragraph is found).
14. Insert the Reference Insert}]...
then close the Fields dialog and click on Close.
Press Return
—> NeoOffice closes the Fields diialog box after inserting the reference in the desired place.
For the moment, the text must be (page 1), which is normal because the document has not yet found the definition of this reference.
15. Save the Sub-document Save the document …
and close it if you do not need to make any other changes.
Command-s (and Command-w)


[edit] Step Three: Verify the Reference

Action Operation / Result Shortcuts
16. Verification Bring the master document to the front and update the links by clicking on this icon Image:BNavUpdate.png in the Navigator; hold down the mouse button and choose "All" from the contextual menu. Confirm that this is what you want to do in the confirmation box that opens.
—> If you have followed these instructions to the letter, you will now see, in your document <tt>outline.odt the correct page number for your chapter on the relationship between dolphins and seals.
Finally, because we have been speaking about it, can you tell me about this famous relationship between dolphins and seals?...



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