Importing cross references from Word doc

I have a lengthy Word document containing many cross references that I would like to import and maintain in my InDesign document. Can this be done?

Please post this in the InDesign forum. This forum is for DPS specific issues only.
Bob

Similar Messages

Successfully importing cross-references from Microsoft Word into InDesign?

Hello --
I am laying out a series of long documents (~130 pages each) in InDesign CS5.5.
The writer for the project has used cross-references in MS Word for areas like the TOC, index and page references ("See page X for more information").
Is it possible to import these cross-references into InDesign so that the InDesign document functions like the Word document with the cross-references?
I am thinking no because I am having a ton of trouble with it so far, but wanted to get a definite answer from an expert.
When I import the text, the cross-references appear in InDesign in the Hyperlinks/cross-reference panel. However, InDesign says they need to be updated based on the way the text flowed in InDesign. And when I click the auto update button, all sorts of funky stuff happens and basically -- the cross-references create a bunch of typos and become junk.
Thoughts? Knowledge on this topic?
Thanks in advance!!

wikiElvis wrote:
Hello --
I am laying out a series of long documents (~130 pages each) in InDesign CS5.5.
The writer for the project has used cross-references in MS Word for areas like the TOC, index and page references ("See page X for more information").
Is it possible to import these cross-references into InDesign so that the InDesign document functions like the Word document with the cross-references?
I am thinking no because I am having a ton of trouble with it so far, but wanted to get a definite answer from an expert.
When I import the text, the cross-references appear in InDesign in the Hyperlinks/cross-reference panel. However, InDesign says they need to be updated based on the way the text flowed in InDesign. And when I click the auto update button, all sorts of funky stuff happens and basically -- the cross-references create a bunch of typos and become junk.
Thoughts? Knowledge on this topic?
Thanks in advance!!
I can't speak to general or specific causes of your cross-reference problems. However, I believe that InDesign x-refs behave a bit differently in CS4, CS5, and CS5.5, and if you have either of these earlier releases, you might try them for comparison.
Also, you might want to look into the free trial of DTP Tools' cross-references plug-in for InDesign, at dtptools.com, to see if it's more successful than InDesign's built-in x-refs.
HTH
Regards,
Peter
Peter Gold
KnowHow ProServices

Maintaining internal word cross references in word import

I'm using RoboHelp 9.0.1 trying to import Word 2007 (docx) in order to generate a WebHelp. I have adjusted my style mapping in order generate an appropriate TOC with books and matching sub chapters, which works fine. However, internal Word cross references from the original Word document are not transformed into hyperlinks.
I have already tried/verified the following:
- The "convert cross references to hyperlink" option is checked in the RH-Word import settings.
- I also tried fiddling with the Framemaker options as it is suggested in another thread (see beneath), with no success.
- Within the Word source document I tried both options with "use hyperlinks instead" when creating cross references.
- The RH-HTML source, in all of my attempts, does not show any links in the corresponding locations.
What may I be missing here? According to another, similar thread, the feature should work and is really not that challenging:
"RH9 - Can not create ANY links in linked Word documents"
http://forums.adobe.com/thread/854095?tstart=0

In my testing, I got a link in the RH topic, but it wanted to launch the target Word doc instead of jumping to the desired RH topic. I'd say this sounds like a bug - so go ahead and report it.

Cross references from a word file

I've already read on this forum Indesign (CS6) has problems with cross references in Word files. (I mean dynamic references like "see page/paragraph/chapter x".) Whenever I see them, I just delete them in Word and update them manually in the final draft. (By the way, as a standard, I save Word files as Word 97-2003.)
The problem is (luckily, I should say), this Word feature is hardly used, so for the book I'm working on, I forgot to check.
I only noticed when I had worked for a full day on it in Indesign. The next day I could't open the Indesign file anymore. Well, **** happens, so I started anew. Next day, same problem, so I contacted the Adobe helpdesk; they couldn't reopen the file either.
Third try. Now I made copies before closing the document, first testing if I could reopen them. I already had guessed these cross references were the problem. They appeared as a tiny blue double dot in the text (a bit like the upper half of the marking for index codes). I couldn't find a way to search for them, so I searched the Word file for field codes and removed them manually in the Indesign file. All of them, I thought.
I closed it and reopened it a few times, no problem. No need to check anymore and first make a copy, I thought. I sent a pdf of the first draft to the author, processed his corrections, closed the document.
The next day I couldn't reopen it.
Now I'm not the kind of guy that gives in too easily, but before I start doing this book for the fourth time, I would like to be sure it will be the last time. So:
-     Is there a way to reopen this InDesign file?
-     Is there a way to search for these corrupted (?) reference codes in the Indesign file? (I still have a 80% ready copy of the Indesign file I can use.)
-     Will removing all of these codes be the final solution,or should I remove the codes in the Word file and start completely anew? Of course that wouldn't make me very happy.

Forum participants are not Adobe employees. We're users like you who volunteer to share what we know.
Thanks for the added details.
Usually someone somewhere in the forum's global audience is awake and eager to participate at almost any hour. However, "super storm" Sandy in the USA has caused massive losses of power, transportation, and communication, so responses may be delayed for some time.
HTH
Regards,
Peter
Peter Gold
KnowHow ProServices
Fritschy wrote:
Thanks for your compliments, although they don't bring me any further.
The version is 8.0.1, I always update when I'm prompted to do so by the update centre. As far as I know it is an international version.
Still, I would guess the InDesign developers could tell me something about that ':' marker. I suppose the software didn't invent it itself.

Cross-references in printed doc

I am thinking about converting a FrameMaker book to RoboHelp,
where I can generate it as CHM or PDF. But I don't want to lose the
page numbers in cross references. RoboHelp seems to convert them to
hyperlinks, which are included in the resulting printed
documentation (DOC). But I would really like to include page number
references as well in the final PDF. Has anyone found a way to do
this?

There's no easy way to do this. RH doesn't include any
sequence that will convert to a cross-reference in Word, and
inserting multiple cross-references in Word isn't as easy as
executing a find-and-replace command. The best workaround I've
found so far is this:
1. In your RH doc, include a reference that is easily
distinguished from other text. For example, "For information on
Project Beta, see page BETA."
2. Generate the Word document.
3. Find the first instance of "BETA."
4. Insert a cross-reference to the page number of the Beta
heading.
5. Toggle the field code.
6. Copy the field.
7. Find the next instance of your special text ("BETA" in
this example).
8. Paste the field reference.
9. Repeat this process until you're finished.
Unfortunately, the field code references change each time you
generate the document. Equally unfortunately, Word won't recognize
regular braces and text as a field code reference - you have to use
the Ctrl+F9 sequence to generate them manually. So you can't just
generate the document, insert the first cross-reference, and then
replace "BETA" with {PAGEREF _Ref### \h} across your entire
document - it won't work. Instead, you must visit each reference
and paste the field code sequence manually.
If someone else can improve on this process, I'm sure a lot
of people would be happy. If not, it's the easiest workaround I've
seen here, so you might find it useful.

Converting cross references from Frame

I am importing my Frame files by reference in RoboHelp (using
Technical Communication Suite). I have mapped my "Heading &
Page" cross reference style to the <$paratext> building block
to drop the page numbers from the cross references. I cannot for
the life of me get these to import correctly. When I import the
chapters, the cross references still contain the page numbers. In
addition, they are not hyperlinks, as they are in Frame.
Double-clicking on the imported cross reference links does nothing.
I am desperate to get these to convert properly - I have 34
chapters to import from my user guide!!

Yes, I applied all of the patches and same problem.
What I did yesterday afternoon was to save the source FM file
as MIF and take a look at the markers. The cross reference markers
that were failing to move over had an \xod at the end. I posted in
the Framemaker forum and discovered that this was the hexadecimal
for a carriage return. As for why there would be a carriage return
at the end of some of my cross reference markers I have no idea and
I assure you it was not because I hit ENTER.
However, I have been having some success this morning in
deleting the cross reference markers and reinserting them. Of
course, this messes up all of the other cross reference pointers
throughout the book. It may be that if more than one cross
reference is made to a single source (e.g., the marker is used more
than once) the \xod appears. I am not yet sure. In between the
time-consuming and focus-grabbing Force Updates and the frequent
RoboHelp crashes during the Force Update process it takes some time
to discover. Framemaker never had a problem keeping track of my
cross references \xod or no.
I still have the problem of two cross references right next
to each other causing a Fatal Error when I try to compile. So I
have to add some spurious word like "and" and it won't even let me
make this word white. So I basically have to rewrite my source
document.
Any patches planned? Also, please consider an upgrade to the
server hosting this board: it is extremely unresponsive.
Thank you,
Z.

Hidden formatting held over from Word doc conversion

Our company is shifting our product manuals from Word docs to InDesign. I'm a newbie to InDesign, and I have just converted my first attempt using File>Place. This was a moderate size file (15MB), with a lot of embedded images, diagrams, and formatting. Although some of the text formatting didn't convert properly, the clean up has been easy. The biggest issues I've found are residual page and section breaks that needed to be manually removed from my text frames.
My boss, however, is hesitant and concerned that there might be some "hidden" formatting that carried over from Word that will ultimately undo all my progress and wreck havoc with the new ID document when we least expect it. Is there anything I should be looking for in particular?

ML,
This topic was just discussed at InDesignSecrets.com in the last two podcasts.
Go to:http://indesignsecrets.com/category/podcasts
You will find out almost everything you want to know about importing Word files. Especailly check out the part on "Maggy-ing" the Word file, this might be what your boss was concerned with.

Remove Header and footer from Word Docs

Is it possible to remove the header/footer from Word docs?
The html output from ctx_doc.markup gets the header/footer and (specialy)page numbers all messed up.
[]'s
thanks

Please define 'messed up'. I'll reproduce here and then try to find a cause/solution. I checked a couple of other forums and Metalink with no good discussion on the topic.
-Ron

Importing a document from Word. How do I change the tabs for the whole document?

I am new to pages. In importing a document from Word, the tabs are all messed. The help topics work fine for adding/changing tabs... only it applies to a single line. I cannot locate info on how to change the settings for the document. Any help?

d,
A set of Tab stops applies to a Paragraph (not a line). A change in stops will apply to all paragraphs selected. A good way to make all your paragraph styles the same is to set up one paragraph the way you want it, then Format > Copy Paragraph Style. Then Select the entire document (Command-A) and Format > Paste Paragraph Style.
Shortcuts for Copy Paragraph Style and Paste Paragraph Style are Shift-Command-C and Shift-Command-V.
Jerry

Importing a TOC from Word

Apologies as always if already mentioned, but could not find it...
I have a large PDF I produce regularly from multiple other PDFs. The large PDF has a 'custom' TOC that I keep in a Word document (i.e. I don't use the bookmarks created by Adobe). I'm looking for a way - if it exists - to 'import' the TOC from Word to populate Bookmarks in Acrobat. Doesn't have to be Word - Excel or even Notepad would be fine. Acrobat 8 Professional on a Wintel box running XP.
Thanks in advance for any help.
Nicky 1

Yes, you can automate getting the text into bookmarks. In your list document, I suggest creating and applying a custom style for your bookmark-text paragraphs.
Then create a PDF from your list document, but specify that PDFMaker create bookmarks for paras with the custom style. This results in a PDF with your bookmarks -- they don't link to the right location yet, but they do contain the correct text.
You can even create a multiple level structure of bookmarks if you use more than one custom style etc.
It's just like creating bookmarks in a normal document, but your list document doesn't have any content other than the "headings" you want to convert to bookmarks.
Bear

Importing cross references in R12.1 using an API

Hello All,
Is there any API to import cross references in Oracle R12.1.Basically the API should insert records in to mtl_cross_references_b table.
Any pointers will be of great help.
Regards,
Sumi

Index cross references are designed to enable you to have
index keywords that when clicked redirect the user to another
keyword. For example I use them for acronyms to redirect users to
the longer version. Are you cross references topics inside the
project? If so, can't you use the index cross references by
indexing in the same manner? If the cross reference you want is
outside the project, using the index is not the way I'd suggest.
Why not use a link in a topic to a URL, file, etc. You may be able
to do what you want through a redirect topic but I haven't looked
into this. Come back with some more details if I am off the
mark.

Import Glossary from Word Doc?

Hello!
Is it possible to import the contents of a Word doc into a
project's glossary, rather than having to create from scratch
and/or cutting & pasting into the Glossary?
I saw nothing about this in LiveDocs or the Forum...
If I have a Word doc, what styles should be applied to the
term and to the definition?
Thanks in advance!
Kathy

Hi Kathy
Yes, it's possible. However, keep in mind that the Glossary
file exists as a simple ASCII text file. Thus, no formatting is
allowed. I might suggest the following approach:
Add a single term to the Glossary using RoboHelp. Then sneak
behind the scenes and open the ProjectName.GLO file with Windows
Notepad. Note the structure. Now format the text in your Word
document to follow the example you just looked at. You could then
select it all, copy and paste into the .GLO file.
Cheers... Rick

Images not importing from Word doc

SORRY MODS - Accidently posted this in the HTML Help forum
I'm having trouble getting my images placed in a Word
document to import ito my project. I have RoboHelp 2002 and first
experienced the problem there, thought I'd try the upgrade to see
if that fixes the problem. It did fix my step numbering problems
(all steps were numbered Step 1), but the image import problem
remains. The images are .jpg images and most were placed in Word
using Insert Image. Some were just copied and pasted. Regardess of
how the images were included in the doc, none come through in an
import. Am I doing somethig wrong? I've tried importing it as a
Word 2000 and a Word 2003 doc with no luck.
Thanks in advance for any advice!
Mike

I had the same issue and could get no good advice on how to
fix it. What I finally did was take the embedded images from the
Word doc and save them in another location. I then inserted them
back into RoboHelp after I imported the Word doc. It's a little
tedious, but it worked.

Question re Create PDF from Word doc

Hi
I am trying to create a pdf from a Word document (Word 2007, Acrobat 8 Professional), and am having lots of trouble with images,fonts and document overhead. With the fonts, i generate the PDF by saying Create Pdf from the plugin in Word. I specify in the Preferences that fonts are not to be embedded. I then open the PDF and access PDF Optimiser -> Audit Space Usage, and it says that fonts take up like 20% of the document, however there are only like 10 lines of text in Arial (9pt), and 6 titles also in Arial (Bold). I dont understand why Font is taking up so much space considering that i have elected not to embed fonts (if i go to the Fonts section in the Optimiser, it shows both embedded and unembedded panes blank).
With the images, i have 2 jpegs in the footer, that are compressed (JPEG -> Low). The other thing i am struggling with is the headers and footers, if i generate the PDF from the Word doc with Headers/Footers, then images take up over 15% of the document. Not sure if there is a way to add headers and footers within minimum impact of filesize? I have tried checking everything in the 3 categories of Dicard Objects, Discard User data and Clean Up. but the Document Overhead remains at 35%.
What else can i do to get these filesizes reduced?I have been researching this for days and have not come across anything that has helped.I have tried to PDF print, i have changed the font to like Courier, ensured no thumbnails or bookmarks, ensured JPEGs are not embedded in the doc, tried Save As, Save As under a different filename - basically anthing you can find on the net i have found and tried, but still cant fix this!!!! please, if anyone knows acrobate 8 better than me / or knows what the problem is, please advise????
Thanks very much.

The colors and size in a graphic needs to be done in a graphics editor. What type of editor would depend on the use of vector graphics versus bitmap. Sometimes vector graphics are larger than bitmaps if you are using a lot of lines that would display better as just a splotch of color. Such are the variations between vector and bitmap graphics, but important if you are looking for size reduction. For a bitmap, I would do the sizing and color depth with IrfanView, but you should be able to do that with PhotoShop if you have it. Vector graphics can be adjusted in Illustrator. The size of vector graphics is not an issue since they are scalable, but the size of a bitmap is important since your are looking at individual pixels and that depends on size. The point is that if you can adjust the color depth and size for the desired pixel resolution, the bitmap is optimized for the conversion to PDF from WORD.
As I mentioned, the smallest file size job options should minimize font storage in the PDF. Checking with the PDF Optimizer does not always give you all of the fonts. I am not sure why. It is better to check the font tab in the document properties to see what has been embedded. There is a preflight macro to embed fonts, you might check to see if there is one to delete fonts (I have not checked on that). Sometimes you can play with the reprint of a PDF, but that is not an option that is generally recommended, particularly if you have any tagging or such. Of course, tagging can really bloat a PDF, but is needed for a variety of reasons such as format for saving back to WORD (not a great workflow), accessability, and related issues. In another topic, there is some discussion of the purposes of tagging and bookmarks. However, the tags and bookmarks take space if that is really an issue for you. The latter are avoided if you use the print to the Adobe PDF printer and do not use PDF Maker in the PDF creation process. Again, there is a trade-off here in terms of size and functionality, particularly accessibility compliance.
Not sure I am helping as I run on, but sort what might be useful for you.

Can't create pdf. from word doc when edited photos are included

Or for that matter, from any photo which has been imported from my camera through lightroon, which happens everytime I download shots to my harddrive. I create .pdf tutorials which include process shots and text; whnever I include shots which have come through lightroom, I get an error message telling me that the flies in question are in use with another application. There must be a workaround for this, right? Why can't an edited photo be included into a word doc and then converted to a pdf?

You must have a program open with the image file or you would not get this message.
I just did a test run. It works perfectly with my images. I tried it with a JPG and I tried it with a TIFF.
Word imported them into the document and exported the document to PDF.
The TIFFs were created in Lr by exporting, and they are in the Lr catalog. So Lr is not the culprit for you rproblem.
What I sometimes forget when I edit / change a Word document is that a PDF already created has to be closed. When I don't like my PDF and just go back to Word, do some changes and export again to the same PDF, i.e. overwriting the existing PDF, then the PDF cannot be created. The PDF that needs changing must be closed before another export can happen.

Importing cross references from Word doc

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