Archive for June, 2022

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Word: Format all cross-references as bold

June 17, 2022

One of my clients does work for a [big company], and I do the occasional bit of work for them. The [big company] wants the all cross-references (x-refs) in bold type (e.g. Table 1-4, Figure 2-10, Appendix F, Section 10.8 etc.). But there’s no way that I’ve found in Word to set this as an automatic attribute when creating x-refs (if anyone knows how, let me know in the comments). So bold has to be applied manually, and for a 400p document with hundreds of x-refs, that’s tedious for the authors and for me as the editor when some have been missed.

However, there is a way to bold ALL the x-refs at any time (ideally as one of the finalisation stages when working on a document). And it’s a simple find and replace solution (no wildcards involved!), but you do have to expose the field codes for it to work.

How to do this:

  1. Make a new copy of your document using Save As (this is just in case anything goes drastically wrong—it shouldn’t, but you never know).
  2. Select the entire document using Ctrl+a.
  3. Press Alt+F9 to toggle (and display) the field codes.
  4. Press Ctrl+h to open the Find and Replace window.
  5. In the Find field type: ^19 REF (^19 represents a field and the REF tells Word to look for a field that also has REF as part of its code—this gets all the x-refs but ignores things like the table of contents and other field codes).
  6. Click More.
  7. Put your cursor in the Replace field but DO NOT TYPE anything here.
  8. Click Format.
  9. Select Font.
  10. Select Bold in the middle panel at the top of the Font dialog box.
  11. If your cursor was in the Replace field, then immediately below that field Font: Bold displays. (If your cursor was still in the Find field, then Font: Bold will display under that, and that’s not what you want—go back and repeat from step 7.)
  12. Click Replace All.
  13. When the replace has finished, close the Find and Replace window
  14. Press Alt+F9 to toggle the field codes back to readable x-ref numbers etc.
  15. You may need to update the fields after doing this, just to make sure the bold is applied to them all. To do this, go to File > Print (which puts you in Print Preview mode), DO NOT PRINT, then go back to your document—this updates all your fields. Check your table of contents etc. If all the page numbers are the same, update the table of contents etc. separately as you normally would.
  16. If you’re happy with the changes made, continue using the ‘saved as’ document as your current version, or repeat these steps in the earlier current version you saved from (your versioning processes may differ).

I got my inspiration for this post from this very long webpage, written by Susan Barnhill, one of the Word gurus: http://wordfaqs.ssbarnhill.com/FormatCrossReferences.htm

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Dealing with references and author-date citations: Advice for authors

June 15, 2022

Sue Littleford, from Apt Words in the UK, has some great advice for authors when preparing citations and references, prior to sending the document to your copyeditor. By following her steps in this PDF (https://aptwords.co.uk/wp-content/uploads/2021/08/Avoiding-copyeditor-queries-part-1-references.pdf) you’ll save time and money, and save a lot of frustration and queries from your copyeditor!

As an example, I recently edited a 400p document, which had about 10p of references (about 2.5% of the total pages). Just formatting the reference list alone to conform to the corporate style took me well over 4 hours, plus a similar amount of time to verify that the reference information was correct (checking authors, dates, journal titles, volume/issue and page numbers, URLs etc.). Those 10p took more than 10% of my time—time I charge for by the hour. Checking and formatting references is tedious work, and I’d rather forgo the extra dollars than have to deal with a messy one. If authors, who are familiar with what they’re writing and the sources they’ve used, got those citations/refs in good shape before handing the document to the copyeditor, I for one would be very happy!

Hint: Sue suggests printing out the reference list for checking against the citations. I don’t do that when I’m copyediting—instead, I copy the refs list into a new document, highlight the lot, and put it on my other monitor. As I find each citation, I check there’s an entry for it and if so, remove the highlight for that one. Those with highlights remaining have not been cited, but I do a quick search of the document just to make sure. (Details of my method: https://cybertext.wordpress.com/2009/07/28/editing-terms-and-citations-in-long-documents/)

[Links last checked June 2022]