multiple page numbers

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We are working with multiple documents. The document when complete will reference Volume 1, Volume 2, etc. with a page number that relates to that page in that volume (which can encompass more than one file). This is currently in the footer of the files. In addition, we need a running page number that will show the “physical” number of the page as it fits in the total. To get this, each document would have to have another page number field that would be set to start numbering one more than the last number of the previous file, so we

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Am I right in thinking that both numbers are going to increase with each page – so the last page of volume 1 would be page 24 24, and the last page of volume 2 would be page 32 56??????

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Use the usual {PAGE} field for one series, and teh {AUTONUM} field for the other series.

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Another option is the SEQ field.

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The AutoNum and Seq fields are not available in the document footer. The following appears to have done the trick.

Insert the page number field for the first set of numbers that start with page one, then insert the following field {= {Page}+24} for the second set of numbers that continue the page numbering after the last page in the previous document. This field adds the current page number plus the total number of the pages in the last document. Note: If the pages in the previous document increase, you must change the number that is added to the page field to reflect this change.

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Here is a more general way of creating a formula, which will do what you want with page numbers. I wrote this for someone who was using it for Chapters, but you can modify the text accordingly.

Page Numbering Consecutively Between Files

Suppose you want to number documents consecutively (e.g. Chapter 1.doc, Chapter 2.doc, etc.) & you don’t want to use either Master Documents or Office Binder. For example, if Chapter 1 has 20 pages & Chapter 2 has 30 pages, you want Chapter 2 to start numbering “Page 21 of 50”. Do the following:
In Chapter 1:
1. Open the footer & position the insertion point where you want the page number.
2. Press Ctrl+F9. Word will position the cursor between field braces, i.e. {}.
3. Type PAGE, so that it looks like {PAGE}
4. Move the cursor to the right of the last brace, type a space & “of” (or whatever you wish to separate the two fields.
5. Repeat step 2 (Press Ctrl+F9) & type NUMPAGES, so that it looks like {NUMPAGES}
6. Select the {NUMPAGES} field & go to the Insert Menu & choose Bookmark (or just press Ctrl+Shift+F5). Choose a simple bookmark name, e.g. “bk” (without quotes).

In Chapter 2, you will open the footer, but instead of {PAGE} of {NUMPAGES}, you will use the following formulas:

Instead of {PAGE}, you will use

{ ={ includetext “Chapter 1.doc” bk ! } + { page } }

To do this:
1. Press Ctrl+F9
2. Type =
3. Press Ctrl+F9 again
4. 4. Type INCLUDETEXT “Chapter 1.doc” bk ! I’ll explain in a minute.
5. Use the right arrow key to move past the closing field brace (}), type a space, a +, a space
6. Press Ctrl+F9 & type PAGE, so that it looks like {PAGE}
7. Instead of {NUMPAGES}, you will use { ={ INCLUDETEXT “Chapter 1.doc” bk ! } + { NUMPAGES } }

Note that this is identical to the first field formula, except you add {NUMPAGES} at the end, instead of {PAGES}.

8. You must now select the entire field in Step 7 & bookmark it (just like you did in Step 6 for Chapter 1). Give it the same bookmark name, bk, just because it’s easier to be consistent.

Note that in Chapter 3, you must change the INCLUDETEXT field to refer to Chapter 2. In Chapter 4, you must change the field to refer to Chapter 3, etc.

Note too: it’s important to use the “!” switch at the end of the INCLUDETEXT fields. Since the INCLUDETEXT field refers to a {NUMPAGES} field in a previous document, this switch prevents the fields from updating in the current document. Otherwise, Chapter 2 would start numbering with 31 (there are 30 total pages in Chapter 2) instead of 21.

Finally, this assumes all your chapters are in the same folder. Otherwise, you must use the full pathname & double backslashes in the INCLUDETEXT field, e.g. “C:My DocumentsFolderSubfolderChapter 1.doc”

Hope this helps.

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I am trying to follow these instructions. With my documents, the code is as follows (using Ctrl-F9, etc., to enter it):

{ = {INCLUDETEXT “02 Req.doc” BK !} + {PAGE} of { = {INCLUDETEXT “02 Req.doc” BK !} + {NUMPAGES}

but I am getting the follwoing error message:

!Syntax Error,! of !SyntaxError,!

I’ve checked that my BK footnote exists properly ini )2 Req.doc.

Do you have any ideas as to what I’ve done wrong?

Thanks,

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Maybe it is only in your post, but you have unmatched braces (more open than closed).

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I checked my actual code again, and I made an error in showing the brackets in my post. I actually have them as follows:

{ = {INCLUDETEXT “02 Req.doc” BK !} + {PAGE} } of { = {INCLUDETEXT “02 Req.doc” BK !} + {NUMPAGES} }

I get two syntax errors rather than the desired page counts. Help, please!

Caroline

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I kept working on this and was finally able to get it to work, but only if I put in the entire directory path, rather than just the name of the document. All documents are in the same folder, so theoretically, I should only have to use the document name. Any ideas as to why that doesn’t work? My preference would be to not use the full directory path.

Thanks,
Caroline

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Hi Caroline:
Sorry I’ve been unable to get back to you sooner. With Includetext fields, you generally use the following syntax:
{ INCLUDETEXT “DriveFolderSubfolderfilename” }

The quotes are necessary in case there are spaces & note the use of DOUBLE backslashes. You can only avoid using the complete path if both the target & source documents are in the same folder.

If you want to send me the files in zip format or if you can post them here, I’ll take a look at it.

Hope this helps.

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Hi Phil
A colleague and I wished to do the above today. He uses Word 2000 and I’m on XP. We both followed your directions to the T but he ends up with a !syntax error and I get a !Invalid Character Setting of !Invalid Character Setting:
Here is what I put into the Chap 2 footer
{ = {INCLUDETEXT “Chapter 1.doc” bk ! } + {page}} of { = {INCLUDETEXT “Chapter 1.doc” bk ! } + {NUMpageS}}

My documents are in the same folder and are named Chapter 1 and Chapter 2.

Is there something quirky about 2000 / XP or have we done something glaringly obvious?
The humble pie has been prepared and is ready for eating.

Brian

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Hi Brian:
I assume you’ve looked at some of the previous posts. While I don’t have Word 2002, I know it works in 2000. Did you try putting in the full path & using double backslashes. And you must have bookmarked the {NUMPAGES} field in the previous chapter & then bookmark the combined field (after the “of”) in each subsequent chapter.

If you want, why don’t you post a couple of pages from each chapter here. You can garble the text if you want. Of course, when someone downloads it, their path will be different, but we can take a look at the fields.

Cheers,

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Phil
Yes I did look at the previous posts. I tried putting in the full paths with double back slashes and I still get the same error message. !Invalid Character Setting

Now here is where it all gets a bit strange.

I was checking out Charles Kenyon’s post 91522 description and tutorials about the INCLUDETEXT field. I downloaded his tutorial files to an internet PC at work and then copied it to my own PC. I now had 2 identical copies of the tutorial on different PCs.

Both PCs run the same version of Word (XP) but one PC runs under Windows XP and my own runs under Windows 98.

On the PC running XP the footer was normal and read exactly as expected. On the W98 PC the exact same document footer had the error message as above !Invalid Character Setting

I copied and pasted Charles

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I couldn’t tell anything from your attachment. A picture won’t help (the field codes are blocked anyhow). I wanted to see the actual document or a portion of it. Can you get any INCLUDETEXT field to work on this PC? for any file? even without the ! switch? The only other thing I can think of is that you have some setting under Control Panel/Regional Settings that make one or more characters in the field invalid. Do you get the same problem if you insert everything from the Insert/Field dialog box?

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Sorry that the pictures were unhelpful I just wanted to show how strange the results were.

I am now including the two “Chapters” I am using to test the field codes on the WXP machine. In these I get the field codes to work. I note that if Ihe cursor is in the field and happen to press F9 then the codes no longer work and the only way to resurrect the situation is to close the document without saving.

When I copy these working docs to my W98 PC the field codes give the usual error message.

To say I am confused would be doing an injustice to confused people.
Brian

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Hi Brian:
Sorry for the delay in getting back to you. When I looked at your files, I also got an error message, but it was different. It said: “Error! Unable to open file!” or “!Syntax error, !”, depending upon what I did. It took me awhile to get it to work, & quite honestly, I’m a little confused myself. Here’s what I did to get it to work.

1. If I changed the “Chapter 1.doc” to the full path with double backslashes, it worked.
2. If I went to Insert/File… & then selected the Range… button, I typed “bk” (no quotes). Then I selected the Chapter 1.doc file & inserted as a link right over one of your INCLUDETEXT fields. This worked, but had the full path. However, I could edit out the full path & add the ! at the end, update the field & it still worked!

Now get this!! You had 2 Includetext fields that referenced the same bookmark in the same file. If you compare what I did in Step 2 (which replaced only one of the two fields) with what you had in the second field, they are the same. All of a sudden both fields worked. I cannot figure out why they would not work before, but at least your not alone (small consolation).

For some reason, Word is having trouble with relative paths and I’m not sure why. I even tested this with other files I created and could find nothing on the knowledge base.

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