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From: tj@CIS.OHIO-STATE.EDU (Todd R Johnson)
Newsgroups: comp.sys.mac.apps
Subject: Using EndNote to do auto-numbering and cross-references
Message-ID: <9102120556.AA04977@pons.cis.ohio-state.edu>
Date: 12 Feb 91 05:56:31 GMT
Sender: tj@tut.cis.ohio-state.edu
Lines: 97


	How to Use EndNote to do Auto-Numbering and Cross-References

	Although this is written with Word 4 in mind, it will work
with any WP supported by EndNote.

	One of the problems with Word 4 is its inability to
automatically number things like figures and equations and produce
cross-references to them.  Word 5 can do this, but so far I've not
heard of a firm release date for the Mac version of Word 5.  One
solution is to use a sharware product called WordRef.  WordRef allows
you to do auto-numbered sequences (sort-of), cross-references, and
bibliographies; however, Wordref has some significant limitations.
First, you have to increment variables for each item.  Thus, a figure
caption might appear as:

	Figure <<##figure:figure+1>><<#figure>>: Mac vs. Next.

Second, it uses the Print merge facility in Word which is limited to
128 fields. Since each auto-numbered item takes two fields, you can
only have 64 such items. This is fine for most small to medium sized
documents, but not very good for long documents or documents that
happen to have a lot of auto-numbered elements.  Third, you have to
set up WordRef so that it knows what files to use for each document.
I found this to be quite a burden given the number of documents that I
have and the parts of documents that I often distribute.  Fourth, I
never really liked the idea of doing a print merge---it adds another
step to an already inconvenient process (after all, Word should be
doing this itself).

Some time ago I bought EndNote for managing references and producing
bibliographies. The nice thing about EndNote is that it directly reads
and writes Word 4 files. You don't have to set up a lot files or worry
about print-merge limitations. Today I realized that you can use
EndNote to easily produce auto-numbered sequences and
cross-references. What you need to do is set up a new bibliography
style in EndNote with the citation set to "bibliography number" and
the sort order set to "order of appearance." Everything else should be
left blank. I called my style, figure. To use this just create an
EndNote reference library for each auto-numbered sequence in your
document. For example, if you want to auto-number figures and
equations you will need two libraries in addition to your reference
library. I only have figures in my dissertation so I created a library
called "dissertation figures." For each auto-numbered element in your
document you need to think of a unique symbol that doesn't correspond
to any of the author names in your bibliographic library. For example,
I use "hc1" for one of my figures. Add these labels to the appropriate
EndNote library as the author name (e.g., I added hc1 to my figure
database). The EndNote reference type of the entry doesn't matter.
Whenever you want to number or refer to the element, just insert
[symbol] in your text. For example:

	See figure [hc1].

and

	Figure [hc1]: Mac vs. Next.

	When you are ready to print your document, start EndNote and
open your reference library and all your auto-number libraries.
Select the reference library and format the paper.  Then select one of
the auto-number libraries, change the style to figure (or whatever you
called your auto-number style) and format the result of the reference
library.  Repeat this for each auto-number library.

	There are a few limitations with this approach.  First, you cannot 
cross-reference elements out of order before they appear in sequence.
For example, you can't produce:

	...as shown if figure 10 (see figure 15 for additional details).

if the symbol for "15" isn't already assigned a value. The problem is
that EndNote increments the counter every time it sees an appropriate
symbol---It doesn't know if you are using that symbol to number an
item or as a cross-reference. I have never needed to do anything like
this, so it really isn't a problem for me. You can refer back to a
cross-reference once the symbol already has the correct number. You
can also forward-reference items as long as the forward-references
appear in the order in which the items appear.

	The second limitation is that you have to keep the libraries 
updated with all the symbols you use for your sequences.  You might find 
this annoying.  I can keep Word and EndNote running simultaneously so it 
really isn't a big deal for me.  

	The third limitation is that special values are harder to do.  For 
example, it is harder to produce something like:

	Figure 3-10:

unless you do extra work.

	Finally, I know that Nisus, FullWrite, and FrameMaker can all do 
cross-references.  For numerous reasons I use Word and that is where I 
need the solution.

	---Todd