WinWord: Contents of the "Using SEQ Fields" Application Note

• Microsoft Word for the Windows, versions 2.0, 2.0a, 2.0a-CD, 2.0b, 2.0c

SUMMARY

This article contains the complete contents of the application note titled "WD0521 Creating Sequenced Items with the SEQ field."

The following Microsoft Word file is available for download from the Microsoft Software Library:

 ~ WD0521.EXE (size: 33974 bytes) 

   ARTICLE-ID: Q119591
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MORE INFORMATION

    Microsoft Product Support Services Application Note (Text File)
          WD0521: CREATING SEQUENCED ITEMS WITH THE SEQ FIELD

                                                   Revision Date: 6/92
                                                      No Disk Included

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INTRODUCTION

With the SEQ field, Word for Windows allows you to create automatic sequential numbering for groups of items. For example, you can use the SEQ field to sequentially number tables, illustrations, photographs, and chapter-page references for tables of contents.

Using sequence (SEQ) fields is preferable to typing individual numerical references because when you edit a document, sequenced items may change position several times (thereby invalidating the previous numbering sequence). When you use SEQ fields, Word updates sequenced item numbers automatically.

PARTS OF THE SEQ FIELD

The syntax of the SEQ field is as follows:

   {seq <identifier> [<bookmark>]}

<Bookmark> is displayed in the above example in brackets to show that this portion of the SEQ field is optional. The bookmark is a word you assign to cross-reference an existing sequence number. The bookmark name can be up to 20 characters long, must begin with a letter, and cannot contain spaces--only letters, numbers, and the underscore character (_) are allowed. For example, to reference a previously appearing photo of the Kingdome, you would assign the bookmark "kingdome" to the Kingdome photo's SEQ field, then insert the following cross-reference in the text that discusses that photo:

   See Photo {seq photo kingdome}

CREATING THE SEQ FIELD

There are two methods of creating SEQ fields:

1. The first method is to choose Field from the Insert menu. From the Insert Field Type list, select Sequence. In the Field Code box, after the word "seq", type the identifier you've assigned to identify the sequence group. For example, if your identifier is "photos", the Field Code box would show the following:

          seq photos
   

       Choose the OK button.
   

2. The second method is to press CTRL+F9. This produces field characters, { }, with the insertion point between them. Type "seq" (without the quotation marks), a space, and the identifier you've assigned the sequence group. Below is an example of the syntax of a sequence field where "fig" is the identifier:

         The weave pattern is shown in Figure {seq fig}.
   

   When the Field Codes command on the View menu has a check mark next to it, all fields show their codes. When it has no check mark, all fields show their results. (To switch between field codes and results, see page 754 of the version 2.0 "Microsoft Word for Windows User's Guide.")

CREATING CROSS-REFERENCES

Word for Windows allows you to create cross-references to items in the same document. To create a cross-reference to a sequentially numbered item, you must select the item being referenced and insert a bookmark. Then, in the text that discusses the referenced item, you must insert a SEQ field that contains the bookmark name assigned to the referenced item.

For example, suppose a document contains the following illustration and SEQ fields:

  --------------------   --------------------   --------------------
  <graphic of a          <graphic of a          <graphic of a
  box pattern>           pyramid pattern>       weave pattern>

  Design {seq pattern}   Design {seq pattern}   Design {seq pattern}
  --------------------   --------------------   --------------------
                            Illustration 1

  -------------          ----------------        --------------
  <graphic of a          <graphic of a           <graphic of a
  box pattern>           pyramid pattern>        weave pattern>

  Design 1               Design 2                Design 3
  -------------          ----------------        --------------
                            Illustration 1

    Caution: If you type a bookmark name that is already assigned, the
    original bookmark is removed and the current selection is marked
    with this name.

   See Design {seq pattern pyramid}.

   See Design 2.

FIELD CODE SWITCHES

You can add switches to SEQ fields to control the sequence number results. The following table shows how the switches can be used:

                      Table 1--SEQ Field Switches

   Switch   Function                             Example
   ------   --------                             -------

   \c       Inserts the current or nearest       {seq photo \c}
            preceding sequence number
   \h       Hides the result                     {seq photo \h}
   \r<n>    Resets the sequence number to the    {seq photo \r1}
            number specified after \r

CREATING CHAPTER AND PAGE REFERENCES WITH SEQ FIELDS

You can use SEQ fields to create "chapter-page" numbering in the document; this numbering can also be used in a table of contents and index. For example, a SEQ field can be used to insert 2-1 as the page number on page 1 of Chapter 2, and table of contents entries and index entries for that page will show 2-1.

To insert a chapter-page sequence number in the header or footer, you must first include a new chapter SEQ field at the beginning of each chapter, as follows: {seq chapter}. If you do not want the chapter sequence number to be displayed or print in the body of the document, include the \h switch, as follows:

   {seq chapter \h}

   {seq chapter \c}-{Page}

Compiling the Table of Contents and Index with Chapter-Page Numbers

To create a table of contents that uses chapter-page numbers as found in the header or footer of the document, use the \s <identifier> switch in the TOC (table of contents) field. (The \s switch tells the TOC field to use the identifier's page numbering sequence.) For example, a table of contents to be compiled from heading styles requires the following TOC field:

   {toc \s chapter}

   {toc \f \s chapter}

   Introduction to Computers                             1-1
      MS-DOS Operating System                            1-5
   Networks                                              2-1
      Setting Up a Server                                2-3
   Printers                                              3-1
      Ports                                              3-4

   {index \s chapter}

   AUTOEXEC.BAT file, 1-2
   CONFIG.SYS file, 1-2
   MS-DOS, 1-5, 1-7, 1-8
   Network server, 2-3, 2-4, 2-5
   Network workstation, 2-1, 2-4
   Print, 3-1, 3-2, 3-3, 3-4, 3-5

FORMATTING SEQ FIELDS

Sequence fields can also be used with optional switches that affect the formatting of the fields' results. Using these optional instructions, you can create other SEQ results than chapter-page numbering. Table 2 shows some examples:

               Table 2--Optional Field Instructions(1)

  Format       SEQ Field Syntax(2)                        Results
  ------       -------------------                        -------

  Alphabetic,  {seq \c chapter \*Alphabetic}-{page}       Z-1
  uppercase
  Alphabetic,  {seq \c chapter \*alphabetic}-{page}       z-1
  lowercase
  Ordinal      {seq \c chapter \*Ordinal}-{page}          26th-1
  Roman        {seq \c chapter \*Roman}-{page}            XXVI-1
  numeral,
  uppercase
  Roman        {seq \c chapter \*roman}-{page}            xxvi-1
  numeral,
  lowercase
  Cardinal     {seq \c chapter \*cardtext}-{page}         Twenty-Six-1
  text
  Ordinal      {seq \c chapter \*ordtext}-{page}          Twenty-Sixth-1
  text
  Hexadecimal  {seq \c chapter \*hex}-{page}              1A-1
  numbers
  Cardinal     {seq \c chapter \*dollartext}-{page}       Twenty-Six
  text with                                               and NO/100-1
  fraction
  Arabic       {seq \c chapter \*arabic}-{page}           26-1
  number
  Uppercase    {seq \c chapter \*cardtext \*upper}-{page} TWENTY-SIX-1
  Lowercase    {seq \c chapter \*ordtext \*lower}-{page}  twenty-sixth-1

  (1) If the \h switch is used with any of these formatting
      switches, the result of the SEQ field will not be hidden. To hide
      the result of a SEQ field that contains formatting switches, you
      must select the field and format it as hidden text by choosing
      Character from the Format menu and selecting the Hidden check box
      (or by pressing CTRL+H).

  (2) You cannot use these formatting switches in a table of
      contents; the results revert to the regular Arabic number format.
      To use these formatting switches in an index, generate XE (index
      entry) fields similar to the following:

        {xe "entry text" \t "{seq chapter \c \*Alphabetic}-{page}"}

Using SEQ Fields to Number Paragraphs

Generally, the Bullets And Numbering command or the AUTONUM, AUTONUMLGL, and AUTONUMOUT fields are used to automatically number paragraphs in a document. However, the AUTONUM, AUTONUMLGL, and AUTONUMOUT fields insert a period after the number. You can use the SEQ field to insert an automatic number that does not include a period.

You can also use a combination of SEQ fields to generate complex legal paragraph numbering in a document. For example, to generate paragraph numbers as 1, 1.1, 1.1.1, and so forth, use the following sequence fields:

   {seq one}
      {seq one \c}.{seq two}
         {seq one \c}.{seq two \c}.{seq three}

Another advantage to using SEQ fields to number paragraphs is that you can use the \r switch to reset any of the sequences to 0 or to any number you choose.

Using SEQ Fields to Cross-Reference Automatically Numbered Paragraphs

You can also cross-reference automatic paragraph numbers with the SEQ field. An automatically numbered paragraph is created using the AUTONUM, AUTONUMLGL, or AUTONUMOUT field. If you want to reference the paragraph number of a paragraph numbered using this method, you can use a number as the sequence identifier for the SEQ field, as in the following example:

Syntax:

   {seq <number>}

Example:

   {seq 2}

   As described earlier in this section (Section {seq 2}), our revenue
   has increased over last quarter.

   As described earlier in this section (Section 4), our revenue has
   increased over last quarter.

    NOTE: The section referenced above was the fourth paragraph
    formatted with a Heading 2 style and automatically numbered with
    an AUTONUM field.

    LIMITATION: This method of cross-referencing returns only a single
    value reference in Arabic numeral format. As a result, you may not
    obtain useful references when you use the AUTONUMLGL or AUTONUMOUT
    fields. The SEQ field counts each occurrence of the paragraph
    style referenced (for example, {seq 2} counts all occurrences of
    the Heading 2 paragraph style) and uses that value as the result
    of the SEQ field, regardless of what style of numbering has been
    applied to the automatic field. For example, AUTONUMLGL fields
    produce multiple value paragraph numbers such as 1., 1.1., 1.1.1.,
    but the result of a SEQ reference to these numbers will be 1, 1,
    1. Similarly, the AUTONUMOUT field produces paragraph numbers such
    as I, A, i, but the result of a SEQ reference to these numbers
    will also be 1, 1, 1.

REFERENCES

For more information, see the following pages in the version 2.0 "Microsoft Word for Windows User's Guide."

   Chapter                                       Page(s)
   -------                                       -------

   Chapter 22, "Numbering Pages"                 428-430
   Chapter 29, "Indexes and Tables of Contents"  539, 561-564
   Chapter 40, "Bookmarks and Cross-References"  741
   Chapter 41, "Fields"                          747-748, 752-762