Endnote Headings
December 8, 2004 – 12:00 pmMany of the books I work on have endnotes–notes at the back of the book–with the note numbering starting over at 1 for each chapter. To keep things clear, I like to separate the notes with headings, like this:
Notes to Chapter 1
1. Here’s the first note.
2. Here’s the second note.
3. Here’s the third note.
Notes to Chapter 2
1. Here’s the first note.
2. Here’s the second note.
3. Here’s the third note.
And so on.
Unfortunately, Microsoft Word doesn’t include a good way to do this. Undeterred, many of the authors I work with open the Notes Pane (click View > Normal; then click View > Footnotes) and just type in the headings as needed. What’s wrong with that? It depends on how it’s done.
Let’s say we have a bunch of notes that look like this:
1. Here’s the first note in chapter 2.*
2. Here’s the second note in chapter 2.*
3. Here’s the last note in chapter 2.*
1. Here’s the first note in chapter 3.*
2. Here’s the second note in chapter 3.*
3. Here’s the last note in chapter 3.*
Here, an asterisk represents the final, magic, undeletable carriage return for each note. You can learn more here:
http://lists.topica.com/lists/editorium/read/message.html?mid=17178670 64
Many authors put their cursor in front of the first note in chapter 3, hit ENTER, and type their heading, like this:
1. Here’s the first note in chapter 2.*
2. Here’s the second note in chapter 2.*
3. Here’s the last note in chapter 2.*
Notes to Chapter 3
1. Here’s the first note in chapter 3.*
2. Here’s the second note in chapter 3.*
3. Here’s the last note in chapter 3.*
This is a problem, because it means there’s a note in the Notes Pane that isn’t really a note (it has no note number and doesn’t end with a magic carriage return), which leads to document corruption. More information here:
http://lists.topica.com/lists/editorium/read/message.html?mid=17103078 42
So what’s an author (or editor) to do? Make the heading *part* of the preceding note. Done correctly, our example above would look like this:
1. Here’s the first note in chapter 2.*
2. Here’s the second note in chapter 2.*
3. Here’s the last note in chapter 2.
Notes to Chapter 3*
1. Here’s the first note in chapter 3.*
2. Here’s the second note in chapter 3.*
3. Here’s the last note in chapter 3.*
That’s counterintuitive, because it requires the heading for chapter 3 to be part of the last note for chapter 2. But, in my experience, that’s what needs to be done.
Note that since the heading is still a separate paragraph, it can be formatted with a heading style so it *looks* like a heading and not like part of the note text.
At this point you may be saying, “What about the heading for chapter 1? There’s no previous note that can include it.”
Simple answer: Type the heading at the end of your body text. Don’t put it in the Notes Pane at all.
Now, if you’ve been typing headings into the Notes Pane for years with no problems, or even with problems, I’d like to hear about your experience. Please send me a message:
mailto:editor [at symbol] editorium.com
Thanks to Jay Parry for suggesting this topic.
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READERS WRITE
The Editorium Update newsletter for May 5 includes a style-sheet macro from expert word whacker Hilary Powers.
http://lists.topica.com/lists/editorium/read/message.html?mid=17167023 15
(Scroll down to the Readers Write column.)
Ed Vesneske, Jr., wrote:
I’ve tweaked Ms. Powers’s original “StyleThat” macro (see below). Since I’ve never written a macro and have basically done this by poking around the VB help files and sussing out what was going on in the original, I thought I’d show you what I ended up with, for what it’s worth.
Ms. Powers’s StyleThat required only two docs open: no good for me. For one thing, I use NameSwapper.dot now, so I keep two style sheets, one just for names (thus, I actually need *two* macros, each pointing to a specific file). Besides, I often have files open for notes to author, endnotes or bibliography (if I’ve been asked to keep these in separate files by the client), etc.
Also, for some reason, neither Ms. Powers’s macro nor your reworking of it were inserting a carriage return after pasting the selection; nor were they returning me to the original document afterward. Finally, I have no real need for the alphabetical headings incorporated in your rewrite (though, as a traditionalist, I like them): I just alphabetize everything via table sort. So I wanted a macro that would pick up a selection, go to a specific named file, move to the end of the file, paste, insert a carriage return, save the document for good measure, and go back to its starting point. By the way, I’m running Word 2002. Here’s what I came up with:
‘MACRO STARTS HERE
Sub SendToStyle()
‘
‘ SendToStyle Macro
‘Macro adapted by Hilary Powers 1/30/04; updated 4/6/04
‘Adapted by Ed Vesneske, Jr. 11/24/04
‘
If Selection.Type = wdSelectionIP Then
GoTo Final
Else
Dim EditDoc As String
EditDoc = ActiveDocument.Name
Selection.Copy
Documents(”Style Sheet.doc”).Activate ‘Insert target document name
Selection.EndKey Unit:=wdStory
Selection.PasteAndFormat(wdPasteDefault)
Selection.TypeParagraph
ActiveDocument.Save
Documents(EditDoc).Activate
Selection.MoveRight Unit:=wdCharacter, Count:=1
End If
Final:
End Sub
‘MACRO ENDS HERE
The macro allows me to use more than one (standard) style sheet, just by having different (standard) macros with different
Many thanks to Ed for sending this macro.
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RESOURCES
Interested in words? Of course you are! Then you’ll like the Word Detective, which answers readers’ questions about words and language. The fascinating and often-hilarious Word Detective is written by Evan Morris.
http://www.word-detective.com/
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THE FINE PRINT
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