KI-SI-LI Video 002 - Bookmarked Reference Lists

Uploaded by mrestori on 22.01.2010

>> Mark: Hello again and welcome to the second “Know it, Share it, Live it” video.
In this video I’m going to show you a trick that I use
whenever I need to create a reference list in a document
I am writing or updating, whether it is internal, or for a client.
The rationale is that the approach I propose will avoid the problems of re-numbering the
when, invariably, a new reference needs to be added in the list in the sequence
the reference is cited in the document text.
This leads to a document which is easier to maintain.
What is also offered is the ability for the reader to
more easily access the details of the reference made in the text.
To apply this technique in your day job, all you need is
Microsoft Word... and any version will do.
Here is an example of the old referencing method
where we are asked to add a new reference for the governance framework
that is to be consulted in conjunction with this service design document.
On adding the reference, we see that all successor references have been incremented by 1,
so with this method of referencing, it is necessary to find and
increment the number in all citations made in the document.
However, we are not going to do that...
We are going to use a different approach which avoids the need to do this.
Again, we need to add the new “government framework” document.
However, instead of inserting this in the table, we’ll add it to the end...
you will see why in a moment...
The new entry needs a shortname, or acronym to be entered in the reference column, like
Now, as you can see, this reference ID list is not in alphabetical order...
This is easily remedied by using the table sort feature of Microsoft Word.
So select the whole table, or any cell in the table,
because the whole table will be selected automatically with this function...
Go to Layouts, sort... ensure that the right column is selected here,
then click “OK”, and the table is re-sorted.
What needs to be done now is to “bookmark” this new entry,
so that hyperlinks can be made to allow readers to jump to the entry from the text they are
reading. What you need to do to see where all the bookmarks are in the document
is to go to the “word options”, advanced and scroll a third of the way down to
select the “show bookmarks” tick box.
Now you can see all the bookmarks on the other reference entries.
So let’s now bookmark the new entry.
So how do we do this?
First we select the shortname, then go to the Insert menu option,
click the bookmark button, and type in the bookmark name to be the same as the shortname.
You will also see why I’ve chosen the underscore character as a separator here,
because space or hyphen is not accepted in a bookmark name. So now we have a bookmark
in place.
In order to use this in the text, let’s go up to the place where
it’s referenced in the document and replace the “reference 5” with the new reference
The convention I adhere to for this is to include this in square brackets like so.
Next, a hyperlink needs to be added to refer the reader to the full reference in the reference
list, so,
first select the text in the brackets, then select Hyperlink from the Insert menu,
click “bookmark” and find the bookmark just entered like so, then click OK.
Now this reference is hyperlinked to the full reference.
With the Ctrl-click combination, the reader jumps to the full reference listed in the
reference table.
As a result of this, you can remove the reference title text itself in the document like so,
as the reference itself provides all that is required.
What’s also the case is if we move down here,
remember the case last time where a reference number was provided?
This has now been replaced with a hyperlinked shortname,
which allows the reader to jump to the entry in the reference table like so.
That completes the process, and that’s it for now.
I hope you found this useful and will apply it when you find yourself in the position
where referencing documents is a time consuming process which can be easily cured by using
this technique.
Thank you for listening and, until the next time...