Endnotes de-linked

[pbirn]

I have created a book document with about 500 endnotes. Each endnote is a
quotation from my text followed by the source of the quotation. For example

"I love Paris": Quoted in Patrick Smith, "Paris" (Cambridge: Harvard
University Press, 2002), p. 424.

When my book is published, there will be no endnote numbers in the text.

Instead I have deleted the list of endnotes from the main text and saved
them in a separate file. When the book is published, the page number of the
endnote's quotation will precede each endnote. For example

p.45 "I love Paris": Quoted in Patrick Smith, "Paris" (Cambridge:
Harvard University Press, 2002), p. 424.

My problem is that when I deleted the endnotes from the main text and saved
them in a separate file, each endnote acquired a superscript 1 before it,
which I cannot get rid of, except by manually deleting each of these
superscript 1's.

I want to replace each superscript 1 with 000. Later I will enter the
printed book's page number.

Is there some way to do this without replacing each one manually?

Thank you
Phyllis

 

[Suzanne S. Barnhill]

Find and Replace?

 

[pbirn]

Find and Replace does not work because the superscript 1 is some kind of
hidden text that does not copy into the Find and Replace box.

It is not the ordinary kind of hidden text however. When I click the
show/hide button on the formatting toolbar, I find that the superscript 1 is
circled by dots of some kind.


-
Phyllis

 

[Suzanne S. Barnhill]

It's a footnote/endnote reference field. Find it by searching for ^f
(Footnote Mark) or ^e (Endnote Mark).

 

[pbirn]

Searching and find using the endnote mark ^e works when the endnotes are
still connected to my main text.

But when I delete the endnotes from the main text and then save them as a
separate file, I get the superscript 1, which looks like an endnote field, at
the start of each note. But when I search ^e, the program does not recognize
it.

Please try this and see.

 

[Suzanne S. Barnhill]

Have you tried selecting all the endnotes and pressing Ctrl+Shift+F9?

Searching and find using the endnote mark ^e works when the endnotes are
still connected to my main text.

But when I delete the endnotes from the main text and then save them as a
separate file, I get the superscript 1, which looks like an endnote field, at
the start of each note. But when I search ^e, the program does not recognize
it.

Please try this and see.

 

[pbirn]

I just tried that, on my de-linked endnotes, and nothing changes

 

[Daiya Mitchell]

Alternative approaches:

1) if many of your notes are only one line, try using alt-mouse click and
drag, which allows you to select a column of text that is in lines. Then
you should be able to select a bunch of numbers at once, as well as the
annoying space that follows them. Since you cut the endnotes into a
separate file anyhow, it's likely worth reformatting the file temporarily to
get most of the notes to be one line. (You didn't state your version--not
sure whether alt-select was new around Word 2002)

2) redo the original paste into a separate file:
Edit | Paste Special | Styled Text eliminates the numbers here, while
keeping the titles italicized. It seems to convert the number into a space,
plus bring the space between the number and the note text, so that each line
begins with two spaces. However, a regular Find and Replace will eliminate
those spaces.

 

[Suzanne S. Barnhill]

Alt+drag for column select has been in Word since at least Word 97. In
previous versions (whichever they were), it was Right+drag instead.

 

[pbirn]

1) if many of your notes are only one line, try using alt-mouse click and

drag, which allows you to select a column of text that is in lines. Then
you should be able to select a bunch of numbers at once, as well as the
annoying space that follows them. Since you cut the endnotes into a
separate file anyhow, it's likely worth reformatting the file temporarily to
get most of the notes to be one line. (You didn't state your version--not
sure whether alt-select was new around Word 2002)

I just tried that and can select all the numbers at the beginning of
each endnote line. However, I cannot delete the numbers, or replace them with
something else. As soon as I remove my finger from the mouse after selecting
the number, the numbers are no longer selected.
I have Word 2003

2) redo the original paste into a separate file:

Edit | Paste Special | Styled Text eliminates the numbers here, while
keeping the titles italicized. It seems to convert the number into a space,
plus bring the space between the number and the note text, so that each line
begins with two spaces. However, a regular Find and Replace will eliminate
those spaces.

I have no "styled text" on my Paste Special box. I tried all the
alternatives and only had success with Unformatted Unicode Text. This got
rid of the numbers, but also got rid of the italics. So this is no good for
me

Thank you

 

[Daiya Mitchell]

Sorry, haven't a clue then. Both of those worked when I tested here, but I
was using footnotes instead of endnotes and MacWord 2004. I'm really
surprised the alt-drag didn't work--perhaps my instructions were off, as the
keys may be different in Windows. Does it work in other documents to let
you delete text that way?

The clipboard *is* different on a Mac, I think, so I guess option 2 will
never be available to you.

Okay, here's another option--I assume that you still have your original
document with all the endnotes in place, and that you cut the notes out of a
copy?

Follow this link to a previously posted macro that will convert your
endnotes to text. Then you should be able to manipulate them more easily,
as they will be plain text that F&R should have no problem finding.
(try this on yet another COPY of your original doc)
[long link, may need to manually rewrap]

http://groups.google.com/group/microsoft.public.word.docmanagement/browse_fr
m/thread/a60669f0936214e0/205fdab76e4e48eb

 

[pbirn]

I tried the macro you suggested and when I tried to run it, I got a notice
that there was a "syntax error" Does this macro work for you?

 

[Daiya Mitchell]

Hi Phyllis,

This macro has worked for many many people asking similar questions on these
newsgroups. I've never needed it, but I've tested it.

Syntax error is probably because a line is wrapped incorrectly.

My guess would be this third/fourth line:

ActiveDocument.Range.InsertAfter vbCr & aendnote.Index & vbTab &
aendnote.Range

Ought to be all one line. You would need to edit it in the VB editor. The
rest of the lines look correct to me, but I'm no macro expert. If you are
forced to mess with the macro, anyhow, you might be better off asking in a
VBA group for a different or edited macro that will insert the 000 for you
and do whatever else you need.

The two comment lines at the top should also be two single lines.

I'm wondering whether you couldn't have manually deleted 500 numbers by this
time. Using the arrow keys would make it quicker--arrow down, shift-arrow
arrow to select, hit delete, arrow down....

But I would try harder to get alt-drag to work. Perhaps you accidentally
jolted the mouse when you lifted your finger, and that deselected
everything? Like I said, does alt-drag ever work on your computer?

 

[pbirn]

Hello Daiya and thanks for your patience.

Well, I did get the macro to run and it did convert the endnotes to regular
text. However, it also removed all the italics in the titles of the
references, so this does not seem to be a good solution.

You are right of course, I can do all the 500 or so endnotes manually in all
the time it has taken to come to this point, but I fear that I may have to go
through this process more than once and so I wanted to find a speedy solution.

However, I am now creating a macro in my mind that suits my purpose better.
Search for a paragraph mark (that's the end of a de-linked endnote), then go
to the next line (beginning of a new note) and delete the first two items
(this includes the blasted superscript left over from the linked endnotes),
then replace with 000 tab, search again for a paragraph mark and so on. I
think this works.

Thanks for your help

 

[Daiya Mitchell]

Hello Daiya and thanks for your patience.

Sorry not to be more helpful. Wait, I just had another idea. Do you
perchance have another word processor? On my Mac, Pages and AbiWord will
accept italic text pasted from Word, but ignore the numbers because they
doesn't know what to do with them (the OpenOffice equivalent ignores the
numbers but doesn't carry over italics applied by EndNote formatting,
interestingly). See if you have any programs that might work as an
intermediary step. (unfortunately, this might be subject to the same issue
that means you don't get Styled Text as a Paste Special option). It's
possible that even Publisher or FrontPage might serve this purpose--try
them, if you have them installed.
AbiWord is free and cross-platform, if you want to experiment with this
method:

Well, I did get the macro to run and it did convert the endnotes to regular
text. However, it also removed all the italics in the titles of the
references, so this does not seem to be a good solution.

Huh! Interesting. And very annoying. Probably fixable by someone who knows
macros, which unfortunately is not me.

You are right of course, I can do all the 500 or so endnotes manually in all
the time it has taken to come to this point, but I fear that I may have to go
through this process more than once and so I wanted to find a speedy solution.

Well, if your next book is going to do this, I think I would suggest a
different system. Probably create the notes as regular text at the end of
the document, set them up as a numbered list, and insert cross-references to
the numbered note list in the main text.

But I guess if you edit much, this will have to redone all over again.

However, I am now creating a macro in my mind that suits my purpose better.
Search for a paragraph mark (that's the end of a de-linked endnote), then go
to the next line (beginning of a new note) and delete the first two items
(this includes the blasted superscript left over from the linked endnotes),
then replace with 000 tab, search again for a paragraph mark and so on. I
think this works.

That sounds like it should work.

 

[Suzanne S. Barnhill]

FWIW, if I create a footnote in Word, containing some italics and prefaced
by the usual footnote reference mark, then copy it and paste it into
WordPad, the number is removed entirely, and the italics are preserved.

 

[pbirn]

Hi Suzanne and Daiya

WORDPAD SOLVES THE PROBLEM!
That is the way to do it.
Thank you both for your help

 

[Suzanne S. Barnhill]

Sometimes the simplest solution is the best. <g>

 

[Daiya Mitchell]

Well! I think we'll remember that trick. Though, really, it should
have been my next experiment after Paste Special, since it's effectively the
same method.

My WordPad equivalent did not seem to carry over the italics, though other
programs did. Glad something pre-installed on Windows worked for this.

Good luck with the book, Phyllis.

Daiya

 

[terence]

I don't know whether or not you found an answer to this, however today I had
a similar problem. I wanted to save more than 1000 endnotes to a separate
file as a glossary of terms.

This resulted in the same superscript "1" in the front of every entry (as
you had). I didn't fancy deleting these one-by-one.

I copied the list into an excel spreadsheet. The superscript changed
automatically to "[1]". All I had to do then was a 'replace'. Presto ... all
gone!

Then I just pasted my temporary excel content back into a word document.