Is it possible to assign a specific style to all cross-reference in Word 2007?

Question

Nothing more to add, I would like to change the style of all cross-reference I have in a Word 2007 document at once. But I have not idea how to do it.

Answer 1

Some cross-reference types are automatically formatted with the "intense reference" style, but most are formatted as "normal" text.

To apply the "intense reference" style to the text of the cross reference:

• select the text
• choose the "Home" tab in the ribbon
• using either the up-down buttons or the drop-down button in the "Styles" group of the ribbon, choose the "intense reference" style (or another style if you prefer)

To change the appearance of all text of a given style:

• choose the "Home" tab in the ribbon
• using the drop-down button in the "Styles" group of the ribbon, choose "Apply styles..."
• in the "Apply Styles" dialog box under "Style Name" choose the name of the style you want to change (e.g. "intense reference")
• Click the "Modify..." button
• Change the formatting to suit you and click "OK"

To apply a style to all cross references at once:

• Press Alt+F9 to show field codes
• Select the "Home" tab in the ribbon
• Click on "Replace" in the "Editing" group
• In the "Find what" field, type ^19 REF
  • (That's carat-one-nine-space-R-E-F)
• Click in the "Replace with" field, but don't type anything
• Click the "More" button
• The bottom section of the dialog should be titled "Replace" (with a horizontal rule after it)
• Click the "Format" button and select "Style..."
• Choose a style (e.g. "Intense Reference") and click OK
• It should now show the style you selected under the "Replace with" field
• Click "Replace All" if you're feeling brave or use "Find Next" and "Replace" to step through and replace or skip each reference field code's style individually
• Press Alt+F9 to hide field codes

See this page for more information on special codes in Find and Replace.

Here is a macro that will add the switch \* mergeformat to each of the fields. This switch is necessary to keep the formatting from being lost if you do a field update. You can assign the macro to a keystroke and it will step through the fields one at a time for each time you press the keystroke. You can also edit the macro to loop over the whole document to automate the process.

Sub mf()
'
' mf Macro
' Find cross references and add \* mergeformat
'
    Selection.Find.ClearFormatting
    With Selection.Find
        .Text = "^19 REF"
        .Forward = True
        .Wrap = wdFindContinue
        .Format = True
        .MatchCase = False
        .MatchWholeWord = False
        .MatchWildcards = False
        .MatchSoundsLike = False
        .MatchAllWordForms = False
    End With
    Selection.Find.Execute
    Selection.MoveRight Unit:=wdCharacter, Count:=1
    Selection.MoveLeft Unit:=wdCharacter, Count:=1
    Selection.TypeText Text:="\* mergeformat "
    Selection.Find.Execute
End Sub

Answer 2

• Press Alt+F9 to show field codes
• Use the following macro to add CHARFORMAT to all cross references. This macro adds the string to the field only if it's not already there.

.

Sub SetCHARFORMAT()
'
' Set CHARFORMAT switch to all {REF} fields. Replace MERGEFORMAT.
'
'
    Dim oField As Field
    Dim oRng As Range
    For Each oField In ActiveDocument.Fields
    'For Each oField In Selection.Fields
        If InStr(1, oField.Code, "REF ") = 2 Then
            If InStr(1, oField.Code, "MERGEFORMAT") <> 0 Then
                oField.Code.Text = Replace(oField.Code.Text, "MERGEFORMAT", "CHARFORMAT")
            End If
            If InStr(1, oField.Code, "CHARFORMAT") = 0 Then
                oField.Code.Text = oField.Code.Text + "\* CHARFORMAT "
            End If
        End If
    Next oField


End Sub

• Use this macro to format all cross references with the "Subtle Reference" style (make sure you have such a style, and that field codes are shown):

.

Sub SetCrossRefStyle()
'
' Macro to set styole of all cross references to "Subtle Reference"
'
'
    Selection.Find.ClearFormatting
    Selection.Find.Replacement.ClearFormatting
    Selection.Find.Replacement.Style = ActiveDocument.Styles( _
        "Subtle Reference")
    With Selection.Find
        .Text = "^19 REF"
        .Replacement.Text = ""
        .Forward = True
        .Wrap = wdFindContinue
        .Format = True
        .MatchCase = False
        .MatchWholeWord = False
        .MatchKashida = False
        .MatchDiacritics = False
        .MatchAlefHamza = False
        .MatchControl = False
        .MatchWildcards = False
        .MatchSoundsLike = False
        .MatchAllWordForms = False
    End With
    Selection.Find.Execute Replace:=wdReplaceAll
End Sub

• Press Alt+F9 to hide field codes