FrameMaker 9.0 Tutorial:
Cross-References

 

Developed for advanced documentation students by
David A. McMurrey  
Jill Brockmann
Spring 2010
Jana Owens
Spring 2004
Jacqueline J. Pulido
Fall 2000
Thomas A. Moore
Spring 1998
For additional study materials, refer to the FrameMaker resource page.


This tutorial is provided for advanced documentation students on a free, as-is basis, without guarantee of accuracy. If you find any errors or think we should include other tasks, let us know!

This tutorial discusses the following topics:

If you require information about advanced FrameMaker topics, refer to the Adobe FrameMaker User Guide or Adobe FrameMaker Classroom in a Book for the current version of FrameMaker.

Note: For the sake of brevity, we use an abbreviated style for menu commands throughout this lesson. For example, "Select File > New" means "Select New from the File menu."

Opening and Renaming the Sample File

For this tutorial, you use one of FrameMaker's sample documents. To open and rename the sample file:

  1. Open FrameMaker, and select File > New > Document.

  2. In the New dialog box, click Explore Standard Templates. The New Document window should appear similar to the following:

    Edit Cross-Reference Format dialog box

  3. Click Down to view the rest of the list. The Standard Templates dialog box will appear as follows:

    Edit Cross-Reference Format dialog box

  4. Under the Book heading, click Chapter, and then click Show Sample. (If you receive an error stating that the document uses unavailable fonts, click OK.)

  5. Select File > Save As.

  6. In the File name box, type Chap1.fm, and click Save. The document window will appear as follows:

    Edit Cross-Reference Format dialog box

Inserting a Cross-Reference

This section describes how to insert the following cross-reference:

For more information, see Table 1 on page 3.

To insert the cross-reference:

  1. Place your cursor at the end of the first paragraph, and type For more information, see.

  2. Press the space bar once to add a space to the end of the line. Note the cursor position in the following graphic:

    Edit Cross-Reference Format dialog box

  3. Select Special > Cross-Reference.

    The Cross-Reference dialog box appears as follows:

    Cross-Reference dialog box

  4. From the Source Type pull-down menu, select Paragraphs.

  5. From the Paragraph Tags scroll list, select TableTitle.

  6. From the Paragraphs list, select TABLE 1: Ridebis et licet rideas.

  7. From the Format pull-down menu, select Table Number & Page.

  8. Click Insert. The text Table 1 on page 3 will automatically populate the line of text starting at the cursor position. The document window will appear as follows:

    Edit Cross-Reference Format dialog box

  9. Type a period to complete the sentence.

FrameMaker inserts a cross-reference to the table on page 3 using a predefined cross-reference format.

Inserting a Cross-Reference to a Marker

Occasionally you may need to cross-reference a paragraph rather than a heading. To do this, you use a marker:

  1. Create a file with at least 2 pages of text.
  2. Put your cursor at the end of a paragraph on any page after page 1.
  3. Click Special > Marker.
  4. In the Marker dialog, select Cross-Ref. Give your cross-ref marker a name you can identify, and then click New Marker.
  5. Go to some other page and create a cross-reference to the marker you just created.
  6. Click Special > Marker, and change Source Type to Cross-Reference Marker.
  7. Select your marker, change Format to Page, and then click Apply.
    Note: Notice what happens if you leave Format to the default Heading & Page. You don't want that!

Understanding Cross-Reference Formats

Cross-reference formats are a combination of text and "Building Blocks." Building Blocks are code that tells FrameMaker exactly what to insert for the cross-reference. For example, the format Table <$paranumonly> on page <$pagenum> tells FrameMaker to insert the word Table, the table number, the words on page, and then the page number. You can explore other Building Blocks by selecting Edit Format from the Cross-Reference dialog box.

Customizing a Cross-Reference Format

You can customize cross-reference formats by adding or removing text and building blocks.

To customize a cross-reference format:

  1. Double-click the cross-reference that you just created. This will open the Cross-Reference dialog box automatically.

  2. Within the Cross-Reference dialog box, click Edit Format. The Cross-Reference dialog box will appear as follows:

    Edit Cross-Reference Format dialog box

  3. The Reference: section is where cross-references are edited. Click Edit Format.

    Edit Cross-Reference Format dialog box

  4. The Edit Cross-Reference Format dialog box opens. In the Name box, type Page Number.

  5. In the Definition text box, delete everything except page\ <$pagenum>. Your settings should look similar to the following:

    Edit Cross-Reference Format dialog box

  6. Click Add. If you receive a message that changes cannot be undone, click OK.

  7. Click Done.

  8. Click Replace in the Cross-Reference dialog box.

Your custom cross-reference should appear within your document and the document window should appear as follows:

Edit Cross-Reference Format dialog box

Creating a Cross-Reference Format

You can also create your own cross-referenct formats using the building blocks that Framemaker provides.

To create your own cross-reference format:

  1. Select Special > Cross-Reference, and then click Edit Format.

  2. The last cross-reference that was used or edited will automatically appear in the Name field. Delete the name shown and type the name MyText for the new cross-reference that will be created in this step.

  3. Delete everything in the Definition box.

  4. From the Building Blocks list, select <Emphasis>, and then select <$paratext>.


    The Edit Cross-Reference Format dialog box should have similar setting to the following:

    Edit Cross-Reference Format dialog box

  5. Click Add. Your new cross-reference format should appear in the Formats list.

    Edit Cross-Reference Format dialog box

  6. Click Done. If you receive a message that changes cannot be undone, click OK. Close all open dialog boxes. Do not close the file Chap1.fm.

Inserting a Cross-Reference to Another File

To insert a cross-reference to another file:

  1. Select File > New > Document, and click Explore Standard Templates.

  2. Click Down to view the rest of the list.

  3. From the Standard Templates, click the Front Matter sample file shown in the left column. The Standard Templates dialog box will appear as follows:

    Edit Cross-Reference Format dialog box

  4. There are now two seperate files open in the document window; Chap1.fm and Untitled1.fm. Save the file named Untitled1.fm to Preface.fm.

    Edit Cross-Reference Format dialog box

    After saving the second file, the document window will appear as follows:

    Edit Cross-Reference Format dialog box

  5. The first line of text in the file Preface.fm says the word Title. Change this Title to a book title of your choosing. For this exercise, the title used is Great Events at Austin Community College

  6. Click File > Save.

  7. Click on the tab for the file named Chap1.fm.

    Tip: You can also sSelect Window > Documents > Chap1.fm to return to Chap1.fm.


    Edit Cross-Reference Format dialog box

  8. On the first page, place your cursor after the second paragraph, and press Enter.

  9. Type This book, and press the space bar once to add a space to the end of the line. (remember the comma after the word book.)

    Edit Cross-Reference Format dialog box
  10. Select Special > Cross-Reference.

  11. From the Document pull-down list, select Preface.fm.

    Edit Cross-Reference Format dialog box

  12. From the Paragraph Tags scroll list, select TitleBook.

    Edit Cross-Reference Format dialog box

  13. Select Great Events of the Twentieth Century from the Paragraphs list.

  14. From the Format pull-down list, select MyText, and click Insert. If you receive a message that changes cannot be undone, click OK.

    The document window will appear as follows:

    Edit Cross-Reference Format dialog box
    The cross-reference, MyText, appears as the text, "Great Events of the Twentieth Century," and provides a cross-reference to the Preface.fm file.

    To create a new cross-reference, click Edit Format then Add, name the new cross-reference format NewText, click <$paratext> to add that building block to Definition, then click Done.

  15. Finish the sentence any way you wish. The document window should appear similar to the following:

    Edit Cross-Reference Format dialog box

Updating Cross-References

Cross-references in Framemaker are automatically updated when you open a file. You can manually update cross-references using the procedure described in this section.

To update cross-references:

  1. Within the Preface.fm file, change the title of the document from Great Events at Austin Community college to Great Events of the 1960s. Click File > Save.

  2. Click the Chap1.fm file tab or select Window > Documents > Chap1.fm to return to Chap1.fm.

  3. Select Edit > Update References.

  4. From the Update References dialog box, select All Cross-References, and then click Update. If you receive a message that changes cannot be undone, click OK. :

    Edit Cross-Reference Format dialog box

The cross-reference in Chap1.fm changes to reflect the new title. The cross-reference will not appear as follows:

Edit Cross-Reference Format dialog box

In this tutorial, you learned how to insert a cross-reference, customize an existing cross-reference format, create a custom cross-reference format, create a new cross-reference and update cross-reference formats. Experiment with other cross-reference formats and create a few of your own.


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