Table of Contents and Cross References Conversion Over To PDF. How Is It Different?

Table of Contents and Cross References Conversion Over To PDF.  How Is It Different?

Scenario:  We have been working on a large document all day inserting Cross References and doing edits.  It’s over 100 pages.  The attorney around mid day informs us that he is going to have us convert the document to a PDF file and wants that PDF file to have active links for both the TOC as well as the Cross References.  Now that we know what is expected of us, let’s us go over what we need to do for the TOC and the Cross References.

For the Table of Contents:  Normally after you run your TOC in MS Word, when you place your cursor on the page number a pop-up comes up that says “Control Click” to follow Hyperlink.  Upon doing so, you are then taken to that area of your document within Word.  If you were then to save the file as a PDF, the page numbers would not be active links in the PDF.  

So when running your TOC in this scenario, you should make sure you have a check Mark next to “Use Hyperlinks Instead of Page Numbers”.  It does not change the look of your TOC in your MS Word Document, but when converted over to PDF your Page Numbers will now be active and you can click anywhere on a particular line to be Hyperlinked over to that particular heading.  As you go to a particular heading in your PDF you can use Control Home to get right back to your TOC.  Just like MS Word, Control Home takes you to the top of the document and Control End takes you to the end of the document.

For Your Cross References:
When inserting each Cross Reference, make sure that when you go to your Cross Reference Dialog Box that the “Insert as Hyperlink” selection is checked.

When you save the document as a PDF, your Cross References will be immediately available as hyperlinks and upon clicking on a Cross Reference, you will hyperlinked to the Cross Referenced Paragraph.

You will know a link is active in Adobe or Nuance because the “Hand” in Adobe Reader will then Exhibit a “Pointer Finger” any time that Adobe comes across a live link in your Cross References or your TOC. 

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