Auto updating the caption numbers associated with tables of data?

[Dave Leer]

I need to create a report that will describe many, many tables of data in
the body of the paper. How can I set the document up so that each caption
number for a table is automatically updated if the number referring to it in
the body text is updated, and vice-versa?



Thanks!!!!

 

[Stefan Blom]

Create caption numbering via Insert | Reference | Caption. When
cross-referencing these numbers, use Insert | Reference |
Cross-Reference.

Captions and cross-references make use of fields (SEQ and REF fields,
respectively), which do not update automatically. One way to force an
update of these and other fields is to select the entire document and
then press F9. Switching to Print Preview should also work. To ensure
that fields update on print, check the "Update fields" option on the
Print tab of Tools | Options.

However, note that cross-references are a one-way street: you cannot
modify the cross-reference number and have the captions reflect that
modification.

--
Stefan Blom
Microsoft Word MVP


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[Dave Leer]

I am not sure I understand:

I inserted a caption for a table and a reference in the body text.

If these do not update automatically, then what is the point of using them?

I created a caption for a table (Table 1) and a reference to it in the text
(Please see Table 1).

how do I now change the name of Table 1 to Table 2 so it reflects this in
both the caption and the reference text?

Thanks!!!!

 

[Suzanne S. Barnhill]

They update semi-automatically. That is, you don't have to manually change
the numbers, but you do have to update the fields, by printing, switching to
Print Preview, or selecting the whole document and pressing F9, as Stefan
explained. If you have created a Table 1 and then insert another table
before it, the original Table 1 will be come Table 2 (you don't have to
change it), and the cross-reference will also update, but not till you
update fields. Also note that if you have Track Changes enabled, numbering
will not be updated until you accept the changes.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

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[Dave Leer]

Thanks. I think that makes sense. I will go try it.
Thanks Suzanne and Stefan.

 

[Stefan Blom]

You are welcome. Thank you for the feedback.

--
Stefan Blom
Microsoft Word MVP


in message