Links to Table and Figure Numbers

[Guest]

I'm currently writing a very long (~300 page) document that contains many
tables and figures, all of which are sequentially numbered. I need to refer
to these in the text as "see Table 1" for example. Is there any way I can
link to the table or figure number so that, if they are changed, the
reference in text updates automatically?

Many thanks!

 

[Anne Troy]

Yes, John. Where you want "Table 1" to appear, hit Insert-->Cross Reference,
choose Bookmark, then choose Figure or Table... you'll see it.
*******************
~Anne Troy

www.OfficeArticles.com
www.MyExpertsOnline.com

 

[Guest]

Thank you!

Yes, John. Where you want "Table 1" to appear, hit Insert-->Cross Reference,
choose Bookmark, then choose Figure or Table... you'll see it.
*******************
~Anne Troy

www.OfficeArticles.com
www.MyExpertsOnline.com

 

[Suzanne S. Barnhill]

Actually, Figure and Table are separate listings (along with Bookmark) in
the "Insert reference to" list in Insert | Reference | Cross-reference.

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

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[Guest]

Suzanne & Anne,

Your solution works fine when creating the tables. But what do I do to
split a Table of Figures into a List of Tables AND a List of Figures based on
the nature of the table? The majority of these figures are tables of text,
while some figures are pictures or drawings. I want to separate the Table of
Contents list into tables and figures but cannot see any way to do so using
the default dialog boxes. They are set up to print either Figure # OR Table
# in the Caption, one or the other. If I change one Figure entry, using the
Caption dialog, to display Table, they all change to Table when I update the
fields.

I could settle for them being numbered sequentially, if only they can be
grouped by Figures and Tables. While the document I am currently working on
has 400+ pages, there are only 41 numbered "figures". If I have to change
each one individually to get the result I seek, I can do it.

I cannot find any reference to a table of tables, although a Table of
Figures includes figures, tables and equations with giving them individual
names. How do people manage a Table of Figures, a Table of Tables, and a
Table of Equations in their Table of Contents, which are all viable creations
in a technical document?


Roy Sprunger
----------------------------------------------------------

 

[Suzanne S. Barnhill]

In the Insert | Reference | Index and Tables | List of Figures dialog, there
is a box to select the caption label. You can choose Figure or Table.
Alternatively, you can choose a style other than Caption for one or both of
the captions and base the list on a given style. Finally, table identifier
switches can be added.

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

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[Guest]

Suzanne,

Thanks for the quick reply. I see by your comments I should have been more
explicit in my details.

There are 41 Figures as identified by their Captions. I need to split the
41 Figures into a List of Figures and List of Tables.

Do I need to manually alter each Figure caption e.g. Figure { SEQ Figure \*
ARABIC } to read Table { SEQ Table \* ARABIC } in order for it to appear in
the appropriate List of Figures or List of Tables?

Also, I don't see anything to tell me how to manage separate numbering
schemes, one for Figures and a different one for Tables. Is there a way to
force both the "Lists" to start at "1"?

The more I look into the content of this document, the more I see the need
for separate tables and figures, and that I will need to add more tables. My
predecessors used a combination of tabs, spaces, hanging indents and bulletts
to create multi-column displays of information that is in serious need of
standardization.

Your advice has been and is greatly appreciated as I work on proofing this
collection of documents. The collection has been built upon the various
experience levels of many people and copy/pasted indiscriminately. The
biggest challenge has been standardizing the styles. Your help has been most
beneficial. Thank you.


Roy
--------------------------------------------------------

 

[Suzanne S. Barnhill]

I take it that you have not been using Insert | Reference | Caption to
insert your table and figure captions? When you do this, selecting the
appropriate label, Word inserts the required SEQ fields for you, and yes,
the numbers are updated automatically (well, as automatically as any SEQ
field--may require F9 or Print Preview to update).

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

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[Guest]

Apparently you did not reread my original comments. I understand and I will
try to bring you up to date. My basic question was, ...

The first question in your reply assumes I am "creating" these entries.

I take it that you have not been using Insert | Reference | Caption to
insert your table and figure captions?

The answer is "No." I inherited these files. I am working with a
collection of 14 Word documents that were created by several people,
supplemented by many people, and are now being maintained by myself and one
other person.

One of these 14 files is based on sources as much as five years old, e.g.
Office 9. It started out with more than three dozen styles. I have resolved
that down to the Headings, TOCs and maybe ten more. Now I am working on the
Figures/Captions.

I had asked, "Do I need to manually alter each Figure caption e.g. Figure {
SEQ Figure

\* ARABIC } to read Table { SEQ Table \* ARABIC } in order for it to appear in the appropriate List of Figures or List of Tables?"

Are you recommending that I delete the "existing" entries and "recreate" the
Captions using "Insert | Reference | Caption" and selectively choosing Figure
or Table as appropriate? Given what I have learned today, that would appear
to be the most expeditious way of handling it.

 

[Suzanne S. Barnhill]

That probably would be the most expeditious way to handle it from the
standpoint of numbering. From the standpoint of List of Tables/List of
Figures alone, you could accomplish what you need by applying different
styles to the table and figure captions.

Note that it should not be (too) difficult to copy/paste the existing
captions into the Caption dialog (no need for retyping).

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

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

Apparently you did not reread my original comments. I understand and I will
try to bring you up to date. My basic question was, ...


The first question in your reply assumes I am "creating" these entries.


The answer is "No." I inherited these files. I am working with a
collection of 14 Word documents that were created by several people,
supplemented by many people, and are now being maintained by myself and one
other person.

One of these 14 files is based on sources as much as five years old, e.g.
Office 9. It started out with more than three dozen styles. I have resolved
that down to the Headings, TOCs and maybe ten more. Now I am working on the
Figures/Captions.

I had asked, "Do I need to manually alter each Figure caption e.g. Figure {
SEQ Figure

appear in the appropriate List of Figures or List of Tables?"

 

[Guest]

I have read this discussion in search of an answer to my problem: I have both
figures and tables with automatic references to them. However, while adding a
new table, I noticed that my previous "figure" captions have all changed to
"table" captions, losing the reference fields ("Error...."). How did this
happen? How can I get it right?