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MS Office Forum / Word / General MS Word Questions / July 2006Auto updating the caption numbers associated with tables of data?
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!!!! 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.  SignatureStefan Blom Microsoft Word MVP > 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!!!! 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!!!! > Create caption numbering via Insert | Reference | Caption. When > cross-referencing these numbers, use Insert | Reference | [quoted text clipped - 20 lines] >> >> Thanks!!!! 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. SignatureSuzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. > I am not sure I understand: > [quoted text clipped - 33 lines] > >> > >> Thanks!!!! Thanks. I think that makes sense. I will go try it. Thanks Suzanne and Stefan. > 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 [quoted text clipped - 45 lines] >> >> >> >> Thanks!!!! You are welcome. Thank you for the feedback. SignatureStefan Blom Microsoft Word MVP > Thanks. I think that makes sense. I will go try it. > Thanks Suzanne and Stefan. [quoted text clipped - 48 lines] > >> >> > >> >> Thanks!!!! |
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