Better tutorial for using LISTNUM

[kddidit]

Version: 2004 Operating System: Mac OS X 10.6 (Snow Leopard) Processor: Intel Okay, I've read through everything that's been suggested for learning listnum and am underwhelmed and still thoroughly confused.

I am trying to maintain a numerical sequence with figure captions. I finally broke down and redid every one of my figures using Insert>Caption. When I was almost done, the Insert>Caption number Word offered up was 5 instead of 20. The very next figure offered up was 11.

I tried the Select ALL + F9. I think that Word just laughed at me. So then I figured, okay, I have to select the actual captions to make the numbers update work. Well, I did manage to find two figures that Word had decided were both 4.

So, now I've read that using listnum works better and I want to try it. I've read both references made in the posting, "ListNum Reference" as well as searching through a number of MVP sites.

Can anyone suggest a better resource for learning how to use listnum in Word 2004 for Mac?

 

[John_McGhie_[MVP]]

No

I believe I wrote both references

Microsoft, for some reason, does not want us to learn about "Fields".

So: What do you need to know?

Do you know how to use Fields? If not, see here:
http://office.microsoft.com/en-us/word/CH061047111033.aspx

One thing Microsoft refuses to tell you is that there are three "kinds" of
field: Cold, Warm, and Hot. A Cold field updates only when you select it
and Update Fields. A warm field updates on specific document events, such
as File>Open. A Hot field updates constantly and dynamically.

Did you know that a "Caption" is actually done with Fields? Always has
been. Field-based numbering is the original and most stable kind of
numbering in Word. It's also the easiest to use, once you understand it.

Typically, in a caption you see something like "Figure {  SEQ Figure \*
ARABIC } if you View field codes. The SEQ field is a cold field, and
there's the problem.

The Field in use is the SEQ ("Sequence") field. Using a ListNum field quite
literally involves switching the Field name for a ListNum field:

 Figure { ListNum "Figure" \l7 }

They both generate a number one greater than the previous occurrence of the
same field. The important difference is that ListNum field is a Hot field.
As you can see, it can have a name (although, for this purpose, it doesn't
need it).

They keep the ListNum field documentation as deeply hidden as possible: It's
here:

http://office.microsoft.com/en-us/word/HP051895471033.aspx

What they don't tell you is that although it "can" have a name, it doesn't
need one for this purpose. The name is used only to include a specified
ListNum field in a list created by Heading numbering. You won't use that
here.

They also don't tell you that the "Level" switch "\l7" sets the format of
the number. The only one you can use for caption numbering is Level 7
(Arabic followed by a period).

Read all that guff, and come back to us if you have any further questions


Cheers

Version: 2004 Operating System: Mac OS X 10.6 (Snow Leopard) Processor: Intel
Okay, I've read through everything that's been suggested for learning listnum
and am underwhelmed and still thoroughly confused.

I am trying to maintain a numerical sequence with figure captions. I finally
broke down and redid every one of my figures using Insert>Caption. When I was
almost done, the Insert>Caption number Word offered up was 5 instead of 20.
The very next figure offered up was 11.

I tried the Select ALL + F9. I think that Word just laughed at me. So then I
figured, okay, I have to select the actual captions to make the numbers update
work. Well, I did manage to find two figures that Word had decided were both
4.

So, now I've read that using listnum works better and I want to try it. I've
read both references made in the posting, "ListNum Reference" as well as
searching through a number of MVP sites.

Can anyone suggest a better resource for learning how to use listnum in Word
2004 for Mac?

--

The email below is my business email -- Please do not email me about forum
matters unless I ask you to; or unless you intend to pay!

John McGhie, Microsoft MVP (Word, Mac Word), Consultant Technical Writer,
McGhie Information Engineering Pty Ltd
Sydney, Australia. | Ph: +61 (0)4 1209 1410 | mailto:[email protected]

 

[kddidit]

I read through the first link given and attempted to follow its instructions, but...

If I'm inserting Figure captions, where do I "insert the field"? I tried the Insert > Field. Played with the various options. I didn't get a caption but I did get a "1)". What's with that?

 

[John_McGhie_[MVP]]

Sorry, you need to read it "All"

A field lands where you have your insertion point when you insert it. To
make a Caption, you need to be IN a caption at the time.

I told you why it said "1)" in my answer... The bit about the "\l7" switch.

Sorry, but I can't type out all 30 years worth of learning about this stuff
here: it's all in the links I sent to you

By all means come back when you have read them all, if there is anything you
don't understand.

Cheers

I read through the first link given and attempted to follow its instructions,
but...

If I'm inserting Figure captions, where do I "insert the field"? I tried the
Insert > Field. Played with the various options. I didn't get a caption but
I did get a "1)". What's with that?

--

The email below is my business email -- Please do not email me about forum
matters unless I ask you to; or unless you intend to pay!

John McGhie, Microsoft MVP (Word, Mac Word), Consultant Technical Writer,
McGhie Information Engineering Pty Ltd
Sydney, Australia. | Ph: +61 (0)4 1209 1410 | mailto:[email protected]

 

[kddidit]

Actually, I had read through the second link before I posted my problem. It didn't help either.

If I have to be IN a caption to make a caption...I'm confused. I always select my image/graphic and then choose Insert > Caption in my sometimes vain attempt to keep the caption with the image. I type out the caption information in the resulting dialog box before hitting OK.

To use ListNum, I can't select the image and have Field as an option. So I insert the cursor next to the image, Insert > Field > Numbering > LISTNUM > Options > Field Specific Switches > \s > OK and I end up with a letter.

Do I add the term Figure later in the document along with its caption? How do I get rid of the letter? I don't seem to have options in the Field dialog box for formatting. Will this caption stay with the image? Or do I need to pop it into a text box and then group the text box with the image?

 

[kddidit]

Oh, never mind...something finally clicked and I got the number bit. But I still want to know how to ensure that the caption stays with the image.

And why doesn't it show up in the Cross Reference so I can do the "see Figure X" and have it automatically update?

 

[John_McGhie_[MVP]]

Oh, never mind...something finally clicked and I got the number bit.

Yeah: Took me AGES to understand that bit. The description is REALLY
confusing

But I
still want to know how to ensure that the caption stays with the image.

Nothing changes there: either use images that are Inline with text and "keep
with next" on their paragraph, or put both the image and its caption in the
same text box.

You can use Insert Caption if you must, but then you need to reveal Field
Codes and change the SEQ field for a ListNum field. I don't bother with
Insert>Caption, I simply use the "Caption" style. It's quicker than
changing the field.

And why doesn't it show up in the Cross Reference so I can do the "see Figure
X" and have it automatically update?

It sort-of does show up in Insert Cross References. But as a "Numbered
Item" (which it now is) rather than as a "Caption" (which it still is...)

The List of Figures generator is going to give you grief: it's looking for a
SEQ field. If you need a List of Figures, insert a second Table of
Contents, and restrict it only to the "Caption" Style. Assign the Caption
Style to "Level 9" in the second TOC, so you can control the formatting by
formatting the TOC 9 style.

Hope this helps

--

The email below is my business email -- Please do not email me about forum
matters unless I ask you to; or unless you intend to pay!

John McGhie, Microsoft MVP (Word, Mac Word), Consultant Technical Writer,
McGhie Information Engineering Pty Ltd
Sydney, Australia. | Ph: +61 (0)4 1209 1410 | mailto:[email protected]

 

[kddidit]

Yes, thanks very much! It makes sense in a very computer-y sort of way...!

 

[John_McGhie_[MVP]]

Yes, that's true. Using "Fields" is closer to the hardware than typing in
the document. As such, it is very powerful and very fast, but it does get
you closer to the code. They're not yet "writing programs", but fields is
about halfway there...

Cheers

Yes, thanks very much! It makes sense in a very computer-y sort of way...!

--

The email below is my business email -- Please do not email me about forum
matters unless I ask you to; or unless you intend to pay!

John McGhie, Microsoft MVP (Word, Mac Word), Consultant Technical Writer,
McGhie Information Engineering Pty Ltd
Sydney, Australia. | Ph: +61 (0)4 1209 1410 | mailto:[email protected]