generating table of figures

[djbots]

Hi there,

Got another question for work:mac for the output of the table of
figures.

I have set the caption style to justify center so now when I generate
the table of figures appears with the entries justified center as well.
Is there a way to make the caption itself justified center but the
appearance of the table entry left justified?

cheers,

Noah

 

[John McGhie [MVP - Word and Word Macintosh]]

Hi Noah:

Hmmm... The Help on this topic is utterly useless, isn't it?

OK, so allow me to re-purpose something I wrote last year:

The TOC, Table of Figures, List of Tables etc are all created with the Table
of Contents Generator, an automatic Word tool that fills a TOC field.

We could call them all "TOC"s even though the kind you want is a Table of
Figures.

A TOC is "collected" from entries in your text. The process is described in
the Help topic "About creating a table of figures"

The Table of Figures consists of GENERATED text. Only the characters are
copied from the body of the document: the formatting is left behind. Study
the Help topic "Field codes: TOC (Table of Contents) field". In your case,
you are interested only in the \w and \x switches. These control whether or
not tabs and new line characters are copied in to the Table of Figures along
with the text.

Formatting of a TOC/TOF etc is performed automatically by Word. You need to
adjust how it does this.

The first thing you need to adjust is the "Format kind" that you choose when
you insert the List of Figures. Under Insert>Index and Tables>Table of
Figures you will see Formats box on the left.

CHOOSE "FROM TEMPLATE". If you choose any other Format, you have no control
over the formatting of your Table of Figures at all.

The Table of Figures is formatted by the built-in Paragraph style "Table of
Figures". This style will not exist in the document until after you have
inserted a Table of Figures.

Once the style exists, you can use Format>Style... To set the properties to
any font, size, and justification you choose.

If you choose any of the other Formats, the format of that style is
overwritten by Word every time the Table of Figures is generated or updated.
That's why you must choose the Format "From Template" when you start.

You can adjust the format of the Table of Figures style by clicking the
Modify button on the Insert>Index and Tables>Table of Figures dialog.
However, I usually don't: I prefer the better control I get with
Format>Style...

Once you have adjusted that style to your taste, check the Add to Template
box on the Modify Style dialog so you write the style into your template for
use next time.

No, you cannot define ANY of your own TOC style names. The TOC generator
can use only the built-in style names. But you can (and should) format
those styles to suit yourself.

There: It's easy once you know how

Cheers

Hi there,

Got another question for work:mac for the output of the table of
figures.

I have set the caption style to justify center so now when I generate
the table of figures appears with the entries justified center as well.
Is there a way to make the caption itself justified center but the
appearance of the table entry left justified?

cheers,

Noah

--

Please reply to the newsgroup to maintain the thread. Please do not email
me unless I ask you to.

John McGhie <[email protected]>
Microsoft MVP, Word and Word for Macintosh. Business Analyst, Consultant
Technical Writer.
Sydney, Australia +61 (0) 4 1209 1410

 

[Clive Huggan]

Below.

Clive Huggan
===========

Hi Noah:

Hmmm... The Help on this topic is utterly useless, isn't it?

OK, so allow me to re-purpose something I wrote last year:

The TOC, Table of Figures, List of Tables etc are all created with the Table
of Contents Generator, an automatic Word tool that fills a TOC field.

We could call them all "TOC"s even though the kind you want is a Table of
Figures.

A TOC is "collected" from entries in your text. The process is described in
the Help topic "About creating a table of figures"

The Table of Figures consists of GENERATED text. Only the characters are
copied from the body of the document: the formatting is left behind. Study
the Help topic "Field codes: TOC (Table of Contents) field". In your case,
you are interested only in the \w and \x switches. These control whether or
not tabs and new line characters are copied in to the Table of Figures along
with the text.

Formatting of a TOC/TOF etc is performed automatically by Word. You need to
adjust how it does this.

The first thing you need to adjust is the "Format kind" that you choose when
you insert the List of Figures. Under Insert>Index and Tables>Table of
Figures you will see Formats box on the left.

CHOOSE "FROM TEMPLATE". If you choose any other Format, you have no control
over the formatting of your Table of Figures at all.

The Table of Figures is formatted by the built-in Paragraph style "Table of
Figures". This style will not exist in the document until after you have
inserted a Table of Figures.

Once the style exists, you can use Format>Style... To set the properties to
any font, size, and justification you choose.

If you choose any of the other Formats, the format of that style is
overwritten by Word every time the Table of Figures is generated or updated.
That's why you must choose the Format "From Template" when you start.

You can adjust the format of the Table of Figures style by clicking the
Modify button on the Insert>Index and Tables>Table of Figures dialog.
However, I usually don't: I prefer the better control I get with
Format>Style...

Once you have adjusted that style to your taste, check the Add to Template
box on the Modify Style dialog so you write the style into your template for
use next time.

No, you cannot define ANY of your own TOC style names. The TOC generator
can use only the built-in style names. But you can (and should) format
those styles to suit yourself.

<polite cough>

You can define your own styles to be taken into a table of contents, John:
Insert menu -> Index and tables -> Table of contents -> Options.

Recently I wanted a clickable TOC listing of organizations involved in a
project. The organizations were under level 3 headings. I wanted those level
3 headings to be displayed as TOC level 1. Under them, as TOC 2 entries, I
put the organization names. These entries were in a unique style that
appeared in one of the paragraphs in the left-hand column of a 3-column,
multi-row table.

After altering the TOC level of the level 3 headings to TOC 1 and nominating
the unique style as TOC 2, Word compiled the table of contents as I wanted,
and continued to update the table of contents similarly. (It also
re-asserted headings 1 and 2 as TOC 1 and 2 in the display Insert menu ->
Index and tables -> Table of contents -> Options, but did not in fact alter
the TOC entries that I had specified.)

Cheers,
Clive
=======

 

[John McGhie [MVP - Word and Word Macintosh]]

Hi Clive:

<polite cough>

You can define your own styles to be taken into a table of contents, John:
Insert menu -> Index and tables -> Table of contents -> Options.

{Loud Splutter} I stuffed up again!! Yes, you can, but that will mislead
the original poster I did not clearly distinguish what I meant there.

1) The TOC Generator will always use the built-in style "Table of Figures"
to format a list of figures that it generates. It will never use any other
style.

2) Clive is quite correct: You can specify whatever style you like with
which you can mark the entries in the body of the document that the TOC
generator collects the text from to express in the List of Figures.

The reason I am making such a fuss about it is because the Help never
explains how to format a List of Figures. It makes vacuous simplistic
statements that lead users to believe that they can define and apply their
own formatting to the LOF.

Eventually, users just give up, thinking that the mechanism doesn't work.
It does: it's the Help Author who didn't work. They've never generated a
TOC or a LOF in their lives and haven't a bloody clue how this system works.

So it's critical for me to make it clear: and I am annoyed with myself that
I didn't do that

Just in case our original poster's eyes have not yet glazed over with
boredom, allow me to re-state it.

A) The formatting of a List of Figures is always determined by the
formatting of the Table of Figures style. Only. You cannot format a Table
of Figures in any other way. To get the Table of Figures looking the ay you
want it, change the formatting of the Table of Figures style.

B) The only one of the Formats available in the Table of Contents generator
that enables you to format the output is "From Template". Regardless of
which of the TOC, Table of Figures or Table of Authorities "tables" you are
producing, if you choose a "Format" of anything other than "From Template"
all of your formatting will be deleted when the table next updates.

C) The styles that you choose, and the way that you format, the entries in
the body of the document, have no effect on the output of the TOC Generator:
it reads only the text. This is different to the Index Generator, which
will copy bold and italic through as hard coding.

Sorry everyone for the confusion: my fault entirely...

Cheers

--

Please reply to the newsgroup to maintain the thread. Please do not email
me unless I ask you to.

John McGhie <[email protected]>
Microsoft MVP, Word and Word for Macintosh. Business Analyst, Consultant
Technical Writer.
Sydney, Australia +61 (0) 4 1209 1410

 

[Phillip Jones]

Hi Clive:



{Loud Splutter} I stuffed up again!! Yes, you can, but that will mislead
the original poster I did not clearly distinguish what I meant there.

1) The TOC Generator will always use the built-in style "Table of Figures"
to format a list of figures that it generates. It will never use any other
style.

2) Clive is quite correct: You can specify whatever style you like with
which you can mark the entries in the body of the document that the TOC
generator collects the text from to express in the List of Figures.

The reason I am making such a fuss about it is because the Help never
explains how to format a List of Figures. It makes vacuous simplistic
statements that lead users to believe that they can define and apply their
own formatting to the LOF.

Eventually, users just give up, thinking that the mechanism doesn't work.
It does: it's the Help Author who didn't work. They've never generated a
TOC or a LOF in their lives and haven't a bloody clue how this system works.

IN that case a Thorough beating about the head for about ten minutes is
order for the help writer! Leads me to belive that Billy Gates
himself I is the help writer. ;-)

So it's critical for me to make it clear: and I am annoyed with myself that
I didn't do that

Just in case our original poster's eyes have not yet glazed over with
boredom, allow me to re-state it.

A) The formatting of a List of Figures is always determined by the
formatting of the Table of Figures style. Only. You cannot format a Table
of Figures in any other way. To get the Table of Figures looking the ay you
want it, change the formatting of the Table of Figures style.

B) The only one of the Formats available in the Table of Contents generator
that enables you to format the output is "From Template". Regardless of
which of the TOC, Table of Figures or Table of Authorities "tables" you are
producing, if you choose a "Format" of anything other than "From Template"
all of your formatting will be deleted when the table next updates.

C) The styles that you choose, and the way that you format, the entries in
the body of the document, have no effect on the output of the TOC Generator:
it reads only the text. This is different to the Index Generator, which
will copy bold and italic through as hard coding.

Sorry everyone for the confusion: my fault entirely...

Cheers

--
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[John McGhie [MVP - Word and Word Macintosh]]

Hi Phillip:

I am not sure that "only" ten minutes of percussive attitude adjustment is
sufficient for the Word Help Authors.

The only time I met them, they were so utterly arrogant and convinced that
"users were the problem" that I nearly began the therapy on the spot.

I am sure that if Billy Gates had written it, we would all be able to
understand it. Bill is one of the few human beings who is truly great at
explaining himself

Cheers

IN that case a Thorough beating about the head for about ten minutes is
order for the help writer! Leads me to belive that Billy Gates
himself I is the help writer. ;-)

--

Please reply to the newsgroup to maintain the thread. Please do not email
me unless I ask you to.

John McGhie <[email protected]>
Microsoft MVP, Word and Word for Macintosh. Business Analyst, Consultant
Technical Writer.
Sydney, Australia +61 (0) 4 1209 1410