Help with word 2007 figures, bibliography, and table of contents

[kbaker]

I am finishing up my PhD dissertation with with word 2007, and I am now
trying to learn some of the "tricks" to make my document more automatic. I
currently have 3 main areas where I am trying to improve the document:

1) Figures. Is there a way when inserting a cross-reference for the
caption of a figure, table, and heading that it automatically be blue colored
and underlined? I currently have went through the entire document and did
this manually. For the heading I would also like to include the number in
front of it.

2) Bibliography. I would like to create links at each of the citations in
the document to the actual entry in the bibliography. I would then like them
to be blue and underlined.

3) Table of contents. Right now I use the add the multi-list number system
to each chapter (Heading 1), section (Heading 2), etc so I can have numbers.
Is their an automatic way to do this?

Thanks in advance for any help/suggestions to make this editing process
easier.

 

[Suzanne S. Barnhill]

If you use Insert | Reference | Caption and check the box for "Insert as
hyperlink," it will be hyperlinked even though the Hyperlink character
format is suppressed.

You can also create cross-references to entries in the bibliography. If it's
a numbered list of references, you can insert a cross-reference to "Numbered
item." Otherwise, you'll have to bookmark each entry first and
cross-reference the bookmark. Again, the cross-references can be hyperlinked
but won't display the Hyperlink formatting.

See http://www.ShaunaKelly.com/word/toc/CreateATOC.html

All of these are issues you really should have considered before you started
writing, not at the end. But see http://daiya.mvps.org/bookword.htm

 

[kbaker]

Thanks Suzanne:

Yes I should have thought about at the beginning, but maybe it will help
next time. If I understand your post I believe you are referring to MS word
2003. When I insert a caption by right clicking the figure and then I use
the cross-reference. I check the insert as hyperlink, but it is just the
standard text, not blue and underlined indicating a hyperlink. This is what
I want it to do.

I use the Insert Citation for the citations. This automatically creates the
citation in the correct way (MLA, APA, etc.). Is there a way to
automatically create a link to the entry in the bibliography, and make blue
and underlined. Thanks again.

Kevin Baker

 

[Suzanne S. Barnhill]

By default, Word suppresses the Hyperlink character style in the display of
cross-references and TOC entries (the assumption being that you don't want
this formatting in a printed document, and when using the document online
you get the "hand" to indicate a hyperlink on mouseover). There is no
practical way around this, though you can define a character style identical
to Hyperlink, apply it to the cross-reference, and add the \* MergeFormat
switch to each REF field.

 

[kbaker]

Thanks again Suzanne. Now I am trying to change the numbering used in the
document for each chapter, section, sub-section, etc. For example, right now
I have something like 1.1.1, 1.1.2, 1.1.3, etc., but I would like it to be
1.1.a, 1.1.b, 1.1.c, etc. When I try to define a new Multilevel list with
this new format the letters don't increment like I want. Can someone tell me
how to do this with MS 2007. Thanks for any help.

 

[Suzanne S. Barnhill]

The principles expounded at
http://www.shaunakelly.com/word/numbering/OutlineNumbering.html still apply,
although the dialogs are accessed a bit differently in Word 2007. I'm not
using Word 2007, so I can't tell you exactly how to get where you're going,
but I saved the following post from Stefan Blom, most of which will be
applicable to your situation:

The principle for multilevel (outline) numbering is the same in Word 2007,
but it has become easier, *and* as more difficult, to create and edit it.
<sigh>

The easiest way to create the Article/Section format is this: On the Home
tab, click the Multilevel List button. Click the built-in "Article I Section
1.01" format, found under "List Library."

To edit an existing list, place the insertion point in a top-level item
(which means a Heading 1 paragraph if numbering was created with heading
styles). Then click Home tab | Multilevel List | Define New Multilevel List.
This displays a dialog box similar to the Customize Outline Numbered List
dialog box of previous versions, which allows you to change the numbering
options, attach paragraph styles to levels (if this hasn't already been
done) etc. See also
http://www.shaunakelly.com/word/numbering/OutlineNumbering.html.

Note, however, that if you are creating a multilevel list from start, it
will be safer to click Home tab | Multilevel List | Define New List Style.
You can then set up numbering and attach each level to a paragraph style (if
you click Format, Numbering in the Modify Style dialog box). Editing an
existing style will be easier, since you can right-click the style in the
"List Styles" section (under Home tab | Multilevel List) and choose Modify
from the context menu.

 

[kbaker]

Thanks again Suzanne I figured it out from your post. I have another
question about on the location of the equation caption. I would like it to
the right of the equation instead of above or below it. I only see the above
item and below item options for the position. Is their a way to make it the
left? I can manually place it their, but when I try to create a
cross-reference I only want the label and number, but it includes the
equation too? Thanks again for your help.

 

[Suzanne S. Barnhill]

What people usually do (and again, this may be different in Word 2007) is
put the caption and equation in the left and right cells of a two-column,
single-row borderless table. You can save a properly formatted table (with
dummy content) as an AutoText entry (building block) for ease of insertion.
This has the advantage that you can reference the caption without pulling in
the entire equation.