Lists of Figures are consecutively numbered

[ctloden]

I am working on a dissertation in Word 2003 that has numerous tables,
figures, and photos. When I generate a List of Figures for each group, the
lists are numbered consecutively even though they are numbered separately
within the document.

I know that the lists can be numbered separately, because that's how I have
always done them before, but for some reason, this document just won't do it.
I have checked everything I know to check and even deleted and reinserted
the lists a number of times in hopes of fixing the problem, but I have had no
success.

The only way that I can get them to number separately is to go into Bullets
and Numbering and tell it to Restart Numbering for each list, but this is
only a temporary fix. As soon as I choose to update the entire table, the
correct numbering is lost and the lists are once again numbered
consecutively.

I have no clue what is different in this job that is keeping it from working
like the others. I would greatly appreciate any help anyone can offer. I
have spent way too much time on this without any success.

Thanks,

Cheri

 

[Clive Huggan]

Hello Cheri,

You've landed in a discussion group for Mac versions of Word, and there are
subtle (and not so subtle) differences between PC and Mac versions. Although
there are several people here who are also highly expert in PC versions of
Word, and they may come by soon, you may get quicker results on the general
Word discussion forums. Start at
http://www.microsoft.com/office/community/en-us/default.mspx and look for
the bullets and numbering group.

Cheers,

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

 

[John McGhie [MVP Word, Word Mac]]

Hi Cheri:

How did you insert the Figure numbers?

The List Of Figures Generator is simply the Table of Contents Generator with
some selectors. It "selects" Captions: the number it displays is the number
in the caption.

If you want three kinds of captions to number independently, you have to
have three different "Labels" for your captions. The numbers themselves are
generated by SEQ fields (look up SEQ field codes in the help).

If you right-click a caption number and choose Toggle Field Codes, you can
see the codes generating the number. It will look something like this: {SEQ
Table \* ARABIC}

The above field belongs to a list named "Table". It should appear in your
List of Tables.

Check the captions for your figures and photos. They should have a
different label. For example {SEQ Figure \* ARABIC} and {SEQ Photo \*
ARABIC}. If they do, you will get three separate lists. You then set your
lists to select the appropriate "Label" for each kind of caption to choose
only the labels of the appropriate kind for each list.

If all your SEQ fields have the same label, or you have not used SEQ fields
for the numbering, of you have added numbering in the List of Figures
itself, you will get very peculiar results

Hope this helps

--

Please reply in the group. Please do NOT email me unless I ask you to.

http://jgmcghie.fastmail.com.au/

John McGhie, Consultant Technical Writer
McGhie Information Engineering Pty Ltd
Sydney, Australia. GMT + 10 Hrs
+61 4 1209 1410, mailto:[email protected]

 

[ctloden]

Hi John,

I did what you said and now everything is numbered as it should be.
However, the format requires that the label not be printed next to the
number in the Lists of Figures (Tables, Figures, Photos). The number is to
be decimal aligned in a column titled with the appropriate label. Is there a
way to do this. I know you can either put the label and number in or take it
out, but I haven't found a way to put the number in and leave out the label.
Any suggestions you have would be most appreciated.

Thanks,

Cheri

 

[John McGhie [MVP Word, Word Mac]]

Hi Cheri:

Oh, dear... That one is not easy

Now that you have your captions numbering correctly, you are half-way there


I would next ask yourself how often you have to update this document? If
it's only three or four times a year, I would do all of the rest of it
manually.

1) Convert the List of Figures to normal text
2) Find/Replace the string "Table " to a single tab character
3) Set a Decimal tab position in the paragraph at the correct position
4) Type in the heading "Tables".

Converting the list of figures is simple (I can never remember the keystroke
on the Mac: Command + Option + F9, I think) -- Clive will correct me if I am
wrong, or you can look it up in the Help yourself: the command is called
Unlink Fields. Note: This is a one-time command, the results are
permanent, so always use it on a COPY of the document.

Select just the concerted List of Tables before using Replace All, and the
Replace will confine its activities within the area you selected.

Use the Ruler to set a Decimal Tab within the selection, then you can drag
it around to get the position correct.

Get back to us if you need any more detail.

There are ways you can make this fully automatic. However, it's far more
work that simply doing it manually four times a year. If you have to do
this to hundreds of documents a year you would set the documents up to work
automatically. If you need to do that, get back to me and I will try to
remember how to do it for you...

Cheers

--

Don't wait for your answer, click here: http://www.word.mvps.org/

Please reply in the group. Please do NOT email me unless I ask you to.

John McGhie, Consultant Technical Writer
McGhie Information Engineering Pty Ltd
http://jgmcghie.fastmail.com.au/
Sydney, Australia. GMT + 10 Hrs
+61 4 1209 1410, mailto:[email protected]

 

[ctloden]

Thanks, John. I thought that was what I was going to have to do. I
appreciate your help.

Cheri