Mod Table Title on continuation pages?

[Joe Presson]

Need to find a way to have a table title listed for the first page it's on,
then if there is a continuation page, the same title followed by "(cont)". I
can do a title that is the same using the heading row, but I can't figure out
how to have the (cont) show up after the title on the continuation page(s) to
show it is a continuation.
Or if I could put something on the first page just prior to the table that
would override the (cont) so it didn't appear on the first page. Snce this
is a US Government requirement for documents, WORD should support it somehow.

 

[Lene Fredborg]

You can do as follows:
1. In the first table row, type “(cont.)†as you want it to appear on the
following pages. Make sure that Table > Heading Rows Repeat is turned on for
that row.

2. On top of the text “(cont.)â€, create a text box or an AutoShape with the
same shading as the table row (if no shading, use white fill), thereby
“hiding†the text “(cont.)â€. Make sure the text box/AutoShape is anchored to
a paragraph above the table so that it will not repeat on the following pages
(it must be anchored to a paragraph that will remain on the same page as the
first table row).

In the “Advanced Layout†dialog box (opened via the “Advanced†button on the
Layout tab of the Format Text Box/Format AutoShape dialog box) I would turn
on “Move object with text†and “Lock anchor†to best possible keep track of
the object.’

--
Regards
Lene Fredborg - Microsoft MVP (Word)
DocTools - Denmark
www.thedoctools.com
Document automation - add-ins, macros and templates for Microsoft Word

 

[Joe Presson]

I was experimenting with that as your reply arrived. I hadn't understood
before how to link the textbox to the text above the table yet. But there is
still a sticky issue - the Table of Contents (in this case, the list of
tables with their titles) assumes the table title is "title (cont)". I can
hide the "cont" in the first occurrence of the title in the body of the
document, but I don't know how to make Word ignore it in the list of table
titles. I tried to make the last portion of the table title be "normal"
style/format (the first part is "Table" style/format, which generates the
auto link to the table of contents); but Word doesn't seem to allow a
different format for a portion of the title. Appreciate your help!

Joe

 

[Suzanne S. Barnhill]

I would modify Lene's procedure to suggest anchoring the text box to text in
the second (or first non-heading) row of the table. That way you can be sure
it will stay on the same page with the heading row.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

 

[PamC via OfficeKB.com]

In 2007, 2003, and 2002, use the style separator. Create a style that looks
like your caption style but named, say, caption clone. Type the caption
and the continuation notice on separate lines and apply the appropriate
styles. Put the cursor anywhere in the caption (first of the two paragraphs),
then click the style separator. ---You'll have to add it to your toolbar in
W2002-3 from the all commands list or to the QAT in W2007 from the commands
not in ribbon list. The table TOC should only pick up the caption style (or
whatever style name you have asked it to look for).

In Word versions before 2002, you can do the same thing by applying the font
style hidden to the paragraph mark at the end of the caption.

W2007 has a new feature, linked (paragraph and character) styles, that allows
you to put two styles in the same paragraph. A linked style, whether used as
a paragraph style or a character style, can be picked up by a TOC. It works
OK in my few tests, but I haven't tried it in a production document.


*********
I worked many years at an federal agency whose multipage table titles also
had to add "Continued." on all but the first and last page. The last page
had to add "Concluded." instead. I guess that, with Word (which they
weren't using when I left), they have to add a second text box.

PamC

I was experimenting with that as your reply arrived. I hadn't understood
before how to link the textbox to the text above the table yet. But there is
still a sticky issue - the Table of Contents (in this case, the list of
tables with their titles) assumes the table title is "title (cont)". I can
hide the "cont" in the first occurrence of the title in the body of the
document, but I don't know how to make Word ignore it in the list of table
titles. I tried to make the last portion of the table title be "normal"
style/format (the first part is "Table" style/format, which generates the
auto link to the table of contents); but Word doesn't seem to allow a
different format for a portion of the title. Appreciate your help!

Joe

You can do as follows:
1. In the first table row, type “(cont.)†as you want it to appear on the

[quoted text clipped - 22 lines]

 

[Joe Presson]

The suggestions talk about anchoring the text box to either some text above
the table or to the 1st non-header row. I have not found any info on how to
anchor a text box. I put the insertion cursor where I want the text box to
be hooked to, but when the (blank) text box is moved over the first instance
of the heading row that I wish to cover up, either the text box jumps to the
top of the page, or the text box shows up on both the start of the table and
the continuation of the table. Same result when I try to move a text box
from the top of the page down to the desired location. I appreciate the
suggestions and I just hope I can get over this last hurdle.

 

[Joe Presson]

I also tried using an empty rectangle shape, same results.

 

[Suzanne S. Barnhill]

This can indeed be very frustrating. In the Advanced Layout dialog for the
shape or text box, you can set the position precisely "Relative to
Paragraph," and that will be relative to the paragraph to which it is
anchored. Some trial and error may be needed to fine-tune this, but it
should adjust automatically as you drag the shape/text box where you want it
(use Alt to override the grid if required).

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org