Problem with heading # in figure #

[Chris Brewster via OfficeKB.com]

We need figure numbers that are relative to heading numbers, so the 2nd
figure in section 3.2 would be 3.2-2. We know how to create these in the
Caption dialog, and the resulting field definition shows the right heading
level. This document has had a couple of previous authors who may have
introduced complications. What happens is that a figure number is correct one
minute, but if I go to another page and come back to the number, it has been
reset by some unseen force, possibly emanating from Redmond WA. Can anyone
explain how to remedy this?

Christopher Brewster

--
Christopher Brewster
Lockheed Martin, Eagan MN

Message posted via OfficeKB.com
http://www.officekb.com/Uwe/Forums.aspx/word-numbering/200511/1

 

[Shauna Kelly]

Hi Chris

I've never seen any unseen forces when I've been in Redmond, so I can't
comment. More likely, however, is a problem with the field codes.

To clean up the document, it might be worth a quick look at how Table and
Figure numbering works.

First, choose Tools > Options > View. Set Field Shading to Always. This
displays field codes in grey so you can distinguish field codes from
ordinary text. The shading doesn't print. You can turn this off again later
if you don't like it.

Use Alt-F9 to toggle between the display of field codes and the display of
field results. Find a caption that works correctly, and then go through all
the captions in the document to make sure they are all the same.

Here's what the different parts of the caption mean.

When you use Insert > Reference > Caption, Word first inserts "Figure". It's
just text. It's not a field, it's not magic, it's just text as if you typed
it.

Second, Word inserts field codes. They are magic, which is to say they
change depending on what's going on in your document. The field codes that
you see, something like { STYLEREF 2 \s }-{ SEQ Figure \* ARABIC \s 2 }, are
creating the numbering.

STYLEREF 2 is picking up the numbering of the current Heading 2 style. The
\s causes Word to pick up only the number of your Heading 2, not the text
itself.

- inserts the hyphen (kind of obviously).

SEQ Figure means "Show the next number in the Figure Sequence ... ". \s 2
means "... but re-start the numbering after each paragraph in Heading 2
style". \* ARABIC means "Show the number as an arabic numeral".

One particular thing to look out for is the word "Figure" in the second
field. I suspect that some of your captions are using "Figure" and some are
using something else (perhaps "Figure." or "Fig" or some such). Word can
keep track of many different sequences of numbers. Each sequence has a
different name. To get all your captions in the same sequence, and to ensure
they all have the same numbering format, you need to make sure that all the
SEQ fields are referring to the same sequence, that is, to the "Figure"
sequence.

Having exposed the field codes, you can edit them like any other text.
However, if you accidentally delete the curly braces, bear in
mind that you can't insert them from the keyboard. You must type ctrl-F9 and
type within the braces that Word gives you, or use Insert > Reference >
Caption again.

Press F9 on a field to update it (or ctrl-a and F9 to update all fields in
the whole document).

Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word