Styles for captions? plus split table and lost figures

[Julia in Wisconsin]

Hello Word gurus (or should that be-- G'day?)

I'm working hard on my husband's thesis. He agreed to change the
"introduction" to "chapter 1," so that makes the numbering of captions
easier. I'm using Word X, and when I select a figure, then under the
Insert menu I select "caption," and then under "numbering" I can
select "include chapter."

So, I'm ready to do the numbering. Unfortunately, when I tried this
on the first figure, I managed to mess up the style of the caption
text. I think it happened when I picked "Bullets and Numbering" from
the Format menu, and then selected the bottom left (last) option under
"Outline Numbering." Suddenly the text went from too small to too
large--basically, the text for the caption is now printed in "Heading
1" style. When I look at the long list of styles, there is a
"caption" style, and I think that's what it started out as, but now it
looks like Heading 1, and I don't know how to change it back.

O.K., I'm going to be away for two days, so I'm going to break
protocol and throw out two more (hopefully minor) issues that have
come up with figures and tables. 1) My first table is currently split
between two pages, and I'd like to avoid that if I can. 2) Two of my
figures are no longer showing up, just {Embed Smart Draw.2}

I really appreciate the help I'm getting. If anyone has a sick kid, I
can offer advice, but pediatrics is my field of expertise!

Julia in Wisconsin

 

[Dayo Mitchell]

Hi Julia,

Okay, well I already directed you to the numbering guru, but here again. I
did give you a lot of links. The first rule for numbering is *never* to
use the Format | Bullets and Numbering command.
See: How to create numbered headings or outline numbering in your Word
document
<http://www.shaunakelly.com/word/numbering/OutlineNumbering.html>
I'm not sure how to fix the changes made, though, sorry, other than
reformatting the caption style. I think that if you set up outline numbering
first, the caption numbering will follow smoothly.

Tables--this is a simple problem, I'm sure, but I don't know the answer.
Google Groups for something like "keep a table on one page" might turn it
up.

Re Figures:
Totally brainstorming here: The {Embed SmartDraw.2} should be a
field--sounds like the graphic was created in another program with an add-in
for Word, but has now lost the connection.

Hitting Opt-F9 will toggle between showing Field Codes (i.e., the {Embed
SmartDraw}, marked by braces { }) and Field Results (i.e., the graphic) for
the entire document. It's possible that the particular graphic you can't see
is temporarily toggled--right-click and select Toggle Field Codes and it
works for just that field.

If that doesn't work, then if you have a version where the graphic does show
up, try selecting the graphic and hitting cmd-shift-F9. This should break
the link and leave the figure as a regular graphic that you can then treat
normally and copy and paste (but never edit with smartdraw again). It might
be a good idea to do this for all smartdraw graphics to avoid future
problems.

Dayo

 

[Clive Huggan]

G'day, Julia!

Comments inline.

Clive

Hello Word gurus (or should that be-- G'day?)

I'm working hard on my husband's thesis. He agreed to change the
"introduction" to "chapter 1," so that makes the numbering of captions
easier. I'm using Word X, and when I select a figure, then under the
Insert menu I select "caption," and then under "numbering" I can
select "include chapter."

So, I'm ready to do the numbering. Unfortunately, when I tried this
on the first figure, I managed to mess up the style of the caption
text. I think it happened when I picked "Bullets and Numbering" from
the Format menu, and then selected the bottom left (last) option under
"Outline Numbering." Suddenly the text went from too small to too
large--basically, the text for the caption is now printed in "Heading
1" style. When I look at the long list of styles, there is a
"caption" style, and I think that's what it started out as, but now it
looks like Heading 1, and I don't know how to change it back.

Choose Format menu -> Style -> select the caption style -> Modify -> amend
the font, paragraph etc characteristics here. Make sure that "Automatically
update" is not checked. If you're not sure what the "out-of-the-box"
characteristics are, ask someone to read out theirs (sorry I can't help --
I've configured mine heavily).

O.K., I'm going to be away for two days, so I'm going to break
protocol and throw out two more (hopefully minor) issues that have
come up with figures and tables. 1) My first table is currently split
between two pages, and I'd like to avoid that if I can.

In what way, Julia? Not by moving it earlier or later? (in which case, one
can write "... (figure 10-1, opposite) ..."

In Table menu -> Table properties, you can tell Word not to allow rows to
break, and you can apply that to the whole table to make sure it doesn't
split -- but that leads to blank space on the page before it.

2) Two of my
figures are no longer showing up, just {Embed Smart Draw.2}

Pass! Someone else will probably answer that one.

I really appreciate the help I'm getting. If anyone has a sick kid, I
can offer advice, but pediatrics is my field of expertise!

My 18-month-old grand-daughter is saying "This juice", and "Good juice", and
"Don't go, Nanny!" but not "Mum" (= Mom in US-speak) or "Dad" ...

Our Welsh springer spaniel, Griff, seems to have a pinched nerve ...

Nah, I'll stick to Word's idiosyncrasies!

CH

 

[John McGhie [MVP - Word]]

{Frosty glare} Shauna is not the numbering guru!! *I* am the numbering
guru!! {Runs away yelping in terror before Shauna finds him...} Seriously:
(Just in case anyone is interested in the slightest) my MVP award is on the
basis of my expertise with numbering and long document production in PC
Word. I originally appeared in the Mac Word group because back then I
happened to have a Mac and none of the other MVPs awarded in Word did.

Julia: The mistake you made was using Format>Bullets and Numbering. For a
long document or professional document, you must make numbering changes only
to the style, not directly to the paragraphs concerned. So you use
Format>Style>Modify>Numbering... And drill into it that way.

Done that way, your changes are made to the style in the document and thus
apply uniformly to all paragraphs.

To undo the damage, select all the paragraphs that have been damaged this
way and go to Format>Bullets and Numbering and check NONE.

Then save, close, and re-open the document. That forces Word to re-knit the
document structure and repair all the stitches it dropped.

Now come back in and fix it by using Format>Style>Modify>Numbering to attach
the correct numbering to the styles, as described on Shauna's web pages.

Hope this helps


This responds to article

Hi Julia,

Okay, well I already directed you to the numbering guru, but here again. I
did give you a lot of links. The first rule for numbering is *never* to
use the Format | Bullets and Numbering command.
See: How to create numbered headings or outline numbering in your Word
document
<http://www.shaunakelly.com/word/numbering/OutlineNumbering.html>
I'm not sure how to fix the changes made, though, sorry, other than
reformatting the caption style. I think that if you set up outline numbering
first, the caption numbering will follow smoothly.

Tables--this is a simple problem, I'm sure, but I don't know the answer.
Google Groups for something like "keep a table on one page" might turn it
up.

Re Figures:
Totally brainstorming here: The {Embed SmartDraw.2} should be a
field--sounds like the graphic was created in another program with an add-in
for Word, but has now lost the connection.

Hitting Opt-F9 will toggle between showing Field Codes (i.e., the {Embed
SmartDraw}, marked by braces { }) and Field Results (i.e., the graphic) for
the entire document. It's possible that the particular graphic you can't see
is temporarily toggled--right-click and select Toggle Field Codes and it
works for just that field.

If that doesn't work, then if you have a version where the graphic does show
up, try selecting the graphic and hitting cmd-shift-F9. This should break
the link and leave the figure as a regular graphic that you can then treat
normally and copy and paste (but never edit with smartdraw again). It might
be a good idea to do this for all smartdraw graphics to avoid future
problems.

Dayo

--

Please respond only to the newsgroup to preserve the thread.

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

 

[John McGhie [MVP - Word]]

Hi Julia:

This responds to article <[email protected]>,

O.K., I'm going to be away for two days, so I'm going to break
protocol and throw out two more (hopefully minor) issues

It's good that you thought to mention in your Subject heading that you have
more than one question in here. Obviously you know that the people who help
here are specialists: they often scan only the headings of the posts, and do
not read any posts that are not in their area. I just mention this because
others may not know this.

1) My first table is currently split
between two pages, and I'd like to avoid that if I can.

Select all the rows of the table except the last and specify "Keep with
Next" for the paragraph properties. Also select the table and on the
Properties>Rows tab de-select "Allow row to break across pages".

2) Two of my
figures are no longer showing up, just {Embed Smart Draw.2}

Look up "Show or hide field codes" in the Help.

Cheers

--

Please respond only to the newsgroup to preserve the thread.

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

 

[Dayo Mitchell]

{Frosty glare} Shauna is not the numbering guru!! *I* am the numbering
guru!! {Runs away yelping in terror before Shauna finds him...} Seriously:
(Just in case anyone is interested in the slightest) my MVP award is on the
basis of my expertise with numbering and long document production in PC
Word. I originally appeared in the Mac Word group because back then I
happened to have a Mac and none of the other MVPs awarded in Word did.

Sorry, of course you are! But Shauna is much more public about it. It's
one of those things where you have a status so high only people in the know
have heard about it.

Anyone interested in why, see here:

Word's Numbering Explained
<URL: http://www.mvps.org/word/FAQs/Numbering/WordsNumberingExplained.htm>

Dayo

 

[Clive Huggan]

[This is a re-send; my April 21 post got lost in the ether.]

G'day, Julia!

Comments inline.

Clive

Hello Word gurus (or should that be-- G'day?)

I'm working hard on my husband's thesis. He agreed to change the
"introduction" to "chapter 1," so that makes the numbering of captions
easier. I'm using Word X, and when I select a figure, then under the
Insert menu I select "caption," and then under "numbering" I can
select "include chapter."

So, I'm ready to do the numbering. Unfortunately, when I tried this
on the first figure, I managed to mess up the style of the caption
text. I think it happened when I picked "Bullets and Numbering" from
the Format menu, and then selected the bottom left (last) option under
"Outline Numbering." Suddenly the text went from too small to too
large--basically, the text for the caption is now printed in "Heading
1" style. When I look at the long list of styles, there is a
"caption" style, and I think that's what it started out as, but now it
looks like Heading 1, and I don't know how to change it back.

Choose Format menu -> Style -> select the caption style -> Modify -> amend
the font, paragraph etc characteristics here. Make sure that "Automatically
update" is not checked. If you're not sure what the "out-of-the-box"
characteristics are, ask someone to read out theirs (sorry I can't help --
I've configured mine heavily).

O.K., I'm going to be away for two days, so I'm going to break
protocol and throw out two more (hopefully minor) issues that have
come up with figures and tables. 1) My first table is currently split
between two pages, and I'd like to avoid that if I can.

In what way, Julia? Not by moving it earlier or later? (in which case, one
can write "... (figure 10-1, opposite) ..."

In Table menu -> Table properties, you can tell Word not to allow rows to
break, and you can apply that to the whole table to make sure it doesn't
split -- but that leads to blank space on the page before it.

2) Two of my
figures are no longer showing up, just {Embed Smart Draw.2}

Pass! Someone else will probably answer that one.

I really appreciate the help I'm getting. If anyone has a sick kid, I
can offer advice, but pediatrics is my field of expertise!

My 18-month-old grand-daughter is saying "This juice", and "Good juice", and
"Don't go, Nanny!" but not "Mum" (= Mom in US-speak) or "Dad" ...

Our Welsh springer spaniel, Griff, seems to have a pinched nerve ...

Nah, I'll stick to Word's idiosyncrasies!

CH

 

[John McGhie [MVP - Word]]

No, it's because Shauna is so much more fierce than me Everyone loves
Shauna. The ones who didn't are now dead

(Shauna's a good mate of mine, who helped Beth and I conspire to extort
Clive into becoming an MVP...)

Cheers


This responds to article

Sorry, of course you are! But Shauna is much more public about it. It's
one of those things where you have a status so high only people in the know
have heard about it.

Anyone interested in why, see here:

Word's Numbering Explained
<URL: http://www.mvps.org/word/FAQs/Numbering/WordsNumberingExplained.htm>

Dayo

--

Please respond only to the newsgroup to preserve the thread.

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