Using multiple captions for a single table or figure?

[dylane]

I'm just starting to learn how to use Styles in Word, and am trying to figure
out how to get them to work with captions the way we like to have them set up
at work. For every table and figure we need to have 2 different caption
styles associated with it. A table title above the table, which needs to be
on multiple lines, and then a table caption below the table.

The table heading structure should look something like this:

Table X
"Chapter Name"
"Table Title"

Table
Table Caption

I can't figure out how to get a multi-line caption for my header by going to
insert->reference->caption. And I also can't figure out how to have both
captions and headers associated with the same table so that they don't break
across a page.

I am using Word 2003 on Windows XP.

Any help that can be provided would be much appreciated. I am trying hard
to learn to use Word in the "correct" way...but it sure seems difficult.

 

[Cindy M.]

Hi dylane,

Mmmmm. I guess the question to ask, here, is: What of this information should
appear in a TOC and/or a Table of tables (Table of figures)? And what requires
numbering?

I'm just starting to learn how to use Styles in Word, and am trying to figure
out how to get them to work with captions the way we like to have them set up
at work. For every table and figure we need to have 2 different caption
styles associated with it. A table title above the table, which needs to be
on multiple lines, and then a table caption below the table.

The table heading structure should look something like this:

Table X
"Chapter Name"
"Table Title"

Table
Table Caption

I can't figure out how to get a multi-line caption for my header by going to
insert->reference->caption. And I also can't figure out how to have both
captions and headers associated with the same table so that they don't break
across a page.

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jun 17 2005)
http://www.word.mvps.org

This reply is posted in the Newsgroup; please post any follow question or reply
in the newsgroup and not by e-mail

 

[dylane]

Hi Cindy,

Thanks for your reply. Our current practice either doesn't call for a TOC
or hasn't included tables in a TOC. If we were to change that practice I
imagine we would want to include line 1 and line 3 in the table of table, so
something like "Table 1 - Company Valuation"

Line 1 or "Table X" is the line we care about for sequential numbering
purposes.

 

[grammatim]

It seems odd to have the Chapter Name within the name of the table.
Without that, there wouldn't be a problem -- use Shift-Enter after the
table number tag, and the whole caption is a single paragraph.

(I wonder whether s STYLEREF field could be added to the label of the
Caption?)

You can keep the table from breaking across a page by selecting all
the rows except the last, and choosing "Keep with Next" from the
second tab of Format > Paragraph.

 

[dylane]

Thanks Grammatim. If I understand you correctly, the problem with the
Chapter name in the Table would be to any autoupdating we wanted to do,
correct. If we were OK with the Chapter Name being static text, we could do
"Table X" (shift-enter for new line), "Chapter Name" (shift-enter), and then
"Table Name?"

This seems to solve one of my other problem as well, which is that I wanted
the 3 lines of the table header to all be single spaced, but then space
between the table header and the table body, which I can now do by having the
style allow for 12pts space after the paragraph.

Now for just a couple more clarification points/questions. I apologize for
going slow, but I would like to make sure I get this right. To properly add
a header to a table in Word 2003 I should

1) Select the Table
2) Go to Insert - Reference - Caption
3) Type in my Table header in the caption box (complete with shift-enter for
line breaks)
4) Make sure that I have set the "Caption" style to have our choice for
fonts, paragraph style, and alignment (actually I guess I do this step before
any of the others, right?)

Now for the actual caption part of the caption. If I do the same steps as
above, it will get the same style associated with it correct? So how do I
insert a caption with a different style on the same table?

Thanks again for everyone's help and patience.

Dylan

 

[grammatim]

[see within]

Thanks Grammatim.  If I understand you correctly, the problem with the
Chapter name in the Table would be to any autoupdating we wanted to do,
correct.  If we were OK with the Chapter Name being static text, we could do
"Table X" (shift-enter for new line), "Chapter Name" (shift-enter), and then
"Table Name?"

Yes. It would still be rather unusual!

This seems to solve one of my other problem as well, which is that I wanted
the 3 lines of the table header to all be single spaced, but then space
between the table header and the table body, which I can now do by havingthe
style allow for 12pts space after the paragraph.

(As you work more with Word, you'll get confused if you keep calling
that a "header." In Word, the header is the line at the top of every
page with the page number, chapter title, etc., and the heading is the
title of a section of a chapter; you're talking about table
"captions.")

Now for just a couple more clarification points/questions.  I apologizefor
going slow, but I would like to make sure I get this right.  To properly add
a header to a table in Word 2003 I should

1) Select the Table

Put your cursor anywhere in the table

2) Go to Insert - Reference - Caption
3) Type in my Table header in the caption box (complete with shift-enter for
line breaks)

No -- it will show you a label like "Table 1". Just accept this, then
type the table title in the Caption paragraph it inserts above (or
below -- your choice) the table.

4) Make sure that I have set  the "Caption" style to have our choice for
fonts, paragraph style, and alignment (actually I guess I do this step before
any of the others, right?)

Doesn't matter. You can change the attributes of a paragraph style any
time (Styles & Formatting, right-click on the style name, Modify).

Now for the actual caption part of the caption.  If I do the same stepsas
above, it will get the same style associated with it correct?  So how do I
insert a caption with a different style on the same table?

Different from what? A table would only have one caption. (If you want
what the Chicago Manual of Style used to call a table legend as well
-- explanatory text beneath the table -- the easiest way to do it is
to add a row to the bottom of the table and Merge the Cells in it; you
can then invent some other style for it.)

 

[dylane]

One quick further follow-up. We often will have two figures side by side,
with a single header for both figures. So it would be something like
"Figures 1 & 2" as the Table header. Is there anyway to get this kind of
label to work with adding a caption to a table?

 

[dylane]

Thanks again for your detailed response. I apologize for the terminology
discrepancy, it is just in our organization a "caption" has a very specific
meaning of being text that comes after a table or figure and usually contains
source information, I see now that this is not standard usage. Adding an
extra table row at the end of the table for this information works great if
this is a table in word, but many times we need this information for a figure
as well. Also, the format for the information below the table or figure
should also reference the table #. For example "Figure 1, source: dylane, et
al..."

[see within]

Thanks Grammatim. If I understand you correctly, the problem with the
Chapter name in the Table would be to any autoupdating we wanted to do,
correct. If we were OK with the Chapter Name being static text, we could do
"Table X" (shift-enter for new line), "Chapter Name" (shift-enter), and then
"Table Name?"

Yes. It would still be rather unusual!

This seems to solve one of my other problem as well, which is that I wanted
the 3 lines of the table header to all be single spaced, but then space
between the table header and the table body, which I can now do by having the
style allow for 12pts space after the paragraph.

(As you work more with Word, you'll get confused if you keep calling
that a "header." In Word, the header is the line at the top of every
page with the page number, chapter title, etc., and the heading is the
title of a section of a chapter; you're talking about table
"captions.")

Now for just a couple more clarification points/questions. I apologize for
going slow, but I would like to make sure I get this right. To properly add
a header to a table in Word 2003 I should

1) Select the Table

Put your cursor anywhere in the table

2) Go to Insert - Reference - Caption
3) Type in my Table header in the caption box (complete with shift-enter for
line breaks)

No -- it will show you a label like "Table 1". Just accept this, then
type the table title in the Caption paragraph it inserts above (or
below -- your choice) the table.

4) Make sure that I have set the "Caption" style to have our choice for
fonts, paragraph style, and alignment (actually I guess I do this step before
any of the others, right?)

Doesn't matter. You can change the attributes of a paragraph style any
time (Styles & Formatting, right-click on the style name, Modify).

Now for the actual caption part of the caption. If I do the same steps as
above, it will get the same style associated with it correct? So how do I
insert a caption with a different style on the same table?

Different from what? A table would only have one caption. (If you want
what the Chicago Manual of Style used to call a table legend as well
-- explanatory text beneath the table -- the easiest way to do it is
to add a row to the bottom of the table and Merge the Cells in it; you
can then invent some other style for it.)

Thanks again for everyone's help and patience.

Dylan














- Show quoted text -

 

[Suzanne S. Barnhill]

I would call that a "source note." By convention, figure captions appear
below figures; table captions or titles appear above tables. Source notes
would reasonably go below both. As for tables, the Chicago Manual of Style
prescribes the following order for notes (all at the foot of the table):

1. Source notes (including credit lines)
2. Other notes applying to the whole table
3. Notes applying to specific parts of the table
4. Notes on significance levels

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

Thanks again for your detailed response. I apologize for the terminology
discrepancy, it is just in our organization a "caption" has a very
specific
meaning of being text that comes after a table or figure and usually
contains
source information, I see now that this is not standard usage. Adding an
extra table row at the end of the table for this information works great
if
this is a table in word, but many times we need this information for a
figure
as well. Also, the format for the information below the table or figure
should also reference the table #. For example "Figure 1, source: dylane,
et
al..."

[see within]

Thanks Grammatim. If I understand you correctly, the problem with the
Chapter name in the Table would be to any autoupdating we wanted to do,
correct. If we were OK with the Chapter Name being static text, we
could do
"Table X" (shift-enter for new line), "Chapter Name" (shift-enter), and
then
"Table Name?"

Yes. It would still be rather unusual!

This seems to solve one of my other problem as well, which is that I
wanted
the 3 lines of the table header to all be single spaced, but then space
between the table header and the table body, which I can now do by
having the
style allow for 12pts space after the paragraph.

(As you work more with Word, you'll get confused if you keep calling
that a "header." In Word, the header is the line at the top of every
page with the page number, chapter title, etc., and the heading is the
title of a section of a chapter; you're talking about table
"captions.")

Now for just a couple more clarification points/questions. I apologize
for
going slow, but I would like to make sure I get this right. To
properly add
a header to a table in Word 2003 I should

1) Select the Table

Put your cursor anywhere in the table

2) Go to Insert - Reference - Caption
3) Type in my Table header in the caption box (complete with
shift-enter for
line breaks)

No -- it will show you a label like "Table 1". Just accept this, then
type the table title in the Caption paragraph it inserts above (or
below -- your choice) the table.

4) Make sure that I have set the "Caption" style to have our choice
for
fonts, paragraph style, and alignment (actually I guess I do this step
before
any of the others, right?)

Doesn't matter. You can change the attributes of a paragraph style any
time (Styles & Formatting, right-click on the style name, Modify).

Now for the actual caption part of the caption. If I do the same steps
as
above, it will get the same style associated with it correct? So how
do I
insert a caption with a different style on the same table?

Different from what? A table would only have one caption. (If you want
what the Chicago Manual of Style used to call a table legend as well
-- explanatory text beneath the table -- the easiest way to do it is
to add a row to the bottom of the table and Merge the Cells in it; you
can then invent some other style for it.)

Thanks again for everyone's help and patience.

Dylan



:
It seems odd to have the Chapter Name within the name of the table.
Without that, there wouldn't be a problem -- use Shift-Enter after
the
table number tag, and the whole caption is a single paragraph.

(I wonder whether s STYLEREF field could be added to the label of the
Caption?)

You can keep the table from breaking across a page by selecting all
the rows except the last, and choosing "Keep with Next" from the
second tab of Format > Paragraph.

I'm just starting to learn how to use Styles in Word, and am trying
to figure
out how to get them to work with captions the way we like to have
them set up
at work. For every table and figure we need to have 2 different
caption
styles associated with it. A table title above the table, which
needs to be
on multiple lines, and then a table caption below the table.

The table heading structure should look something like this:

Table X
"Chapter Name"
"Table Title"

Table
Table Caption

I can't figure out how to get a multi-line caption for my header by
going to
insert->reference->caption. And I also can't figure out how to
have both
captions and headers associated with the same table so that they
don't break
across a page.

I am using Word 2003 on Windows XP.

Any help that can be provided would be much appreciated. I am
trying hard
to learn to use Word in the "correct" way...but it sure seems
difficult.- Hide quoted text -

- Show quoted text -

 

[dylane]

Hi Susan, this is helpful terminology. Is there a good way to "attach" a
source note to a table and/or figure then, particularly one that already has
a caption associated with it? Ideally we would like to be able to set-up a
style that would allow the source note to be left aligned with the table
boundary (which will be all over the place relative to the page, as our table
size varies greatly).

I would call that a "source note." By convention, figure captions appear
below figures; table captions or titles appear above tables. Source notes
would reasonably go below both. As for tables, the Chicago Manual of Style
prescribes the following order for notes (all at the foot of the table):

1. Source notes (including credit lines)
2. Other notes applying to the whole table
3. Notes applying to specific parts of the table
4. Notes on significance levels

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

Thanks again for your detailed response. I apologize for the terminology
discrepancy, it is just in our organization a "caption" has a very
specific
meaning of being text that comes after a table or figure and usually
contains
source information, I see now that this is not standard usage. Adding an
extra table row at the end of the table for this information works great
if
this is a table in word, but many times we need this information for a
figure
as well. Also, the format for the information below the table or figure
should also reference the table #. For example "Figure 1, source: dylane,
et
al..."

[see within]

Thanks Grammatim. If I understand you correctly, the problem with the
Chapter name in the Table would be to any autoupdating we wanted to do,
correct. If we were OK with the Chapter Name being static text, we
could do
"Table X" (shift-enter for new line), "Chapter Name" (shift-enter), and
then
"Table Name?"

Yes. It would still be rather unusual!

This seems to solve one of my other problem as well, which is that I
wanted
the 3 lines of the table header to all be single spaced, but then space
between the table header and the table body, which I can now do by
having the
style allow for 12pts space after the paragraph.

(As you work more with Word, you'll get confused if you keep calling
that a "header." In Word, the header is the line at the top of every
page with the page number, chapter title, etc., and the heading is the
title of a section of a chapter; you're talking about table
"captions.")

Now for just a couple more clarification points/questions. I apologize
for
going slow, but I would like to make sure I get this right. To
properly add
a header to a table in Word 2003 I should

1) Select the Table

Put your cursor anywhere in the table

2) Go to Insert - Reference - Caption
3) Type in my Table header in the caption box (complete with
shift-enter for
line breaks)

No -- it will show you a label like "Table 1". Just accept this, then
type the table title in the Caption paragraph it inserts above (or
below -- your choice) the table.

4) Make sure that I have set the "Caption" style to have our choice
for
fonts, paragraph style, and alignment (actually I guess I do this step
before
any of the others, right?)

Doesn't matter. You can change the attributes of a paragraph style any
time (Styles & Formatting, right-click on the style name, Modify).

Now for the actual caption part of the caption. If I do the same steps
as
above, it will get the same style associated with it correct? So how
do I
insert a caption with a different style on the same table?

Different from what? A table would only have one caption. (If you want
what the Chicago Manual of Style used to call a table legend as well
-- explanatory text beneath the table -- the easiest way to do it is
to add a row to the bottom of the table and Merge the Cells in it; you
can then invent some other style for it.)

Thanks again for everyone's help and patience.

Dylan



:
It seems odd to have the Chapter Name within the name of the table.
Without that, there wouldn't be a problem -- use Shift-Enter after
the
table number tag, and the whole caption is a single paragraph.

(I wonder whether s STYLEREF field could be added to the label of the
Caption?)

You can keep the table from breaking across a page by selecting all
the rows except the last, and choosing "Keep with Next" from the
second tab of Format > Paragraph.

I'm just starting to learn how to use Styles in Word, and am trying
to figure
out how to get them to work with captions the way we like to have
them set up
at work. For every table and figure we need to have 2 different
caption
styles associated with it. A table title above the table, which
needs to be
on multiple lines, and then a table caption below the table.

The table heading structure should look something like this:

Table X
"Chapter Name"
"Table Title"

Table
Table Caption

I can't figure out how to get a multi-line caption for my header by
going to
insert->reference->caption. And I also can't figure out how to
have both
captions and headers associated with the same table so that they
don't break
across a page.

I am using Word 2003 on Windows XP.

Any help that can be provided would be much appreciated. I am
trying hard
to learn to use Word in the "correct" way...but it sure seems
difficult.- Hide quoted text -

- Show quoted text -

 

[Suzanne S. Barnhill]

I put all table notes in the last row of the table (with merged cells so it
is full-width), removing the borders as appropriate and adding Spacing After
to the last paragraph to allow "breathing room" below the table. If the
next-to-last row of the table is formatted as "Keep with next" (see
http://word.mvps.org/FAQs/TblsFldsFms/ControlPgBrksInTables.htm), your notes
will stay with the table.

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

Hi Susan, this is helpful terminology. Is there a good way to "attach" a
source note to a table and/or figure then, particularly one that already
has
a caption associated with it? Ideally we would like to be able to set-up
a
style that would allow the source note to be left aligned with the table
boundary (which will be all over the place relative to the page, as our
table
size varies greatly).

I would call that a "source note." By convention, figure captions appear
below figures; table captions or titles appear above tables. Source notes
would reasonably go below both. As for tables, the Chicago Manual of
Style
prescribes the following order for notes (all at the foot of the table):

1. Source notes (including credit lines)
2. Other notes applying to the whole table
3. Notes applying to specific parts of the table
4. Notes on significance levels

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

Thanks again for your detailed response. I apologize for the
terminology
discrepancy, it is just in our organization a "caption" has a very
specific
meaning of being text that comes after a table or figure and usually
contains
source information, I see now that this is not standard usage. Adding
an
extra table row at the end of the table for this information works
great
if
this is a table in word, but many times we need this information for a
figure
as well. Also, the format for the information below the table or
figure
should also reference the table #. For example "Figure 1, source:
dylane,
et
al..."

:

[see within]

Thanks Grammatim. If I understand you correctly, the problem with
the
Chapter name in the Table would be to any autoupdating we wanted to
do,
correct. If we were OK with the Chapter Name being static text, we
could do
"Table X" (shift-enter for new line), "Chapter Name" (shift-enter),
and
then
"Table Name?"

Yes. It would still be rather unusual!

This seems to solve one of my other problem as well, which is that I
wanted
the 3 lines of the table header to all be single spaced, but then
space
between the table header and the table body, which I can now do by
having the
style allow for 12pts space after the paragraph.

(As you work more with Word, you'll get confused if you keep calling
that a "header." In Word, the header is the line at the top of every
page with the page number, chapter title, etc., and the heading is the
title of a section of a chapter; you're talking about table
"captions.")

Now for just a couple more clarification points/questions. I
apologize
for
going slow, but I would like to make sure I get this right. To
properly add
a header to a table in Word 2003 I should

1) Select the Table

Put your cursor anywhere in the table

2) Go to Insert - Reference - Caption
3) Type in my Table header in the caption box (complete with
shift-enter for
line breaks)

No -- it will show you a label like "Table 1". Just accept this, then
type the table title in the Caption paragraph it inserts above (or
below -- your choice) the table.

4) Make sure that I have set the "Caption" style to have our choice
for
fonts, paragraph style, and alignment (actually I guess I do this
step
before
any of the others, right?)

Doesn't matter. You can change the attributes of a paragraph style any
time (Styles & Formatting, right-click on the style name, Modify).

Now for the actual caption part of the caption. If I do the same
steps
as
above, it will get the same style associated with it correct? So
how
do I
insert a caption with a different style on the same table?

Different from what? A table would only have one caption. (If you want
what the Chicago Manual of Style used to call a table legend as well
-- explanatory text beneath the table -- the easiest way to do it is
to add a row to the bottom of the table and Merge the Cells in it; you
can then invent some other style for it.)

Thanks again for everyone's help and patience.

Dylan



:
It seems odd to have the Chapter Name within the name of the
table.
Without that, there wouldn't be a problem -- use Shift-Enter after
the
table number tag, and the whole caption is a single paragraph.

(I wonder whether s STYLEREF field could be added to the label of
the
Caption?)

You can keep the table from breaking across a page by selecting
all
the rows except the last, and choosing "Keep with Next" from the
second tab of Format > Paragraph.

On Dec 22, 1:55 pm, dylane <[email protected]>
wrote:
I'm just starting to learn how to use Styles in Word, and am
trying
to figure
out how to get them to work with captions the way we like to
have
them set up
at work. For every table and figure we need to have 2 different
caption
styles associated with it. A table title above the table, which
needs to be
on multiple lines, and then a table caption below the table.

The table heading structure should look something like this:

Table X
"Chapter Name"
"Table Title"

Table
Table Caption

I can't figure out how to get a multi-line caption for my header
by
going to
insert->reference->caption. And I also can't figure out how to
have both
captions and headers associated with the same table so that they
don't break
across a page.

I am using Word 2003 on Windows XP.

Any help that can be provided would be much appreciated. I am
trying hard
to learn to use Word in the "correct" way...but it sure seems
difficult.- Hide quoted text -

- Show quoted text -

 

[dylane]

I hope this is not double posting, as I thought I posted this about 30
minutes ago, but it has not shown up upon a page refresh...

Thanks Susan for the clarification on what the correct terminology is.
Given this what is the proper way to "attach" a source note to a figure or
table that already has a caption associated with it? Ideally we would like
to set up the style for the source note so that it is left aligned with the
table border.

I would call that a "source note." By convention, figure captions appear
below figures; table captions or titles appear above tables. Source notes
would reasonably go below both. As for tables, the Chicago Manual of Style
prescribes the following order for notes (all at the foot of the table):

1. Source notes (including credit lines)
2. Other notes applying to the whole table
3. Notes applying to specific parts of the table
4. Notes on significance levels

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

Thanks again for your detailed response. I apologize for the terminology
discrepancy, it is just in our organization a "caption" has a very
specific
meaning of being text that comes after a table or figure and usually
contains
source information, I see now that this is not standard usage. Adding an
extra table row at the end of the table for this information works great
if
this is a table in word, but many times we need this information for a
figure
as well. Also, the format for the information below the table or figure
should also reference the table #. For example "Figure 1, source: dylane,
et
al..."

[see within]

Thanks Grammatim. If I understand you correctly, the problem with the
Chapter name in the Table would be to any autoupdating we wanted to do,
correct. If we were OK with the Chapter Name being static text, we
could do
"Table X" (shift-enter for new line), "Chapter Name" (shift-enter), and
then
"Table Name?"

Yes. It would still be rather unusual!

This seems to solve one of my other problem as well, which is that I
wanted
the 3 lines of the table header to all be single spaced, but then space
between the table header and the table body, which I can now do by
having the
style allow for 12pts space after the paragraph.

(As you work more with Word, you'll get confused if you keep calling
that a "header." In Word, the header is the line at the top of every
page with the page number, chapter title, etc., and the heading is the
title of a section of a chapter; you're talking about table
"captions.")

Now for just a couple more clarification points/questions. I apologize
for
going slow, but I would like to make sure I get this right. To
properly add
a header to a table in Word 2003 I should

1) Select the Table

Put your cursor anywhere in the table

2) Go to Insert - Reference - Caption
3) Type in my Table header in the caption box (complete with
shift-enter for
line breaks)

No -- it will show you a label like "Table 1". Just accept this, then
type the table title in the Caption paragraph it inserts above (or
below -- your choice) the table.

4) Make sure that I have set the "Caption" style to have our choice
for
fonts, paragraph style, and alignment (actually I guess I do this step
before
any of the others, right?)

Doesn't matter. You can change the attributes of a paragraph style any
time (Styles & Formatting, right-click on the style name, Modify).

Now for the actual caption part of the caption. If I do the same steps
as
above, it will get the same style associated with it correct? So how
do I
insert a caption with a different style on the same table?

Different from what? A table would only have one caption. (If you want
what the Chicago Manual of Style used to call a table legend as well
-- explanatory text beneath the table -- the easiest way to do it is
to add a row to the bottom of the table and Merge the Cells in it; you
can then invent some other style for it.)

Thanks again for everyone's help and patience.

Dylan



:
It seems odd to have the Chapter Name within the name of the table.
Without that, there wouldn't be a problem -- use Shift-Enter after
the
table number tag, and the whole caption is a single paragraph.

(I wonder whether s STYLEREF field could be added to the label of the
Caption?)

You can keep the table from breaking across a page by selecting all
the rows except the last, and choosing "Keep with Next" from the
second tab of Format > Paragraph.

I'm just starting to learn how to use Styles in Word, and am trying
to figure
out how to get them to work with captions the way we like to have
them set up
at work. For every table and figure we need to have 2 different
caption
styles associated with it. A table title above the table, which
needs to be
on multiple lines, and then a table caption below the table.

The table heading structure should look something like this:

Table X
"Chapter Name"
"Table Title"

Table
Table Caption

I can't figure out how to get a multi-line caption for my header by
going to
insert->reference->caption. And I also can't figure out how to
have both
captions and headers associated with the same table so that they
don't break
across a page.

I am using Word 2003 on Windows XP.

Any help that can be provided would be much appreciated. I am
trying hard
to learn to use Word in the "correct" way...but it sure seems
difficult.- Hide quoted text -

- Show quoted text -

 

[Suzanne S. Barnhill]

I did see your first reply and have replied to it.

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

I hope this is not double posting, as I thought I posted this about 30
minutes ago, but it has not shown up upon a page refresh...

Thanks Susan for the clarification on what the correct terminology is.
Given this what is the proper way to "attach" a source note to a figure or
table that already has a caption associated with it? Ideally we would
like
to set up the style for the source note so that it is left aligned with
the
table border.

I would call that a "source note." By convention, figure captions appear
below figures; table captions or titles appear above tables. Source notes
would reasonably go below both. As for tables, the Chicago Manual of
Style
prescribes the following order for notes (all at the foot of the table):

1. Source notes (including credit lines)
2. Other notes applying to the whole table
3. Notes applying to specific parts of the table
4. Notes on significance levels

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

Thanks again for your detailed response. I apologize for the
terminology
discrepancy, it is just in our organization a "caption" has a very
specific
meaning of being text that comes after a table or figure and usually
contains
source information, I see now that this is not standard usage. Adding
an
extra table row at the end of the table for this information works
great
if
this is a table in word, but many times we need this information for a
figure
as well. Also, the format for the information below the table or
figure
should also reference the table #. For example "Figure 1, source:
dylane,
et
al..."

:

[see within]

Thanks Grammatim. If I understand you correctly, the problem with
the
Chapter name in the Table would be to any autoupdating we wanted to
do,
correct. If we were OK with the Chapter Name being static text, we
could do
"Table X" (shift-enter for new line), "Chapter Name" (shift-enter),
and
then
"Table Name?"

Yes. It would still be rather unusual!

This seems to solve one of my other problem as well, which is that I
wanted
the 3 lines of the table header to all be single spaced, but then
space
between the table header and the table body, which I can now do by
having the
style allow for 12pts space after the paragraph.

(As you work more with Word, you'll get confused if you keep calling
that a "header." In Word, the header is the line at the top of every
page with the page number, chapter title, etc., and the heading is the
title of a section of a chapter; you're talking about table
"captions.")

Now for just a couple more clarification points/questions. I
apologize
for
going slow, but I would like to make sure I get this right. To
properly add
a header to a table in Word 2003 I should

1) Select the Table

Put your cursor anywhere in the table

2) Go to Insert - Reference - Caption
3) Type in my Table header in the caption box (complete with
shift-enter for
line breaks)

No -- it will show you a label like "Table 1". Just accept this, then
type the table title in the Caption paragraph it inserts above (or
below -- your choice) the table.

4) Make sure that I have set the "Caption" style to have our choice
for
fonts, paragraph style, and alignment (actually I guess I do this
step
before
any of the others, right?)

Doesn't matter. You can change the attributes of a paragraph style any
time (Styles & Formatting, right-click on the style name, Modify).

Now for the actual caption part of the caption. If I do the same
steps
as
above, it will get the same style associated with it correct? So
how
do I
insert a caption with a different style on the same table?

Different from what? A table would only have one caption. (If you want
what the Chicago Manual of Style used to call a table legend as well
-- explanatory text beneath the table -- the easiest way to do it is
to add a row to the bottom of the table and Merge the Cells in it; you
can then invent some other style for it.)

Thanks again for everyone's help and patience.

Dylan



:
It seems odd to have the Chapter Name within the name of the
table.
Without that, there wouldn't be a problem -- use Shift-Enter after
the
table number tag, and the whole caption is a single paragraph.

(I wonder whether s STYLEREF field could be added to the label of
the
Caption?)

You can keep the table from breaking across a page by selecting
all
the rows except the last, and choosing "Keep with Next" from the
second tab of Format > Paragraph.

On Dec 22, 1:55 pm, dylane <[email protected]>
wrote:
I'm just starting to learn how to use Styles in Word, and am
trying
to figure
out how to get them to work with captions the way we like to
have
them set up
at work. For every table and figure we need to have 2 different
caption
styles associated with it. A table title above the table, which
needs to be
on multiple lines, and then a table caption below the table.

The table heading structure should look something like this:

Table X
"Chapter Name"
"Table Title"

Table
Table Caption

I can't figure out how to get a multi-line caption for my header
by
going to
insert->reference->caption. And I also can't figure out how to
have both
captions and headers associated with the same table so that they
don't break
across a page.

I am using Word 2003 on Windows XP.

Any help that can be provided would be much appreciated. I am
trying hard
to learn to use Word in the "correct" way...but it sure seems
difficult.- Hide quoted text -

- Show quoted text -

 

[grammatim]

You can put your figure in a 1-column, 2-row Table (with None for the
Borders): art above, legend/source note/etc. below. "Insert Caption"
will give you the same dialog box but you can use Figure 1 from the
drop-down instead of Table 1.

(For your last question, I doubt you can have "Figures 1 & 2" in an
auto-numbered caption; maybe you can add SEQ fields, but that's beyond
me.)

Thanks again for your detailed response.  I apologize for the terminology
discrepancy, it is just in our organization a "caption" has a very specific
meaning of being text that comes after a table or figure and usually contains
source information, I see now that this is not standard usage.  Adding an
extra table row at the end of the table for this information works great if
this is a table in word, but many times we need this information for a figure
as well.  Also, the format for the information below the table or figure
should also reference the table #.  For example "Figure 1, source: dylane, et
al..."

[see within]

Yes. It would still be rather unusual!

(As you work more with Word, you'll get confused if you keep calling
that a "header." In Word, the header is the line at the top of every
page with the page number, chapter title, etc., and the heading is the
title of a section of a chapter; you're talking about table
"captions.")

Put your cursor anywhere in the table

No -- it will show you a label like "Table 1". Just accept this, then
type the table title in the Caption paragraph it inserts above (or
below -- your choice) the table.

Doesn't matter. You can change the attributes of a paragraph style any
time (Styles & Formatting, right-click on the style name, Modify).

Different from what? A table would only have one caption. (If you want
what the Chicago Manual of Style used to call a table legend as well
-- explanatory text beneath the table -- the easiest way to do it is
to add a row to the bottom of the table and Merge the Cells in it; you
can then invent some other style for it.)

 

[Suzanne S. Barnhill]

Since captions use SEQ fields, you can use a SEQ \c field to repeat the
previous caption number in the source note/credit line.

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

You can put your figure in a 1-column, 2-row Table (with None for the
Borders): art above, legend/source note/etc. below. "Insert Caption"
will give you the same dialog box but you can use Figure 1 from the
drop-down instead of Table 1.

(For your last question, I doubt you can have "Figures 1 & 2" in an
auto-numbered caption; maybe you can add SEQ fields, but that's beyond
me.)

Thanks again for your detailed response. I apologize for the terminology
discrepancy, it is just in our organization a "caption" has a very
specific
meaning of being text that comes after a table or figure and usually
contains
source information, I see now that this is not standard usage. Adding an
extra table row at the end of the table for this information works great
if
this is a table in word, but many times we need this information for a
figure
as well. Also, the format for the information below the table or figure
should also reference the table #. For example "Figure 1, source: dylane,
et
al..."

[see within]

Yes. It would still be rather unusual!

(As you work more with Word, you'll get confused if you keep calling
that a "header." In Word, the header is the line at the top of every
page with the page number, chapter title, etc., and the heading is the
title of a section of a chapter; you're talking about table
"captions.")

Put your cursor anywhere in the table

No -- it will show you a label like "Table 1". Just accept this, then
type the table title in the Caption paragraph it inserts above (or
below -- your choice) the table.

Doesn't matter. You can change the attributes of a paragraph style any
time (Styles & Formatting, right-click on the style name, Modify).

Different from what? A table would only have one caption. (If you want
what the Chicago Manual of Style used to call a table legend as well
-- explanatory text beneath the table -- the easiest way to do it is
to add a row to the bottom of the table and Merge the Cells in it; you
can then invent some other style for it.)

 

[grammatim]

See the question dated 10:48 am -- two pictures side by side with a
single caption "Figures 1 & 2."

Since captions use SEQ fields, you can use a SEQ \c field to repeat the
previous caption number in the source note/credit line.

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


You can put your figure in a 1-column, 2-row Table (with None for the
Borders): art above, legend/source note/etc. below. "Insert Caption"
will give you the same dialog box but you can use Figure 1 from the
drop-down instead of Table 1.

(For your last question, I doubt you can have "Figures 1 & 2" in an
auto-numbered caption; maybe you can add SEQ fields, but that's beyond
me.)

Thanks again for your detailed response. I apologize for the terminology
discrepancy, it is just in our organization a "caption" has a very
specific
meaning of being text that comes after a table or figure and usually
contains
source information, I see now that this is not standard usage. Adding an
extra table row at the end of the table for this information works great
if
this is a table in word, but many times we need this information for a
figure
as well. Also, the format for the information below the table or figure
should also reference the table #. For example "Figure 1, source: dylane,
et
al..."

[see within]
Thanks Grammatim. If I understand you correctly, the problem with the
Chapter name in the Table would be to any autoupdating we wanted to
do,
correct. If we were OK with the Chapter Name being static text, we
could do
"Table X" (shift-enter for new line), "Chapter Name" (shift-enter),
and then
"Table Name?"
Yes. It would still be rather unusual!
This seems to solve one of my other problem as well, which is that I
wanted
the 3 lines of the table header to all be single spaced, but then
space
between the table header and the table body, which I can now do by
having the
style allow for 12pts space after the paragraph.
(As you work more with Word, you'll get confused if you keep calling
that a "header." In Word, the header is the line at the top of every
page with the page number, chapter title, etc., and the heading is the
title of a section of a chapter; you're talking about table
"captions.")
Now for just a couple more clarification points/questions. I apologize
for
going slow, but I would like to make sure I get this right. To
properly add
a header to a table in Word 2003 I should
1) Select the Table
Put your cursor anywhere in the table
2) Go to Insert - Reference - Caption
3) Type in my Table header in the caption box (complete with
shift-enter for
line breaks)
No -- it will show you a label like "Table 1". Just accept this, then
type the table title in the Caption paragraph it inserts above (or
below -- your choice) the table.
4) Make sure that I have set the "Caption" style to have our choice
for
fonts, paragraph style, and alignment (actually I guess I do this step
before
any of the others, right?)
Doesn't matter. You can change the attributes of a paragraph style any
time (Styles & Formatting, right-click on the style name, Modify).
Now for the actual caption part of the caption. If I do the same steps
as
above, it will get the same style associated with it correct? So how
do I
insert a caption with a different style on the same table?
Different from what? A table would only have one caption. (If you want
what the Chicago Manual of Style used to call a table legend as well
-- explanatory text beneath the table -- the easiest way to do it is
to add a row to the bottom of the table and Merge the Cells in it; you
can then invent some other style for it.)
Thanks again for everyone's help and patience.
Dylan
:
It seems odd to have the Chapter Name within the name of the table.
Without that, there wouldn't be a problem -- use Shift-Enter after
the
table number tag, and the whole caption is a single paragraph.
(I wonder whether s STYLEREF field could be added to the label of
the
Caption?)
You can keep the table from breaking across a page by selecting all
the rows except the last, and choosing "Keep with Next" from the
second tab of Format > Paragraph.
I'm just starting to learn how to use Styles in Word, and am
trying to figure
out how to get them to work with captions the way we like to have
them set up
at work. For every table and figure we need to have 2 different
caption
styles associated with it. A table title above the table, which
needs to be
on multiple lines, and then a table caption below the table.
The table heading structure should look something like this:
Table X
"Chapter Name"
"Table Title"
Table
Table Caption
I can't figure out how to get a multi-line caption for my header
by going to
insert->reference->caption. And I also can't figure out how to
have both
captions and headers associated with the same table so that they
don't break
across a page.
I am using Word 2003 on Windows XP.
Any help that can be provided would be much appreciated. I am
trying hard
to learn to use Word in the "correct" way...but it sure seems
difficult.--