Modifying caption numbers

[Allison Hodge]

Is it possible to modify the caption numbers in Word XP? I need to have
the caption labels "Table 3.1a" and "Table 3.1b" but when I replace 3.1
with 3.1a and 3.2 with 3.1b, it keeps changing back. I need to generate
a list of tables, so I want to use the captioning.
Thank you.
Allison Hodge

 

[Shauna Kelly]

Hi Allison

When you use Word's caption numbering, Word inserts a field. When fields
update, they generate the numbering. So any change you make to the text will
be over-ridden next time the field updates.

For us to help you, I think we'll need to know two things.
- What version of Word do you have?
- How do you want your numbering scheme to work? That is, what do you want
to prompt the numbers to go from Table 1.1 to Table 2.1? What do you want to
prompt the numbers to go from Table 3.1d to Table 4.1? And, in Table 3.1a,
where do the "3" and the "1" come from?

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

 

[Allison Hodge]

Hi Shauna,
I'm not too experienced with Word, but I'll try to answer your questions.

For us to help you, I think we'll need to know two things.
- What version of Word do you have?

I'm using Word XP.

- How do you want your numbering scheme to work? That is, what do you want
to prompt the numbers to go from Table 1.1 to Table 2.1?

Table 1.1 is the first table in Chapter 1 and Table 2.1 is the first
table in Chapter 2, so I used Heading 1 (modified and with numbering) to
number the chapter titles, then used "Insert Reference Caption" to put
in the caption numbers.

What do you want to

prompt the numbers to go from Table 3.1d to Table 4.1?

The chapter headings again (Chapter 3, then Chapter 4), I guess...?

And, in Table 3.1a,

where do the "3" and the "1" come from?

The "3" is the chapter number (from the numbered headings)and the "1" is
from the caption label (since it's the first caption in the chapter).

By the way, I came up with a fix of my own. I changed Table 3.1 and
Table 3.2 to hidden text and typed Table 3.1a and Table 3.1b in front of
them. When I generate the list of tables, the "1a" and" 1b" are picked
up instead of the "1" and "2". But this feels like cheating . . .

Allison

 

[Shauna Kelly]

Hi Allison

I'm not sure I understand your numbering scheme, but these comments might
help. Do Alt-F9 to inspect the field codes, rather than the field results
and you'll see the following.

In "Table 3.2b":

Word inserts "Table " when you insert the caption. It's just ordinary text.

"3" is derived from the Chapter number, and Chapters use the Heading 1
style. Word creates this by using a STYLEREF field, referring to the Heading
1 style. So it picks up the number of the latest Heading 1 style.

Word inserts "." when you insert the caption. It's just ordinary text.

"2" is one of a sequence of numbers, which start at 1 within Chapter 3. So
"Table 3.2" would be the second caption in Chapter 3. Word creates this by
using a SEQ field. That just creates a sequence of numbers. The SEQ field
has a switch \s 1, which causes the numbering to re-start after each Heading
1 style.

But where does "b" come from?

If the change from, say, "Table 3.2b" to "Table 3.3" is basically random,
then you could add an extra SEQ field, formatted to show lower-case letters.
Word's help has more information about using the SEQ field.

Hope this helps.

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

 

[Cindy M -WordMVP-]

Hi Allison,

Is it possible to modify the caption numbers in Word XP? I need to have
the caption labels "Table 3.1a" and "Table 3.1b" but when I replace 3.1
with 3.1a and 3.2 with 3.1b, it keeps changing back. I need to generate
a list of tables, so I want to use the captioning.

there's no way to get Word to include the numbers from more than one
heading level using the built-in tool. But you certainly could create an
AutoText entry, and insert that instead of going over Insert/Caption.

Create a caption, then press Alt+F9 to view the field codes. you should
see something like this:

Table { StyleRef 1 \s }{SEQ Table \* alphabetic }

The StyleRef field is picking up the Heading number; the SEQ field is
generating the caption number. So, you need to add another StyleRef field
to pick up the Heading 2 number. You should be able to copy the existing
StyleRef, position the cursor between the StyleRef and the SEQ, type the
separator (.), then paste. Now change the 1 to a 2.

Select the entire line and press F9 to force the fields to update. Press
Alt+F9 to hide the field codes. Now select the entire paragraph (make sure
you include the paragraph mark) and create an AutoText entry (you can call
it Caption). Everytime you need a caption, just insert this.

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jun 8 2004)
http://www.word.mvps.org

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[Cindy M -WordMVP-]

Replied a couple of days ago to this same question; in
which group, I no longer know

Cindy Meister

 

[Margaret Aldis]

Replied a couple of days ago to this same question; in
which group, I no longer know

Cindy Meister

This one, I think ;-)

(See your post in this thread 15 May)