Microsoft KB Archive/70256

Word: Inserting Dynamic Figure Numbers

PSS ID Number: Q70256 Article last modified on 03-07-1997

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========================================================= 3.00 3.01 3.02 4.00 5.00 5.10 MACINTOSH kbgraphic

= SYMPTOMS =

Microsoft Word for the Macintosh does not have a feature for automatically updating numbers that are used in captions to pictures. When one of these figures is moved or deleted, the numbers of the figures do not automatically update. To cause Word to maintain sequence numbers for figures, you can use footnotes, as described in the following steps. The “More Information” section below describes the steps involved in creating regular footnotes in conjunction with figure numbers.

= STATUS =

Microsoft has confirmed this to be a problem in Word for the Macintosh versions 3.x, 4.0, 5.0, 5.1. This problem was corrected in Word for the Macintosh version 6.0.

= WORKAROUND =

  If desired, change the style of the footnote reference to the Normal style, as follows:

Word Version 5.x
  From the Format menu, choose Style.   Select the All Styles option button.   Select the “footnote reference” style entry.   Press COMMAND+SHIFT+SPACEBAR or choose Revert To Style from the Format menu.   If desired, choose the font and size to be used for each figure reference from the Font menu.   Click the Define button, and then click the Cancel button. 

Word Version 4.0
  Hold down the SHIFT key and choose Define All Styles from the Format menu. </li>  Select the “footnote reference” style entry. </li>  Press COMMAND+SHIFT+SPACEBAR or choose Plain For Style from the Format menu. </li>  If desired, choose the font and size to be used for each figure reference from the Font menu. </li>  Click the Define button, and then click the Cancel button. </li></ol> </li>  Change the location of the footnotes:   From the Format menu, choose Document. </li>  For the Footnote Position option, choose End Of Document. </li>  Click the OK button. </li></ol> </li>  Place the insertion point where the figure number is to be inserted. For example, after “Fig.”.

Word Version 5.x
</li>  From the Insert menu, choose Footnote.

Word Version 4.0
</li>  From the Document menu, choose Footnote. </li></ol>

(continue for both versions)

  Click the OK button. Note: It is important to leave the Auto-Numbered Reference option checked. </li> <li> The footnote section of the document will show in the lower pane of the document. Since a real footnote is not being used, press COMMAND+OPTION+SHIFT+S to remove the lower pane. </li> <li> Repeat steps 3-5 for each figure number used. The figure numbers will automatically number in sequence as footnotes are added or deleted. </li> <li> The list of footnote references will be placed at the end of the document. To prevent them from being printed, do the following: <ol style="list-style-type: lower-alpha;"> <li> If the footnote pane is not already visible, press COMMAND+OPTION+SHIFT+S to display it. </li> <li> Select all the numbers previously created with the Auto-Numbered Reference option for footnotes. </li> <li> From the Format menu, choose Character. </li> <li> Select the Hidden check box. Note: If actual footnotes are used (see “More Information”), do not format them as hidden. </li> <li> Click the OK button. </li> <li> Press COMMAND+OPTION+SHIFT+S to remove the lower footnote pane. </li></ol> </li></ol>

= MORE INFORMATION =

If actual footnote references are desired in conjunction with the figure numbers described here, do the following for each footnote:

<ol style="list-style-type: decimal;"> <li> Place the cursor at the location of the actual footnote.

Word Version 5.x
</li> <li> From the Insert menu, choose Footnote.

Word Version 4.0
</li> <li> From the Document menu, choose Footnote. </li></ol>

(continue for both versions)

<ol start="3" style="list-style-type: decimal;"> <li> Make sure the Auto-Numbered Reference option is turned off. This ensures that the footnote references do not interfere with the automatic renumbering of figure numbers. </li> <li> Type in a number or a symbol for the footnote reference mark and click the OK button. </li> <li> Type in the footnote text. </li> <li> When you have finished editing the footnote, press COMMAND+OPTION+SHIFT+S to remove the lower pane. </li> <li> Since the footnote reference style has been changed so that the references are not automatically superscripted, apply the appropriate character formatting, as follows: <ol style="list-style-type: lower-alpha;"> <li> Select the recently created reference. </li> <li> From the Format menu, choose Character. </li> <li> Select the Superscript format and set the font size to 9 point (or to a different size, if desired.) </li> <li> Click the OK button. Note: Because these footnotes have been created without the Auto-Numbered Reference option, they will not renumber automatically. as the figure numbers will. </li></ol> </li> <li> Make sure that the footnote reference marks in the footnote pane are formatted as hidden text for only the figure references. That way, only the actual footnotes will be displayed and printed. </li></ol>

KBCategory: kbgraphic KBSubCategory: Additional reference words: macword5 3.00 3.01 3.02 4.00 5.00 5.10 photos illustrations graphics macword ====================================================================== ============================================================================= Copyright Microsoft Corporation 1997.