Figure and Table Labels, Cross-References

[aek...@gmail.com]

I am working on a large (150 page) document and I'm having some issues
with tables and figures. When I generate a table of tables and a table
of figures, some of the tables show up with the figures and vice
versa. I thought I had solved my problem when I noticed that some of
the figure labels had "table" in their fields and vice versa. I fixed
this and it made the automatic numbering work properly, but it doesn't
fix the problem of the tables and fields intermingling.

One thing that is probably related is that when I look at the list of
items to cross-reference, some tables show up with the figures and
vice versa. Also, for many tables and fields in the cross reference
list, there are duplicate labels: the exact same tables or figures are
listed up to four times. I would greatly appreciate any feedback as to
what my problem might be.

I would love to get the labels to only appear once in the cross-
reference list and for the table of tables and table of figures to be
generated properly. I hope this makes sense. Thank you in advance. I
am using word 2003.

[Cindy M.]

> I am working on a large (150 page) document and I'm having some issues
> with tables and figures. When I generate a table of tables and a table
> of figures, some of the tables show up with the figures and vice
> versa. I thought I had solved my problem when I noticed that some of
> the figure labels had "table" in their fields and vice versa. I fixed
> this and it made the automatic numbering work properly, but it doesn't
> fix the problem of the tables and fields intermingling.
>
> One thing that is probably related is that when I look at the list of
> items to cross-reference, some tables show up with the figures and
> vice versa. Also, for many tables and fields in the cross reference
> list, there are duplicate labels: the exact same tables or figures are
> listed up to four times. I would greatly appreciate any feedback as to
> what my problem might be.
>

Word maintains links and references using a combination of bookmarks and
field codes. This sounds as if the bookmarks for the references contain
things they ought not (including looping references, perhaps).

When I encounter a "mess" like this, I usually start in the
Insert/Bookmark dialog box. If the list appears empty, click the "Hidden
bookmarks" checkbox a couple of times until it fills. You'll probably
see a lot of cryptic entries, like _Ref09098098098. These are bookmark
names for references. Select the one at the top of the list, then click
"Go to" to see what it contains. If it contains anything *other* than
what you'd want to see in the cross references dialog box, click
"Delete*. This will remove the bookmark (but not the text which it
contains). You may need to work through the list a couple of times and
you may end up having to recreate the tables and some of the cross
references in the document before you get things cleaned up.

The two main causes for this kind of thing:

1. Headings in TOCS: you've pressed ENTER at the beginning or end of a
Heading that's already in a TOC, thus extending the bookmark to include
the new paragraph(s)

2. Tables of figures: the figure and the caption are on the same line.
You have to have a paragraph between them as the Insert/Caption
functionality bookmarks the entire paragraph.

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

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