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Thanks for your feedback, it helps us improve the site. Adding captions to existing tables If you have tables without captions in your document and wish to add captions, you can do so quite easily. For each table: Click somewhere in the table From the Insert menu, choose Caption In the Caption box, it will read Table 1 and allow you to add further information. If you wish to have punctuation appear after the number, type it, and then type the text of the caption.
Notice that the Position box lets you select 'Above selected item' or 'Below selected item' for the caption, but table captions are generally positioned above the table. Automatically captioning tables Word can automatically add the caption to a table when the table is created. You will be presented with a list of objects that can be captioned automatically.
One of those is Microsoft Word Table. Click the checkbox beside this item. Confirm the Options below are what you want and click OK.
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Now every time you create a table, the caption, 'Table', followed by the appropriate number, will be added automatically. You can simply click in the caption line, type any punctuation you wish, and then type the caption text. Combining manual and AutoCaptioning You can manually caption any existing tables, and then ask Word to AutoCaption any additional tables you add. Captioning figures To caption an existing figure, select the figure and: From the Insert menu, choose Caption Select Figure beside Label.
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The Caption box will read Figure 1 and permit you to type additional information. Type any punctuation that you wish to have after the number, and then type the text of the caption. Repeat this process with each figure in your document. Note that the caption appears by default at the bottom of the figure.
Aligning the table and figure caption The caption for both figures and tables defaults to left alignment. To change the alignment: Click on the Format menu and choose Style. Select the Caption style from the Styles: list, then click on the Modify button. Click on the centre icon and click OK and then click Apply.
Concatenating chapter number to figure or table number You may wish to have the chapter number appended to the table or figure number in the caption, such as Table 1. I have found two ways to do this: You could use a heading style for example Heading 9 for your appendix headings. You could base it on the Appendix style and then format it as you like it. You would also need to change all the Appendix titles to the Heading 9 style as well. At this point, you could use the built-in labels for Tables and Figures and click on Numbering and indicate to Include chapter number and Chapter starts with style, Heading 9.
You can create a new label when captioning your tables and figures: When you are in Appendix A you would create a new label of Table A- and then the numbering will add the 1, 2, etc.
The only issue with this is that it 'forces' a space after the '-' that you would have to remove manually or with a macro or you could add a space between the 'A' and the '-' in the label so the spacing is even but that may not be consistent with the rest of your thesis. If you choose to do it this way, when you generate your list of Tables and Figures you would need to generate the list of tables and figures in the appendices separately by choosing these other labels at the time of creating your lists of tables and figures.
Step-by-step captioning and numbering tables and figures Exercise: Our document already contains 1 table, and we will be adding more. We would like to add a caption to the existing table, and automatically add captions to any additional tables we create.
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First, click anywhere inside the existing table. From the Insert menu, choose Caption. In the resulting dialog box, make sure that Table is selected in the Label: box, and Above Selected Item in the Position box. Note that the caption now appears above your table. Now we will ask Word to automatically add captions to any additional tables that we create: From the Insert menu, choose Caption. Click on the AutoCaption button. Now go to the Jack and Jill rhyme, and click at the end of the text of the Jack and Jill rhyme, and press Enter to move to a new line.
Click on the Tables button on the toolbar and drag to create a 3x2 table: Enter the following information into the table. In the label box, select Figure. Click OK , and see the caption added to the document. Footnotes and endnotes Footnotes and endnotes are handled in a similar fashion, except that footnotes appear at the bottom of the current page, and endnotes appear at the end of the document. Exercise: The instrument in question was really a violin. The rumour that it was a very expensive Stradivarius was simply that, mere rumour.
We will continue to use the Nursery Rhymes file. We wish to insert a footnote after the word fiddle in the rhyme Hey Diddle Diddle. Click your mouse immediately after the word fiddle and from the Insert menu, choose Footnote. If you are inserting footnotes, make sure that Footnote is selected and then click Insert. If you are inserting endnotes, make sure that Endnote is selected and then click Insert.
After clicking Insert , if you are in Print Layout view, you will be shifted to the bottom of the page and be able to enter your footnote text right away. If you are in Draft view, a new pane will appear at the bottom to allow you to type your footnote. In either case, to return to the same spot in your document, simply double click on the footnote number. In Draft view you could also click on the Close button. Type the footnote text: Now, you can return to the place in the document where you were working by: Double clicking on the footnote number To make changes to the settings, if necessary, click on the Insert menu , choose Footnote : Here you could make changes to the number format, restart the numbering, convert footnotes to endnotes use Convert button for this , etc.
Now, switch views. If you were in Draft switch to Print Layout, and vice versa. Do this by selecting the appropriate option from the View menu. We want to add another footnote, in Jack and Jill , after the word crown. Click after the word crown , click on the Insert menu, choose Footnote and click Insert. The footnote number will be presented, and you can type your footnote.
Type this footnote: Now return to the main document by double clicking the footnote number. How to change the footnote separator The footnote separator is the thin line that appears between the bottom of your page and any footnote text that may be on that page. From the View menu, choose Draft to switch to Draft view. Double click on one of your footnote numbers within your text to open the footnote pane at the bottom of the window. Directly above the pane that appears at the bottom is a drop down menu. From this drop down menu, you can choose Footnote Separator.
You can then change the footnote separator in the pane. Click on the Close button in the top right of the pane when you are finished. Endnotes with square brackets ,, For all your endnote references, do the following: From the Insert menu, choose Footnote ; make sure Endnote is selected and click OK. Next, we will change the Endnote Reference style from superscript to no superscript: From the Format menu, choose Style. Find the Endnote Reference style in the list and click on the Modify button. Now, our challenge is to get square brackets around the reference numbers.
Save your document before doing this. At the bottom, choose the Format drop down list and choose Style. Scroll through the list and find and choose Endnote Reference from the list and click OK. Click on the Replace option at the top. Now click on the Replace All button. A message will pop up to tell you how many replacements were made. All of your Endnote Reference numbers should now have square brackets around them.
Click the Close button red circle at top left of window to close the Find and Replace window. Bookmarks A Bookmark marks a place in a document that you may wish to jump to, refer to, etc. From the Insert menu, choose Bookmark. Initially, you will not see any indication that a bookmark exists, but the next step will describe how you can view a bookmark 'codes' so you will know where your bookmarks are. From the Word menu, choose Preferences.
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Under Authoring and Proofing Tools , click on View. Put a checkmark beside Bookmarks and click OK. Now you will see the bookmarked text in your document enclosed in square brackets. Click the mouse near the top of the document. From the list on the left under Go to what: choose Bookmark.
If you had multiple bookmarks, you could then choose the one you wanted to go to from the drop down list on the right under Enter bookmark name:. Choose spider from this list in this example, we only have one bookmark and click on the GoTo button. We immediately jump to the bookmarked text. Cross references A cross-reference is a referral from one location in a document to a component elsewhere in the document.
Now from the Insert menu, choose Cross- reference. In the Reference type : drop down list, select Table. Note that a list of all tables appears. Choose Table 2: Result of Climbing Hill.
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In the Insert reference to : drop down list, select Entire caption and click Insert. Then click Close. Note that the grey area that you see when you click on the inserted cross-reference text is there to indicate that this is a cross-reference. It will not print. Now we will delete the first table in our document, and we will see what happens to our reference.
Drag through to select the caption and the complete Table 1 , and press the delete key. There are two ways we could fix this: If we print it or do a print preview, the references will be updated before printing occurs. We can select the entire document , and force updating by pressing the Option-Shift-Command-U keys at once. Note that the table numbering and cross-references are updated.
Now we will make a cross-reference to our bookmark. Now from the Insert menu, choose Cross-reference. In the Reference type : drop down list, choose Bookmark. From the list of bookmarks presented, select spider in this case this is the only item in the list. From the Insert reference to : drop down list, choose Page number as opposed to the actual text that was bookmarked. Click Insert. The appropriate page number is inserted into the document. Click on the Close button to close the cross-reference window.
Outline view Outline view is very useful for viewing the structure of your document, or for restructuring it. Exercise: Click on the View menu and choose Outline. You will see the complete document, including the text, but we only want to see only Heading 1 through Heading 3. In the Home tab, beside Show: choose "Level 3". Note that when you promote this heading, you do not promote any headings at a lower level.
The mouse printer will become a double headed arrow when you are over that plus sign. Clicking on this plus sign selects the current line AND the entire structure under that line as well. Now click the Promote button. Note that all heading levels are promoted, but the text remains as text. To verify that the text remained as text, click on All Levels beside Show: in the toolbar to view all levels including text. Click on the heading "Twinkle Twinkle Now promote it back to a heading by clicking the Promote button.
It may become a Heading 2 so you may need to click on the demote button to make it a Heading 3 again. View different levels of headings: Try clicking on All Levels beside Show: from the tool bar to display the entire document. Check the checkbox beside Show first line only , to see that it displays only the first line of each paragraph but all heading levels.
Click on Level 1 beside Show: to view only level 1 headings. C lick somewhere in the first level one heading , and then click the Expand button to expand that heading to show all Heading 2s under it. Click in one of the Heading 2s and expand it by clicking the Expand button.
Now reverse the process by clicking in the appropriate heading level and clicking the Collapse button. Return your outline to showing only level 1 headings. Note that you see all Heading 2s under that heading. Click again on the Expand button , and all Heading 3s appear. Reverse the process by repeatedly clicking the Collapse button twice. In Outline view you can move whole sections of text to another part of your document, quite easily. Click on Level 2 beside Show: to view Heading 1s and Heading 2s.
Follow these steps to copy a style between templates and documents:. To copy styles from a document, open the document. To copy styles from a template, create a new document using the template with the styles you want to copy.
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You see the Organizer dialog box. Styles in the document or template that you opened in Step 1 appear in the In list box on the left side. It happens in the best of families. You create or are given a document, only to discover that the wrong template is attached to it. For times like those, Word gives you the opportunity to switch templates. Follow these steps:. Doing so tells Word to apply the styles from the new template to your document. Click the Open File button and, in the Open dialog box, find and select the template to which you want to copy styles; then, click the Open button.
The names of styles in the template you chose appear on the right side of the Organizer dialog box.