We have documents that contain separate figure and table labels for captions in the body of the document ("Figure" and "Table" with Heading 1 chapter number) and appendices ("apxFigure" and "apxTable, with Heading 7 chapter number). I am designing a template with two different autotext entries for a table of contents, one for documents with an appendix and one for those without.

When I insert the second TOF list, I get a message (with no "No" response), "Do you want to repace the existing TOF?"

Is there anything I can do to solve this problem? My template will be worthless without this part of the TOC. I am working on a document based on the template into which I will insert the autotext as a custom Quick Part. Any suggestions?

As you add the new TOF, make sure you haven't selected the first one, and say No when asked about replacing the old one.

__________________
Stefan Blom
Microsoft Word MVP

Microsoft 365 apps for business
Windows 11 Professional

I am continuing to struggle with this, although on one occasion I somehow found a way to deselect other entries. Now I can't remember what I did differently.

Unfortunately, I made the mistake of deleting that Quick Part, and now have to again create a TOc with TOF entries for figures and tables in the body and appendix of the document. So far I have a list of figures for the body and one of tables. Now I want to add lists for the appendix.

Every time I call up the Insert TOF command, Word selects the first existing TOF, then I get the dialog box "Do you want to replace the selected TOF." The only options are OK, Cancel, and Help. There is no "No."

I tried inserting empty paragraphs after the first entry, and assigned a different paragraph style, but no go. Word selected the first entry and all of the paragraph markers, and gave me the same dialog box.

What step have I left out? If I have to completely recreate this template containing 39 Quick Parts I've created, I'll go looking for a cliff to jump off of!

One method I use is to give the captions different labels to make different indices. i.e. In the body I might use Figure or Table, and in the Appendices use "App-Figure and App-Table." Then Word does not confuse them.

BTW, on my Word version I have the "No" option, but if I use that, a new table is created with the same items as the other table.

Creating a second caption label may be helpful.

However, you should be able to alter the field code manually for the second table of figures, if necessary.

__________________
Stefan Blom
Microsoft Word MVP

Microsoft 365 apps for business
Windows 11 Professional

Thank you both. I do create different labels for the appendix -- apxFigure and apxTable. Interesting that Word enters a table with the same entries.

I didn't think of altering the field code to pull the appendix entries. I assum I wold cpy and paste the first one and then change the field label. I'll test that out.

In the meantime, I was able to find a copy of the correct TOC I somehow happened to create. (Along with a BIG message to mysef: Backup, backup, backup!) So the immediate crisis has been averted. I will try out changing the field codes (and Ill write myself instructions!)

Thanks to both.

OK, I may have misunderstood what you were actually doing. When creating tables and figures in an appendix, using alternative caption labels is actually recommended. This is documented at http://shaunakelly.com/word/numberin...ppendixes.html.

__________________
Stefan Blom
Microsoft Word MVP

Microsoft 365 apps for business
Windows 11 Professional

When entering a new table of figures for the different caption, you must tell Word to use the different caption. It will, by default, use the one for the existing table.

Shauna's site is where I learned how to set up captions with different numbering conventions for body (1, 2, 3) and appendix (A, B, C). It's the TOF that's giving me problems.

Could I type in a field for the TOF? I thought that's what you were referring to. I don't understand the meaning of the switches, but I could created them. Attached is a screen shot of the TOF on a document where it was working.

So if I insert a field to get the braces, and then type {TOC \h \z \c "apxFigure"} I could get a list of appendix figures? (I know I can't type the braces -- have to have Word insert them for it to recognize them.)

Attached Files

TOC-TOF Field Codes.docx (27.5 KB, 10 views)