Inserting Table of Figures Insists on Overwriting Existing

[sleake]

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?

[Stefan Blom]

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.

[sleake]

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!

[Charles Kenyon]

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.

[Stefan Blom]

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.

[sleake]

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.

[Stefan Blom]

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.

[Charles Kenyon]

Originally Posted by sleake

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.

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.

[sleake]

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.)