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Whether it’s a short story, a product catalog, a technical manual, or a business report, every document needs a compelling format. Although the content and the length may differ, long documents have similar formatting challenges. In Word 2007: Formatting Long Documents, David Rivers uses his 20 years of training expertise to demonstrate efficient methods of formatting entire documents and making changes to specific sections and pages. He covers the details of how to use field codes and building blocks to streamline the workflow, and shares best practices for producing printed documents with a professional look. Exercise files accompany the course.
If you are using multiple figures in a long document in Word 2007 and you have added captions, you are able to create what's known as a table of figures. So if you want to make it easy for your readers to locate specific figures by page number you can list them wherever you choose in your document. Typically, you will find a table of figures near the end. So that's what we are going to do in this lesson. We are going to create a table of figures using the document that we have been working with in this chapter, adding figures, adding those captions. The captions are what are going appear in the table of figure. So we are ready to go.
Now I have added an extra one to the document I'm working with. So if you want to get all caught up with me, you can go to the Chapter 8 folder of the Exercise Files if you have got them and open up GraphicalHumbug4. It's really the same document we have been working with throughout this chapter if you have been following along. I just went ahead and added another caption to the very last figure in our document. So let's get to the very end of our document. Quickly and easily Ctrl+End will take us there. You can see here I have got my index and the other thing I did with this document is to insert an extra section with a page break and at the top of the previous page you will see Table of Figures. I just inserted a text box from the Insert tab on my Ribbon, chose this Style. Table of Figures, when I click below it, you can see my flashing cursor. This is where the Table of Figures is going to go.
Now I can do this before I even insert my very first figure, if I want to. It's going to mark the spot, but then I would have to update it as I continue. Now I have already inserted several figures. I have added their captions so they can show up now in a Table of Figures. All I do is make sure the References tab is selected here on the Ribbon. I go over to the Captions section here and choose Insert Table of Figures. So when I click on it you are going to see the defaults. First of all, you are going to see it's going to use my Diagram label. That's the last label I used in this particular document. So Diagram 1, 2, 3, 4, etcetera. Dot leaders if I have added any text to my caption it will appear there as well along with the page numbers on the far right.
Now I can have some control over the formatting if I wanted to. For example, not show the page numbers. I could do that by deselecting. Now hyperlinks will be created out of this Table of Figures. So Ctrl-clicking on them will take you to the page. But I like to see the page numbers and there is the Right align page numbers check box. If I didn't want them right aligned with the dot leaders they could show up right next to the label. So I'll deselect that checkbox and there is my page numbers. I find that a little bit confusing to look at. So I like to use Right aligned page numbers.
I'm going to keep that selected and then you can choose whether or not you want dot leaders, when I click the dropdown you can go to dashes if you wanted to or a solid line, some people prefer that. I like the dots. Of course, the other option is to use nothing at all, but then it becomes difficult, especially if you have got wide margins to line up which label goes with which page number. So I like the dot leaders for that reason. The Format is coming from my current Template. That's why it says From template right here. If I click the dropdown, I could go to different formats and when I select them I'm going to see a preview up above. For example, if I go down to Centered, you can see how that centers my labels and my page numbers, they are right together. I find that a little bit difficult to look at.
So I'm going to click my dropdown for Formats again and try Classic. That's a little bit better but it would be nice if I have the dots there. I could combine this format called Classic with the dots if I wanted to. So now I have kind of made this my own modification, a version of the Classic format. I am going to click the Classic dropdown, go to Distinctive. That's not too bad either. I could change that to dots if I wanted to or if I like what I started with just go back to Formats, choose From template. That way it will be somewhat consistent with the document I'm working with. I'm going to use the dots, Right align page numbers.
Notice down below the Caption label, it's Diagram. That's what I was using. There are the other ones to choose from. If you are using any others you could select them or choose None if you wanted to. Choosing None just says Caption 1, 2, 3 instead of, in our case, Diagram. I want Diagram. I want to include the label and the number. That's what I see here in the preview. When I click OK, check it out. Diagram 1, 2 and 3. There is their page numbers. If I want to go directly to 1, as I hover over the page number or anywhere in the actual Diagram 3, for example, 2 or 1. I'm going to have a Ctrl-click option. Holding down Ctrl turns my I-beam pointer into a finger.
I can now click on that page number to go directly to that caption, which appears under the Diagram itself. Let's go back to the end. Ctrl+End will take us back to the end. I'm going to scroll up to my previous page and now as I continue to add additional Diagrams and add those captions. If I were to do that they will now show up here automatically. As I do it I'm going to have to come up here click anywhere on the Table of Figures itself and click Update Table to see if there is any new entries. Notice I have the option to update the page numbers only or the entire table, which will add those new entries.
So if you are going to be adding some additional figures and captions, you want to update the entire table. When you click OK you will see those new entries up here in your Table of Figures. When you are done, just click anywhere outside of the Table of Figures to deselect it. Simple as that. A nice fast and easy way to provide a list of all of the figures in your document and links to those figures. Very handy for your readers who want to pop from one diagram to another.
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