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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 think you're going to be using multiple images in your long document here in Word 2007 and you're going to need to keep track of those image. For example, you want to create a table of figures listing all the figures in your document and where to find them. We're going to talk about that in the next lesson, but to do that, you're going to need captions added to those figures. Or maybe you want to create cross- references like we did a previous lesson where somewhere in the content itself it says See Figure 1, See Figure 2, for example. Well, Figure 1 and Figure 2 will need to be captioned as Figure 1 and Figure 2.
So in this lesson we're going to talk about inserting captions into your images. If you were following along with me in the previous lesson we left off here at Chapter 8 where we inserted and linked to an image our human skulls here. If you skipped to this lesson and you need to get all caught up, you've got the Exercise Files, no sweat, go to the Chapter 8 folder, open up GraphicalHumbug3. And we're going to move to the top of our document, Ctrl+Home. The skulls is not that first image that we've added to this document. So we're going to scroll down now, past our Publisher's Note and Introduction, past the table of contents. And in the Chapter 1 on the second page of Chapter 1 we see our first image. And that's the one I want to click on, my image here of William Shakespeare. It's on page 6 of 81.
Now this is the first image that appears in this document and because numbering in Word 2007 is automatic, in other words if this is going to be called Figure 1 or Diagram 1, the 1 is going to be inserted for me because it's the first one to get a caption. So that's why I'm going to the first image in my document. With it selected there is a couple of different ways to add a caption. One way is to go up to the References tab here on the Ribbon with the image selected, and I know it's selected by those handles going around the outside, I can go up to Insert Caption right from here. Another option, if you prefer, is just to right click on the selected image and choose Insert Caption from here, from that pop up menu. Choosing Insert Caption is going to do the same thing as choosing Insert Caption from the Ribbon, which is to launch this dialog box.
Now right away you can see there are some defaults being used. If I click OK, this becomes Figure 1. Figure is the default label and the 1 is created for me because Word is keeping track of the images that have captions in this document and this would be the first one to receive a caption, so it gets to be Figure 1. Again, this is why I moved to the top of my document, but we can make some changes here. If we don't like the Label Figure 1, maybe we want Caption 1 or Diagram 1 or Picture 1, whatever you want it to be. When we click the Label drop down you'll see some choices, Equation, Figure and Table. If we create equations in a document or add tables to a document, then automatically Word is going to use those labels, like Table 1, Table 2, etcetera. Because this is an image, Figure 1 was selected for us and that's why we see it previewed up here at the top.
But if we want to create our own labels we could do that as well. If I click on New Label, I can add whatever I want here, such as, Diagram. And when I click OK or press Enter on the keyboard, I now have a new label and you can see that it's going to be used by default now because I just entered it. The Position Below the selected item can be changed as well to go Above. I think Below makes more sense for this particular diagram or image, so I'm going to leave it Below. If I want to have no label at all I can click this check box and I'm just going to see numbering, but I do want the label there.
I like Diagram 1. If I want to delete the label I could do that or change the numbering. Notice that the number 1 appears after Diagram. If I click on the Numbering button, I can change the format. It could be Diagram a, b, c, lowercase, uppercase, Roman Numerals if I prefer the numbers in lowercase or uppercase as well. I'm going to leave it at the old decimal language here, 1, 2, 3. If you want to include the chapter number as well, you will have to create your headings for each of the chapter using the multilevel list and we haven't done that in our document. So we don't want to include chapter numbers. It won't let us actually, if we try to using our headings.
So I'm going to click OK for the formatting of my number. There is the preview of what it's going to look like. And by the way, AutoCaption, if we click on that, you'll notice that, when we bring in certain types of images, such as Adobe Acrobat documents or Bitmap images, we can have them automatically captioned using the options down below. So, for example, if I want to scroll down this very long list, I'm going to scroll all the way down here, down into, let's say WordPerfect, I use WordPerfect along with Word depending on the type of document. Every time I bring in one of the WordPerfect X4 drawings. I'm going to click in that check box.
Maybe I wanted to say Figure, Position Below and automatically get numbered. Clicking OK means, every time I bring in one of those WordPerfect graphics, it's going to get its own caption and depending on the other captions in my document, it will be renumbered accordingly. But I'm going to click Cancel for that, I don't need AutoCaption. I'm going to go back up to Insert Caption, I'm going to change it from Figure, I've still got my new one in there, Diagram, it's going to show up below the selected item. I'm going to click OK.
There we go, Diagram 1. Click outside of it and it's now marked with a caption which can be used in a table of figures or if I want to cross-reference this diagram I can do that now because it has its caption. All right, let's scroll a little bit further down now to our next image which appears on page 7. I'm going to click on it right here. That's my skeleton and I want to add a caption to that so I'm going to right click, I'm going to go down to Insert Caption, watch what happens. Automatically it's going to use Diagram, the last label I used, and the next number, which is 2. So when I click OK, I see it down below, click outside of the caption to see the end result.
You might not like the way it's lined up. By default, captions are lined up on the left. So we can click in a caption, I like to click on the border of that caption. Now it's selected, you can see. When I go up to my Home tab here, I can choose to have that centered. When I choose centering, now it's in the center of the actual caption itself, and it lines up a little bit better with my image. I click outside that to see the end result. As I scroll up further, back to Diagram 1 here, I'm going to click on the caption. Click on the border.
I'm going to try centering. That looks a little bit better, the word Diagram now centered under my image. Now notice that when I click on the image, it's separate from the caption. If you want text to wrap around your figure and your caption or if you decide that you want to be able to move these around as one, because if I move my image, notice the caption doesn't come with it. It's another way to line things up a little bit better if you want to. And of course, I can work with my caption separately moving it around as well. So if I wanted it to look a little bit more lined up with the bottom of my image, I can do that by moving it.
But they are two separate entities. So if you want them to be together, what you have to do is create a Text Box, insert the image and the caption into that Text Box to keep them as one. Just a little trick if you think that it's necessary to have them move around together. Typically, you'll get your images in there and add the captions later and everything should work out fine, but it is another option. I'm going to click down here on my caption, the four- sided arrow, just going to move it over a little bit, deselect and that looks pretty good.
Now because it is a separate entity, we can do things like size it down, we can work with this just like we would with a graphic itself. I can move it around with the four-sided arrow and I can change Wrapping, so I want text to wrap around it, of course, and it does and you can see the style of wrapping here. What if I wanted it be tighter and all of the options we talked about when working with a graphical image, they apply to your caption as well just like any other Text Box, for example.
So, many options here when it comes to marking your images, captions are very important if you're going to do cross- referencing or create a table of figures. Just so happens in the next lesson, we're going to talk about a Table of Figures.
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