Figure captions for multi-part figures (Word 2000)

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I have a document some multi-part figures that need to be captioned with identical figure numbers (including chapter number) followed by the part number. For example, I want the fifth figure caption in Chapter 1 to be

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George

If you use the c switch it will repeat the number last used. This means that you won’t need to set the number into the field.

Alternatively you could use a cross reference to the the first caption for the second one. That way you can the link the rest of the caption to the first instance as well.

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Andrew,
Thanks for your response. The c switch gives me the wrong sequence number when the field updates. (In my doc, the figure that follows Figure 2-30 is Figure 2-42.) The c switch does work in a small test document, however, so there’s something I can’t identify in my main doc that’s mucking things up.

Also, in the test file, the field with the c switch doesn’t show up in the Table of Figures unless I generate the TOF by the Caption style (thru the Option button in the Index and Tables dialog). This is unacceptable in my case because I use the Caption style for both tables and figures, and don’t want them combined in one TOF. (I generate my TOFs by specifying either Figure or Table as the caption label in the Index and Tables dialog.)

Using your suggested method of cross-referencing to the previous caption worked as far as producing the correct figure caption, but this caption also does not get picked up in the TOF.

Is there a way to get the TOF to pick up the captions that use the c switch and/or the cross reference without resorting to generating by the Caption style?

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George

Why does the figure numbering jump? Is that intentional or have you tracked revisions and got lots of deleted ref fields in between?

I am impressed that the TOC doesn’t include the repeated number – I would have thought that would be a good thing.

However if that is not what you want then I would get around it by changing the style for those entries that are repeats eg if the style on those paragraphs was ‘CaptionRept’ then a field code to give you both the figures and the repeated figures would look something like this
{TOC h z c “Figure” t “CaptionRept”}

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Andrew,

I’m trying to figure out why the figure number is jumping. It is not intentional nor is Track Changes being used. The erratic way Word is updating the field seems to be the culprit.

I’ve attached a simple document to illustrate the problem. There are two normal figure captions in chapter 1. In chapter 2, the first figure caption is normal – Figure 2-1 (1 of 2) – and the second uses the c switch – Figure 2-1 (2 of 2).

If I Select All and then update all fields with F9, the second figure of chapter 2 correctly shows Figure 2-1 (2 of 2). However, if I then right-click this figure number and select Update Field, the 1 changes to a 3. It seems to be adding 1 to the number of figures in the previous chapter.

Thanks again,
George

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George

I think you need to include the s1 switch which tells the field to restart numbering after a heading 1 – don’t ask me why.

Try modifying the fields which continue to include both switches like this c s1

I haven’t tested this extensively but it worked with the file you posted.

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Andrew,
Thanks for the fix! It works perfectly even after additional testing. I will have many occasions to use it in my large documents.
Summary for others reading this: Adding “c” before “s1” in the SEQ field code keeps the figure number from advancing so that the caption of a “Part 2 of 2” figure retains the same number as the previous figure caption.

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FYI, my additional testing indicates that only the “c” switch is needed in the SEQ field to get the figure number in the caption to repeat. The “s1” doesn’t appear to be necessary.

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Hi Andrew:
I have a couple questions. I was unaware that you could specify the heading styles in the Styleref field by just using 1, 2, etc.; I thought that you had to spell out “Heading 1”, etc.. Do you know if this is documented anyhwere?

I’ve never seen the s switch with the Styleref field & it doesn’t seem to be documented either. It seems to do the same as the n switch. Is this correct? And have you seen the s switch documented anywhere for use with the Styleref field? I’ve only seen it in other fields, such as SEQ.

Thanks,

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Phil

I was unaware of using numbering instead of a quoted style too until I saw George using it. It does actually appear to be linked to the Heading 1 style rather than outline level 1 which I initially thought . I haven’t seen it documented anywhere but then again I don’t go looking for this sort of stuff often.

George has used the s switch in the StyleRef field and I haven’t seen that documented anywhere either. You are right in that it appears to do the same thing as the n switch. My correspondence with him didn’t investigate that as that seemed to be working for him already. My posts in this thread were referring only to the Seq field where the s switch does get a mention in Word 2002 which I am using on this machine. The trick appears to be in the order that the switches appear in the field.

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Phil/Andrew,
Andrew is correct. We didn’t need to discuss the STYLEREF field because it was working for me (and I didn’t even realize anything interesting was going on there!) My problem was with the switches in the SEQ, not in the STYLEREF. Andrew’s suggestion to add c before the s1 in the SEQ field code worked beautifully.
Regarding the use of the s switch in the STYLEREF field, I wasn’t being clever. All I did was: create a heading one line at the beginning of the document, select InsertCaption, select Figure in the Label box, click the Numbering button, select Include Chapter Number in the Chapter Numbering dialog. As far as I know, this is how I’ve always done it, and I don’t recall ever using the n switch you mentioned. And I don’t see documentation for using s with STYLEREF anywhere either.

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Hi George/Andrew:
Thank you for this information. I hadn’t noticed it before, but you’re right!! It does use just the numbers in the Styleref field for heading styles & uses the s switch. Always neat to learn something new.

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Andrew,
Your suggestion to create a style (I called it FigCapRpt for “figure caption repeat”) worked beautifully!
However, when I tried to do the same for the List of Tables (I created a new style called TabCapRpt), a strange thing happened. The table captions immediately following the last

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George, you have discovered a delightful thing that I can’t explain but can explain how to fix.

In the sample file you have attached, Table 2-3 and 3-3 don’t appear in the TOT (Table of Tables) because you didn’t use the Caption style on the first of Table 2-2 and 3-3.

This is all becoming too weird. I would suggest you back away from your initial position of using the same style “Caption” for both figures and tables. After all you have added two new ones anyway. I suggest you have only two styles “Caption” and “Caption Table” and that you use these and only these styles. Then build your relevant TOCs with the style only.

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Andrew,
Thanks for catching that! You’re right, I had the “repeat” style assigned to the captions for Tables 2-2 and 3-2, instead of the Caption style.
You have saved me a whole lot of time and aggravation. Thanks again!

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