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#1
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linking and sequential numbering of tables
hi all,
office 2003 pro sp2, wxp pro sp2, large documents (300+ pages and increasing) numerous figures and tables. i wonder whether there is a way to link a mention of the table within the text to the table itself. what i mean and what i want to achieve: for example, the text would say, "...the salient points of the distribution can be found in Table 1." what i want to do is to enable a reader when they click on Table 1 within the text, to be able to get to Table 1 itself (which may be some pages away). which then brings me to my second want: is there a way to automatically numbered the tables so that for example if i moved Table 3, 4, and 5 to below Table 6, 7, and 8, the table numbering would automatically re-ordered themselves, and not only that the in-text citations of these tables would also changed. manually doing them at the moment and it is slowing down the work speed. would appreciate help, advice. thanks, jes |
#2
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linking and sequential numbering of tables
Insert Reference Cross Reference Table
This assumes that you used Insert Reference Caption to add a caption to your table. -- Charles Kenyon Word New User FAQ & Web Directory: http://addbalance.com/word Intermediate User's Guide to Microsoft Word (supplemented version of Microsoft's Legal Users' Guide) http://addbalance.com/usersguide See also the MVP FAQ: http://word.mvps.org/FAQs/ which is awesome! My criminal defense site: http://addbalance.com --------- --------- --------- --------- --------- --------- This message is posted to a newsgroup. Please post replies and questions to the newsgroup so that others can learn from my ignorance and your wisdom. "xppuser" wrote in message ... hi all, office 2003 pro sp2, wxp pro sp2, large documents (300+ pages and increasing) numerous figures and tables. i wonder whether there is a way to link a mention of the table within the text to the table itself. what i mean and what i want to achieve: for example, the text would say, "...the salient points of the distribution can be found in Table 1." what i want to do is to enable a reader when they click on Table 1 within the text, to be able to get to Table 1 itself (which may be some pages away). which then brings me to my second want: is there a way to automatically numbered the tables so that for example if i moved Table 3, 4, and 5 to below Table 6, 7, and 8, the table numbering would automatically re-ordered themselves, and not only that the in-text citations of these tables would also changed. manually doing them at the moment and it is slowing down the work speed. would appreciate help, advice. thanks, jes |
#3
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linking and sequential numbering of tables
Wow! You're creating a 300-page document and haven't discovered Insert |
Reference | Caption and Insert | Reference | Cross-reference: Insert as hyperlink? -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "xppuser" wrote in message ... hi all, office 2003 pro sp2, wxp pro sp2, large documents (300+ pages and increasing) numerous figures and tables. i wonder whether there is a way to link a mention of the table within the text to the table itself. what i mean and what i want to achieve: for example, the text would say, "...the salient points of the distribution can be found in Table 1." what i want to do is to enable a reader when they click on Table 1 within the text, to be able to get to Table 1 itself (which may be some pages away). which then brings me to my second want: is there a way to automatically numbered the tables so that for example if i moved Table 3, 4, and 5 to below Table 6, 7, and 8, the table numbering would automatically re-ordered themselves, and not only that the in-text citations of these tables would also changed. manually doing them at the moment and it is slowing down the work speed. would appreciate help, advice. thanks, jes |
#4
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linking and sequential numbering of tables
hi guys (charles and suzanne),
i know word 2003 is supposed to be a productivity tools but never imagined that learning the more deeper functions (such as the one that i presummed i am seeking) would be worth the effort to begin with. it is only know that i am beginning to question the wisdom not learning it to begin with, but then i thought there is probably no point learning something that you are not going to end-up using as then you would have forgotten about them. at the moment, i suppose you could liken it to beating or punishing myself, i find it more and more hard going jiggling things (Tables and Figures). i have used headings with the view of generating table of contents but that about as far as into the 'advanced' stuffs of word 2003 at the moment. suzanne, yes i am creating this document (now on p. 359) without knowing all that and beginning to find it really, really hard-going. i probably would never know how much easier it would be if i know most of the word 2003 functions but next time, if ever i am 'lucked-out' to create another similar documents i would be a little bit wiser :-). i'll try the suggestions and come back to you guys. additionally, would you be able to tell me also how to generate an index (assuming it is possible at this late stage), you know like the one you find at the end of a book, in the last few pages? thanks, jes "Suzanne S. Barnhill" wrote: Wow! You're creating a 300-page document and haven't discovered Insert | Reference | Caption and Insert | Reference | Cross-reference: Insert as hyperlink? -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "xppuser" wrote in message ... hi all, office 2003 pro sp2, wxp pro sp2, large documents (300+ pages and increasing) numerous figures and tables. i wonder whether there is a way to link a mention of the table within the text to the table itself. what i mean and what i want to achieve: for example, the text would say, "...the salient points of the distribution can be found in Table 1." what i want to do is to enable a reader when they click on Table 1 within the text, to be able to get to Table 1 itself (which may be some pages away). which then brings me to my second want: is there a way to automatically numbered the tables so that for example if i moved Table 3, 4, and 5 to below Table 6, 7, and 8, the table numbering would automatically re-ordered themselves, and not only that the in-text citations of these tables would also changed. manually doing them at the moment and it is slowing down the work speed. would appreciate help, advice. thanks, jes |
#5
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linking and sequential numbering of tables
Luckily, an index is *not* something you have to think about setting up as
you go along (although you certainly could), as it's really something you *want* to do at the end. See http://word.mvps.org/faqs/formatting/Createindex.htm -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "xppuser" wrote in message ... hi guys (charles and suzanne), i know word 2003 is supposed to be a productivity tools but never imagined that learning the more deeper functions (such as the one that i presummed i am seeking) would be worth the effort to begin with. it is only know that i am beginning to question the wisdom not learning it to begin with, but then i thought there is probably no point learning something that you are not going to end-up using as then you would have forgotten about them. at the moment, i suppose you could liken it to beating or punishing myself, i find it more and more hard going jiggling things (Tables and Figures). i have used headings with the view of generating table of contents but that about as far as into the 'advanced' stuffs of word 2003 at the moment. suzanne, yes i am creating this document (now on p. 359) without knowing all that and beginning to find it really, really hard-going. i probably would never know how much easier it would be if i know most of the word 2003 functions but next time, if ever i am 'lucked-out' to create another similar documents i would be a little bit wiser :-). i'll try the suggestions and come back to you guys. additionally, would you be able to tell me also how to generate an index (assuming it is possible at this late stage), you know like the one you find at the end of a book, in the last few pages? thanks, jes "Suzanne S. Barnhill" wrote: Wow! You're creating a 300-page document and haven't discovered Insert | Reference | Caption and Insert | Reference | Cross-reference: Insert as hyperlink? -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "xppuser" wrote in message ... hi all, office 2003 pro sp2, wxp pro sp2, large documents (300+ pages and increasing) numerous figures and tables. i wonder whether there is a way to link a mention of the table within the text to the table itself. what i mean and what i want to achieve: for example, the text would say, "...the salient points of the distribution can be found in Table 1." what i want to do is to enable a reader when they click on Table 1 within the text, to be able to get to Table 1 itself (which may be some pages away). which then brings me to my second want: is there a way to automatically numbered the tables so that for example if i moved Table 3, 4, and 5 to below Table 6, 7, and 8, the table numbering would automatically re-ordered themselves, and not only that the in-text citations of these tables would also changed. manually doing them at the moment and it is slowing down the work speed. would appreciate help, advice. thanks, jes |
#6
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linking and sequential numbering of tables
suzanne, charles,
just an update, insert - reference - caption and insert - reference - cross-reference for the tables worked. it is quite tedious that i have to go through my document from top to bottom to caption'd and cross-reference all the tables. hopefully it will help in the long run. can i presumed that they (caption and cross-reference) would work as well for the figures in my document (i saw the figure option)? suzanne, thanks for the indexing link. did not realised that it can be that involved. regards, jes |
#7
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linking and sequential numbering of tables
suzanne, charles,
just a thought; i noticed that with captioning, it comes with it's own set of formatting. at the very least, captioning emboldened the table title (i believe the technical jargon/term for the table 'title' would be 'label' in the context of captioning). i wonder though whether imposing additional formatting e.g. un-bolding and changing the font size/type to comply with requirement would ruin the linking/captioning? thanks again, jes |
#8
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linking and sequential numbering of tables
Modify the caption Style. Do not change each caption directly. Changing the
look of captions won't change the ability to cross-reference them. Changing to a different Style might, I haven't tried. I've never used the insert caption feature, except to answer your question. I have used the Insert Cross Reference feature, though, and was aware that "Caption" was one of the kinds of things with which cross-references could be used. I'm going to give you the list of links and the spiel I give to people coming to Word from Word Perfect. Invest some time learning to use Word well if you are going to be using it. Doing so will repay you in both time and satisfaction very quickly. A great starting place is http://www.shaunakelly.com/word/conc...ion/index.html. Here is some general info on moving from Word Perfect to Word: Word and Word Perfect work very differently from one another. Each program's methods have strengths and weaknesses; but, if you try to use one of these programs as if it were the other, it is like pushing on a string! You can easily make a lot of extra work for yourself. In the (short) long term (weeks rather than years) spending the time to learn Word will save you time if you are spending any time at all (more than an hour a day) using Word. See http://www.addbalance.com/word/wordperfect.htm http://www.mvps.org/word/FAQs/Genera...ordPerfect.htm http://www.mvps.org/word/FAQs/Genera...AndGotchas.htm http://www.mvps.org/word/FAQs/General/RevealCodes.htm http://www.mvps.org/word/FAQs/Genera...Converters.htm for information on Word for Word Perfect users. For mo http://www.mvps.org/word/FAQs/Custom...platePart2.htm http://www.mvps.org/word/FAQs/Custom...platePart1.htm http://www.addbalance.com/usersguide/templates.htm http://www.shaunakelly.com/word/bull...olbullets.html http://www.mvps.org/word/FAQs/Number...gExplained.htm http://www.addbalance.com/usersguide/styles.htm http://www.mvps.org/word/FAQs/Custom...latesStore.htm Function Keys In Word 2000 (or later) You can get the function keys to display in a special toolbar at the bottom of the screen if you want (something like pressing F3 twice in WP). The following macro will do this. Sub ShowMeFunctionKeys() Commandbars("Function Key Display").Visible = True End Sub Word's Extend key (F8) gives something similar to block processing. Formatting and Styles Learn about Styles - really learn! http://www.addbalance.com/usersguide/styles.htm I resisted for years and now regret every day of those years because although that string was still very hard to push, it kept getting longer and longer, and had some very important projects tied to it! Once you understand styles and the Word concept of organizing things into Chinese boxes everything falls into place and instead of pushing a string, you can push a button that turns on the very powerful text processing machine known as Microsoft Word and it will start doing your work for you instead of running around behind you trying to undo what you just thought you did. Converting documents Word / Word Perfect Some special characters in Word Perfect documents don't convert well to Word. There is a macro to assist with this described at http://www.columbia.edu/~em36/wpdos/...html#macroword and can be found at http://www.columbia.edu/~em36/wpdos/WPSymbolConv.bas. This was prepared by Edward Mendelson. Otherwise, look at the macro from http://support.microsoft.com/?kbid=212396 Use these on _copies_! As for converting documents from Word Perfect to _use_ in Word... In a word, don't plan on it. I would not recommend using converted documents long-term. They will be filled with formatting anomolies that will get you at the worst time. This is especially true of any documents containing automatic numbering or bullets. Try recreating form documents in Word using the following process: In Word Perfect (if you still have it, in Word if not) save your files as text files. Use your converted files as references to show you how you want your formatting to look. Create a new document in Word and insert the text from the text file. Save this new document as a Word template. Format it the way you want using styles, not direct formatting. Save it again. To use a template within Word, use File = New and pick your template. This will create a new document for you. Merge documents have special problems and should be recreated from text files or retyped in Word. To convert data files, consider generating labels in WP as a document, converting that to Word, and then using http://www.gmayor.com/convert_labels...mail_merge.htm to get a new Word data file. Note that conversions usually do create documents that look passable and print OK; the problems I'm referring to have to do with editing / making changes, that is, using the documents long-term. (See below on reusing documents vs. using templates.) Conversion back to Word Perfect: There is a problem (in addition to the ones mentioned for conversion _to_ Word) with Version 2002 (XP) and later of Word. The conversion file only works for conversion _to_ Word, not from Word to Word Perfect! Earlier versions went both ways. To fix this, you need to find the old conversion file WPFT532.CNV from a Word 97 or Word 2000 installation and copy it to your new installation, replacing the file of the same name. Note, the change making the file one-way was done as a security measure. While I don't know of any problems the old file causes, keep the new installation's file somewhere as a backup just in case. Menus and AutoFormat as you type Turn off the adaptive menus (display full menus all the time). This is under Tools Customize Options. Also, I recommend that under Tools AutoCorrect Options AutoFormat as you type that all options under "Apply as you type" and "Automatically as you type" be turned off. Boilerplate and Forms In WP a lot of people use macros to hold chunks of text - boilerplate. In Word this function is filled by Templates, AutoText and AutoCorrect, not macros. Follow the links at http://addbalance.com/word/wordwebre...s.htm#AutoText for more information on these tools. You can use FILLIN and ASK fields or UserForms to query the user. For more about online forms, follow the links at http://addbalance.com/word/wordwebresources.htm#Forms or http://word.mvps.org/FAQs/Customizat...nTheBlanks.htm especially Dian Chapman's series of articles. You may also want to look at http://www.word.mvps.org/FAQs/TblsFl...nesInForms.htm. Letterhead How to set up letterhead or some other document where you want one header (or no header) on the first page and a different header on other pages. http://www.addbalance.com/word/headersfooters.htm This gives step-by-step instructions. (This page also has the following links) Some other pages to look at: Letterhead Tips and Instructions http://sbarnhill.mvps.org/WordFAQs/Letterhead.htm Letterhead Textboxes and Styles tutorial http://addbalance.com/word/download....StylesTutorial (for simulating different margins on different pages, among other things) Reusing Documents vs. Using templates General practice in WP is to have a document and copy and edit it to create a new document. This is not good practice in Word. In Word, construct a good, tight, template for your documents and use that template when constructing new documents. Among other things, this can avoid embarrassing "metadata" (http://www.addbalance.com/usersguide/metadata.htm) and things like surprise headers and footers from creeping into new documents. Sharing normal.dot - centralizing normal.dot It is tempting to try to share customizations and regularize processes by sharing normal.dot. Do not do this! See http://addbalance.com/word/movetotemplate.htm and http://addbalance.com/usersguide/templates.htm for ideas on sharing customizations. It's a lot of reading, I know. It's OK to chunk it down and do a bit each day, but I would recommend that you make it a top priority to do that bit each day. In the (short) long run, it will save you both time and grief. -- Charles Kenyon Word New User FAQ & Web Directory: http://addbalance.com/word Intermediate User's Guide to Microsoft Word (supplemented version of Microsoft's Legal Users' Guide) http://addbalance.com/usersguide See also the MVP FAQ: http://word.mvps.org/FAQs which is awesome! My criminal law site: http://addbalance.com --------- --------- --------- --------- --------- --------- This message is posted to a newsgroup. Please post replies and questions to the newsgroup so that others can learn from my ignorance and your wisdom. "xppuser" wrote in message ... suzanne, charles, just a thought; i noticed that with captioning, it comes with it's own set of formatting. at the very least, captioning emboldened the table title (i believe the technical jargon/term for the table 'title' would be 'label' in the context of captioning). i wonder though whether imposing additional formatting e.g. un-bolding and changing the font size/type to comply with requirement would ruin the linking/captioning? thanks again, jes |
#9
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linking and sequential numbering of tables
'wow' thanks for these pointers and the macro, charles. will have to find
time in-between and after doing this document to rattle through them. for now, i will leave the caption formatting style untouched. regards, jes |
#10
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linking and sequential numbering of tables
You can modify the Caption style; you can also create your own different
styles for figure and table captions/titles and apply them. They will not affect the numbering (which is created by a SEQ field) or the ability to cross-reference, but they will affect how you create a Table of Figures or List of Tables, since the TOF feature by default (AIUI) looks for paragraphs in the Caption style. You can, however, specify the style it picks up, so there still shouldn't be any problem. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "Charles Kenyon" wrote in message ... Modify the caption Style. Do not change each caption directly. Changing the look of captions won't change the ability to cross-reference them. Changing to a different Style might, I haven't tried. I've never used the insert caption feature, except to answer your question. I have used the Insert Cross Reference feature, though, and was aware that "Caption" was one of the kinds of things with which cross-references could be used. I'm going to give you the list of links and the spiel I give to people coming to Word from Word Perfect. Invest some time learning to use Word well if you are going to be using it. Doing so will repay you in both time and satisfaction very quickly. A great starting place is http://www.shaunakelly.com/word/conc...ion/index.html. Here is some general info on moving from Word Perfect to Word: Word and Word Perfect work very differently from one another. Each program's methods have strengths and weaknesses; but, if you try to use one of these programs as if it were the other, it is like pushing on a string! You can easily make a lot of extra work for yourself. In the (short) long term (weeks rather than years) spending the time to learn Word will save you time if you are spending any time at all (more than an hour a day) using Word. See http://www.addbalance.com/word/wordperfect.htm http://www.mvps.org/word/FAQs/Genera...ordPerfect.htm http://www.mvps.org/word/FAQs/Genera...AndGotchas.htm http://www.mvps.org/word/FAQs/General/RevealCodes.htm http://www.mvps.org/word/FAQs/Genera...Converters.htm for information on Word for Word Perfect users. For mo http://www.mvps.org/word/FAQs/Custom...platePart2.htm http://www.mvps.org/word/FAQs/Custom...platePart1.htm http://www.addbalance.com/usersguide/templates.htm http://www.shaunakelly.com/word/bull...olbullets.html http://www.mvps.org/word/FAQs/Number...gExplained.htm http://www.addbalance.com/usersguide/styles.htm http://www.mvps.org/word/FAQs/Custom...latesStore.htm Function Keys In Word 2000 (or later) You can get the function keys to display in a special toolbar at the bottom of the screen if you want (something like pressing F3 twice in WP). The following macro will do this. Sub ShowMeFunctionKeys() Commandbars("Function Key Display").Visible = True End Sub Word's Extend key (F8) gives something similar to block processing. Formatting and Styles Learn about Styles - really learn! http://www.addbalance.com/usersguide/styles.htm I resisted for years and now regret every day of those years because although that string was still very hard to push, it kept getting longer and longer, and had some very important projects tied to it! Once you understand styles and the Word concept of organizing things into Chinese boxes everything falls into place and instead of pushing a string, you can push a button that turns on the very powerful text processing machine known as Microsoft Word and it will start doing your work for you instead of running around behind you trying to undo what you just thought you did. Converting documents Word / Word Perfect Some special characters in Word Perfect documents don't convert well to Word. There is a macro to assist with this described at http://www.columbia.edu/~em36/wpdos/...html#macroword and can be found at http://www.columbia.edu/~em36/wpdos/WPSymbolConv.bas. This was prepared by Edward Mendelson. Otherwise, look at the macro from http://support.microsoft.com/?kbid=212396 Use these on _copies_! As for converting documents from Word Perfect to _use_ in Word... In a word, don't plan on it. I would not recommend using converted documents long-term. They will be filled with formatting anomolies that will get you at the worst time. This is especially true of any documents containing automatic numbering or bullets. Try recreating form documents in Word using the following process: In Word Perfect (if you still have it, in Word if not) save your files as text files. Use your converted files as references to show you how you want your formatting to look. Create a new document in Word and insert the text from the text file. Save this new document as a Word template. Format it the way you want using styles, not direct formatting. Save it again. To use a template within Word, use File = New and pick your template. This will create a new document for you. Merge documents have special problems and should be recreated from text files or retyped in Word. To convert data files, consider generating labels in WP as a document, converting that to Word, and then using http://www.gmayor.com/convert_labels...mail_merge.htm to get a new Word data file. Note that conversions usually do create documents that look passable and print OK; the problems I'm referring to have to do with editing / making changes, that is, using the documents long-term. (See below on reusing documents vs. using templates.) Conversion back to Word Perfect: There is a problem (in addition to the ones mentioned for conversion _to_ Word) with Version 2002 (XP) and later of Word. The conversion file only works for conversion _to_ Word, not from Word to Word Perfect! Earlier versions went both ways. To fix this, you need to find the old conversion file WPFT532.CNV from a Word 97 or Word 2000 installation and copy it to your new installation, replacing the file of the same name. Note, the change making the file one-way was done as a security measure. While I don't know of any problems the old file causes, keep the new installation's file somewhere as a backup just in case. Menus and AutoFormat as you type Turn off the adaptive menus (display full menus all the time). This is under Tools Customize Options. Also, I recommend that under Tools AutoCorrect Options AutoFormat as you type that all options under "Apply as you type" and "Automatically as you type" be turned off. Boilerplate and Forms In WP a lot of people use macros to hold chunks of text - boilerplate. In Word this function is filled by Templates, AutoText and AutoCorrect, not macros. Follow the links at http://addbalance.com/word/wordwebre...s.htm#AutoText for more information on these tools. You can use FILLIN and ASK fields or UserForms to query the user. For more about online forms, follow the links at http://addbalance.com/word/wordwebresources.htm#Forms or http://word.mvps.org/FAQs/Customizat...nTheBlanks.htm especially Dian Chapman's series of articles. You may also want to look at http://www.word.mvps.org/FAQs/TblsFl...nesInForms.htm. Letterhead How to set up letterhead or some other document where you want one header (or no header) on the first page and a different header on other pages. http://www.addbalance.com/word/headersfooters.htm This gives step-by-step instructions. (This page also has the following links) Some other pages to look at: Letterhead Tips and Instructions http://sbarnhill.mvps.org/WordFAQs/Letterhead.htm Letterhead Textboxes and Styles tutorial http://addbalance.com/word/download....StylesTutorial (for simulating different margins on different pages, among other things) Reusing Documents vs. Using templates General practice in WP is to have a document and copy and edit it to create a new document. This is not good practice in Word. In Word, construct a good, tight, template for your documents and use that template when constructing new documents. Among other things, this can avoid embarrassing "metadata" (http://www.addbalance.com/usersguide/metadata.htm) and things like surprise headers and footers from creeping into new documents. Sharing normal.dot - centralizing normal.dot It is tempting to try to share customizations and regularize processes by sharing normal.dot. Do not do this! See http://addbalance.com/word/movetotemplate.htm and http://addbalance.com/usersguide/templates.htm for ideas on sharing customizations. It's a lot of reading, I know. It's OK to chunk it down and do a bit each day, but I would recommend that you make it a top priority to do that bit each day. In the (short) long run, it will save you both time and grief. -- Charles Kenyon Word New User FAQ & Web Directory: http://addbalance.com/word Intermediate User's Guide to Microsoft Word (supplemented version of Microsoft's Legal Users' Guide) http://addbalance.com/usersguide See also the MVP FAQ: http://word.mvps.org/FAQs which is awesome! My criminal law site: http://addbalance.com --------- --------- --------- --------- --------- --------- This message is posted to a newsgroup. Please post replies and questions to the newsgroup so that others can learn from my ignorance and your wisdom. "xppuser" wrote in message ... suzanne, charles, just a thought; i noticed that with captioning, it comes with it's own set of formatting. at the very least, captioning emboldened the table title (i believe the technical jargon/term for the table 'title' would be 'label' in the context of captioning). i wonder though whether imposing additional formatting e.g. un-bolding and changing the font size/type to comply with requirement would ruin the linking/captioning? thanks again, jes |
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