Cross Reference to Figure or Table
Choose View > Outline
Table 1: Empty Table Man
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When in Outline View, arrow keys are available on the outline toolbar. Choose the left arrow to “Promote” – making a subpoint into a point etc. Choose the right arrow to “Demote” – making a point into a subpoint, etc. These change the Style choice to a different level heading.
When in Outline View, up and down arrows on the outline toolbar can be used to reorganize the document, by moving headings (and hence sections).
When in Outline View, toolbar buttons allow seeing more or less levels of the outline, including seeing the normal text or not. Look for + and – buttons and/or the numbered buttons.
Click where you want to insert the Table of Contents. Choose Insert > Index and Tables. Choose the Table of Contents Tab. Specify any changes in the dialog box (defaults are most likely choices).
If the structure of the document changes, or enough text is added or deleted to affect page numbers, then the TOC can be updated by right clicking on the TOC and choosing “Update Field”, the TOC will be updated.
The document Map is a separate pane that displays a list of headings in the document. Use the document map to quickly navigate through the document and keep track of your location in it. When you click a heading in the Document Map, Word jumps to the corresponding heading in the document, displays it at the top of the window, and highlights the heading in the Document Map.
To see the Document Map, Choose View> Document Map, or find the icon on a toolbar. To close the Document Map, double click the resize bar at the right edge of the pane.
When you insert a Table, with caption, into the document, the table is numbered (as can be seen below). Frequently, the table is then referred to in the text of the document. If tables are moved around, or new ones inserted, etc, then the Table number in the caption is automatically updated – which is good. However, we do not want to have to change any references to the table manually, that would be error-prone, and likely to be forgotten. So instead, when we say something like “As shown in Table 2 …”, we can include an semi-automatically updated reference. Choose Insert > Cross Reference. Then in the dialog box, select Table from the drop-down on the left (Reference Type), and (typically) Select “Only Label and Number” from the drop down on the right (Insert Reference to) and select the table to refer to. The process changes for figures only in that you select Figure instead of Table.
Table 2: A Small Competition
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Me |
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4 |
8 |
192 |
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Myself |
3 |
5 |
7 |
15 |
Once cross-references are set up, if the table number changes, then the reference to it is is easily semi-automatically updated so that it remains correct. To demonstrate, Table 1 was added after Table 2, and not only was the table number itself updated, but by right clicking on the reference and choosing “Update Field”, the reference to the table was updated as well.
As shown in Table 2, the totals in the last column were calculated using a formula, as in Excel. Thus, if a number in an earlier column is updated then the result does not have to be recalculated by hand. Choose Table > Formula, then hope Word guesses correctly on the Formula to use. Seriously, there are maybe 20 functions that can be used. You can choose to “Paste Function” to avoid recalling all the functions.
You may need to “Update Field”, as described under TOC and Cross-References in order to ensure that the updated result is used.
As discussed above, there are several instances where Word keeps track of a value (a field) and updates it. However, in most cases, the field does not get its new value until the user requests for it to be updated. By right clicking on the field and choosing “Update Field”, the field value will be updated and kept current.