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Adding new appendices to a list of appendices in Word 2013

Anonymous
2016-05-15T12:43:34+00:00

Hi there,

I have to add some new appendices to a Word doc where a List of Appendices has already been made. So, I have added some new appendices at the end of the document (Appendices 5 to 23), however I cannot for the life of me figure out what I need to do to get them to show up in the List of Appendices when I 'select the list and try to 'update entire table'. 

I have googled high and low and give up!

I can easily add text to the Table of Contents, but it seems that I cannot use the same process to update the List of Appendices.

I did try copying and pasting the numbers of the previous appendices at the end of the documents (Appendices 1 to 4) that already show up on the List of Appendices, but the formatting disappears when I write over the number with the number of the new appendices

  • worth a try!

I really appreciate any help.

Thank you!

Microsoft 365 and Office | Word | For home | Windows

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  1. Suzanne S Barnhill 277.2K Reputation points MVP Volunteer Moderator
    2016-05-16T13:32:18+00:00

    If the appendix headings have been inserted as captions, then you should use References | Captions | Insert Caption and select the Appendix caption label. This will insert a SEQ field with the Appendix label, which is undoubtedly what the List of Appendices (a Table of Figures) is based on:

    If you press Alt+F9, you will see the caption label: Appendix { SEQ Appendix \ ARABIC }*

    and the TOC field code: { TOC \h \z \c "Appendix" }

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  1. Anonymous
    2016-05-24T09:10:29+00:00

    Thank you very much everyone, really helpful advice. What a relief to have it sorted out!

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  2. Stefan Blom 339.2K Reputation points MVP Volunteer Moderator
    2016-05-16T12:07:48+00:00

    It seems that the appendix headings aren't consistently formatted with styles. Typically, you should use some heading style, not the Caption style.

    Since you do see some of these appendix paragraphs in the table of contents, they may be formatted with direct "Outline level" formatting. By default, that formatting is picked up by a TOC (this is controlled by the \u switch in the TOC field code).

    Click in an appendix paragraph. Right-click and choose the Paragraph option. Which "Outline level" has been specified? For the paragraph to be referenced in the TOC, choose any other level than "Body Text."

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  3. Anonymous
    2016-05-16T11:02:05+00:00

    Hi Doug,

    Thank you so much for your reply. I have tried what you suggested. I could see that 'Caption' was the style applied to the appendices that appeared in the List of Appendices. However, when I applied this to the remaining appendices, they still did not appear in the List of Appendices once I 'updated entire field'. 

    I can see that the actual number of the appendix in the main text (e.g. the '1' in  the title 'Appendix 1. Invitation Letter') becomes highlighted when I click on it. Whereas, after I amend the style of the remaining appendices to also be 'Caption', no part of their heading becomes highlighted when I click on it.

    Am I missing something obvious that I should have done?

    Thanks again, I really appreciate your time.

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  4. Doug Robbins - MVP - Office Apps and Services 322.9K Reputation points MVP Volunteer Moderator
    2016-05-16T03:54:08+00:00

    Press CTRL+SHIFT+s to display the Apply Styles dialog and then select the heading of one of the first 4 appendices (that is the text in the body of the document that appears in the List of Appendices) and make a note of the style that has been applied to that text.  Then apply that same style to the headings of each of the new appendices.  Then when you update the entire table, the new appendices should be included in the List.

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