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Unable to Insert a Cross Reference to Picture Caption - Word 2007

Anonymous
2011-11-02T22:14:09+00:00

I have a Word 2007 document with many figures, and picture captions.  When I go to insert a cross reference to a Picture caption I dont see some of my picture captions in the cross reference dialog box. 

I have done a Format Painter to see if the ones that I cannot see will format the same as the ones that I can see in the cross reference dialog box but I still can't see all of  my picture captions in order to insert a cross reference. 

Any thoughts or ideas will be greatly appreciated.

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  1. Anonymous
    2011-11-02T23:22:31+00:00

    The cross reference feature  looks for autonumbering caption field codes for nymbering or for bookmarks.  Perhaps you used Insert Caption for some of the figure numbers but typed others. Or, if you bookmarked the captions, perhaps some have been deleted.

    If you used the caption feature, you can copy a caption label and its number (which is a field), paste it wherever the field is missing, and then update the fields by going to print preview and back.    If you are missing bookmarks, you'll need to  make new ones.

    Pam

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  2. Stefan Blom 338.5K Reputation points MVP Volunteer Moderator
    2011-11-03T00:19:04+00:00

    Is this a long document? It has been reported earlier that not all items may show up in the Cross-reference dialog box for long documents. However, if everything else fails, you should be able to manually bookmark the caption label and number and then insert a cross-reference to the bookmark.

    To manually insert a cross-reference to a bookmark, you can do as follows: Place the insertion point where you want the reference. Press Ctrl+F9 to insert field delimiters, { }. Within the delimiters, type REF bookmarkname_here and press F9. If you want to reference the page number, type PAGEREF rather than REF.

    To show/hide field codes, press Alt+F9. To update fields in the selection, use F9. Alternatively, without selecting anything, you can switch to Print Preview and back (use Ctrl+F2 followed by ESC).

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  3. Anonymous
    2011-11-03T00:07:00+00:00

    Thank you Pam for the reply. 

    I inherited the document and have been updating it.  I have copy the field code from the caption that shows in the Cross Figures dialog box and paste it in the one that does not show, updated the field and I still can't see it. I have deleted the text and re-inserted the caption,  I have inserted new captions and modified the text and I still cant see it.  I have cleared the formats from many paragraph marks around that section and nothing seems to help.

    The captions look like this:  Picture 6-1 [text], Picture 6-2 [text]..... I can see the Picture cross reference 6-2, 6-3, 6-5, and 6-9 but not the others.

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