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Can't see tables in the cross ref window or create ToT

Anonymous
2014-09-12T15:55:18+00:00

I am working on an existing large document with several tables, figures, etc... After looking around the community at length I could not find an answer to my problems.

Problem 1: I am trying to cross reference to a table "EX: see Table D-20" so that the table reference is a hyperlink. When I try and put a cross reference in the cross reference table does not list a single table that is in my document (there are 77). I can see the other reference types (figures are all there). I also tried to recreate the table of tables (there is one already in the document) and the document would not regenerate a table of tables saying that "no table of figures entries found". So why is the document not seeing my tables at all?

Problem 2: The tables in the document are not in order and in the past they have been fields that update automatically but not in this case, not sure why. So the tables read 27,29,30, etc... I am not sure why none of my fields are updating but I suspect these problems are related somehow.

Fixes I have tried: I have manually updated ALL fields in the document via Ctrl+A and F9. I have ensured that track changes is off and any pending changes have been accepted. I have copied the document into a new file and tried to save that thinking the doc may have been corrupted and that didnt work. I

I have not tried inserting a bookmark to this point in the file but I do think it would work. However, that seems like a quick fix/loophole that doesnt address the real problems that I am having with this document.

Thanks for any help you can provide!

Microsoft 365 and Office | Word | For home | Windows

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Anonymous
2014-09-12T19:08:21+00:00
  1. I'm assuming that that there's a typo in your message and that you mean { SEQ Table \*Arabic } (or something like that). That should be enough. If it's actually { SEQ Table_something } you would need to modify the field code a bit.
  2. A couple of experiments that might help:

 a. create a completely new document and insert a Table caption + cross-reference in there. If that works, it suggests that either the caption count has reached a limit or something else is wrong with your large document (perhaps some kind of corruption). If it does not work, it sounds more like a problem with Word.

 b. copy/paste one of your captions into a new blank document and try to create a cross reference in there. I am wondering if something else is wrong with the caption structure (it may not be visibly wrong).

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  1. Suzanne S Barnhill 277.7K Reputation points MVP Volunteer Moderator
    2014-09-12T17:37:26+00:00

    Have you captioned your table with a caption (inserted via References | Captions | Insert Caption) using the built-in Table label? If not, you will not see them listed in the Cross-reference dialog under Tables.

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  2. Anonymous
    2014-09-12T18:37:51+00:00

    Normally, Table captions,Figure captions consist of a piece of Text ("Table ", "Figure " etc. followed by one or more fields (typically a { SEQ } field, such as { SEQ Table \*Arabic } or in the case you appear to have, a STYLEREF field that inserts the chapter number, and a SEQ field that inserts the sequence number within the chapter.

    Judging by your description, your captions have lost those field codes - perhaps someone or something has selected everything and "Unlinked" them, leaving the pain text in place.

    Word's cross-reference dialog box will only find Table captions that have sequence fields that it recognises. Therefore, if they have been removed, the dialog box won't work.

    I suspect your best bet is to re-insert one of the Table captions using the usual Word option, then try the cross-reference dialog box again to assure yourself that that caption is appearing. If so, then it will probably be better to re-insert all the other ones as well.

    That is probably going to be rather daunting for a large document, but for example, you may be able to insert the same fields for every Table caption.You may be able to do that using FInd-Replace if you can come up with a pattern that matches entries with the format "Table X-19"  (and preferably nothing else) and replaces them by the set of field codes you need.

    There are various ways you could do this and I don't have time to get it right,, but you may be able to 

     - insert a new Table caption

     - use Alt-F9 to reveal the field codes

     - select all the text from the "T" of "Table" to the end of the inserted fields

     - ctrl-F9 to copy to the clipboard

     - use FInd/Replace - check the Use Wildcards option

     -replace

    Table [A-Z]-[0-9]{1,3}

    by

    ^c

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  3. Anonymous
    2014-09-12T16:53:40+00:00

    All of my tables are numbered items. They are laid out like this:

    Table D.6-1

    Table D.6-2

    and so on....

    I think I found a fix for problem two but I still can't get my tables to show up in my cross reference listing. I just tried to add a table caption to one of the tables and I can't create a table of tables that way or see the table in the cross ref listing zzzzzzzzzzz.

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  4. Anonymous
    2014-09-12T16:43:42+00:00

    Problem 1:  In order to cross reference a table, that table needs to be formatted which a reference type that the cross reference can point to.  In other words, you have to make the table a numbered item or use bookmarks (or a heading - but that would be a nightmare to format).

    Problem 2:  I'm guessing that table 28 was deleted at some point and since the tables are not auto numbered that is why you are seeing a break in the numbering.

    HTH!

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