Continuous tables in word

This answer is not for the initial user but for any subsequent users who wish to figure this out. It builds on the first response.

In addition to what is said in the first response:

Step 1: Click on the ‘crotchet button’ to see the formatting tabs, returns and breaks Scroll down to find the beginning of each section

Step 2: Select the page number at the beginning of each section Look at the header-footer toolbar and check to see that the options of ‘different first page and different odd & even numbers’ are not checked — if checked this will confuse the numbering of the computer

Step 3: Highlight/select and right click on the number and go to format number — check to see that in the first section — the option for start at is specified as you wish and in subsequent sections to see that the option ‘continue from previous section’ is selected

Step 4: Close header and footer and select/highlight the pages from the first section (excluding the cover page) to the last page that you wish to have a page number Click on insert page numbers and select the format you wish

This should give you continuous numbering

If you wish to have different numbering for different sections (e.g. romans in the first parts and Arabic numerals in sections that follow) — go to the particular section break that you wish to be your ‘watershed break’. In step 3 above make sure that ‘start from’ is selected instead of ‘continue from previous section’. In step 4 above, select only the first section and insert numbers in the desired format. Then select the next section and insert the 2nd format that you desire

Finally, automatically update you table of contents and there you have it

Continuous Numbering in Word Tables Continuous Numbering in Word Tables (OP) 26 Nov 07 04:28 Hi again, Another question… I am arranging a complete bilingual document in a table. One language in the left column, one in the right. In order to have the same section on exactly the same position (height) on a page, I would like to have each section / chapter / subsection in a separate row. (instead of having just one row and 2 columns). Problem is, when I use rows, the numbering seem to reset after each row. If I do «continue numbering» the numbering seem to go left-right , left right etc. What I want if to have one numbering in the left column and one in the right column, continuing across the rows within one column. Do I need to apply different numbering schemes here? Is there a property with the table I can set? regards d. Red Flag Submitted Thank you for helping keep Tek-Tips Forums free from inappropriate posts. The Tek-Tips staff will check this out and take appropriate action.

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Hi Paul

Thanks again for the response. I have tried using the insert textbox and copy and paste — this does not look that great and it is taking a lot of time to format. I may just end up keeping all diagrams and tables portrait instead.

What I meant by the footnotes registering previous chapters was this. When I begin a new chapter, I am using section break and then for the new chapter’s footnotes, I am starting all footnotes from one for this section. When it comes to including the table for chapter 4, I am using section break so that I can include the table and then turn that page to landscape. But when the writing continues on the next page, either it starts at 1 or it continues from the very beginning of the thesis. So it registers continuous as continuous from all previous chapters. Is this clearer?

I have no idea why it does this. I would have thought that when I include a section break to start chapter 4, then continuous would be still be continuous for chapter 4. So if the footnote before the table is 10 and I include the table, the footnote after the table should either be 1 or 11, right??? But it gives me continuous for the whole thesis — hence 638. Is this any clearer ???? If you do know anything, that would be great if you could help.

If not, I think I have three options.

a) Seek IT help from uni.
b) Include all tables as portrait which is ok but landscape would be better
c) Leave a blank page with the numbering continued for the thesis. When I print it, print the tables in landscape separate and then include them before binding. This will work if all else fails.

But I would still like to know how to sort this out properly. It is something that will stay on my mind for a long while now until I complete it.

Thanks for your help. If you do have any suggestions, that would be great.

Much appreciated

Prakash

Tables in Word are useful in so many situations. In this post you’ll discover how to create tables, then manipulate and design them in the quickest and easiest way to provide that visual punch.

1.  What are tables in Word good for?

Tables are useful for 2 distinct reasons.

1.  Select the Insert tab.

2.  Click the Tables icon in the Tables group.

3.  Move your mouse pointer into the table grid until the required number of rows and columns are highlighted orange, then left-click.

An empty table is inserted into the document.

Two new tabs, Design and Layout are also added to the ribbon area, under the banner of Table Tools.

3. MOVING AROUND A Word TABLE

4. SELECTING A CELL, ROW, COLUMN OR THE ENTIRE TABLE

To select a cell:

2.  Left-click.

To select a row of a table:

2.  Left-click.

To select a column

2.  Left-click.

To select the entire table:

1.  Position your mouse pointer over  the 4-headed arrow icon situated at the top-left of the table.

2.  Left-click.

5. INSERTING AN EXTRA ROW OR COLUMN

To insert an extra row:

1.  Position the cursor in a cell.

2.  Select the Layout tab, under the Table Tools banner.

3.  Click Insert Above or Insert Below in the Rows and Columns group

Here is a quick way to insert new rows:

1.  Position the cursor to the left of the table, but in close proximity.

2.  A plus symbol will appear above or below the mouse pointer indicating where the new row will be added.

3.  Nudge the mouse pointer up or down to move the plus sign above or below.

4.  Left-click to insert the new row,

To insert an extra column:

1.  Position the cursor in a cell.

2.  Select the Layout tab, under the Table Tools banner.

3.  Click Insert Left or Insert Right in the Rows and Columns group

Here is a quick way to insert a new column:

1.  Position the cursor above a column, but in close proximity to the table.

2.  A plus symbol will appear to the left or right of the mouse pointer indicating where the new column will be added.

3.  Nudge the mouse pointer left or right to move the plus sign to the left or the right of the column.

4.  Left-click to insert the new column,

6. DELETING A ROW OR COLUMN

To delete the current row or column:

1.  Position the cursor in any cell of the row you want to delete.

2.  Select the Layout tab, under the Table Tools banner.

3.  Click the Delete icon in the Rows and Columns group.

4.  Choose Delete Row or Delete Column from the drop-down menu.

7. Quickly fORMATTING tables in Word

Word provides you with a number of pre-set table designs. This means that it formats the headings and the data, applies a variety of borders and colours the cells in a way that makes it look like a professionally produced table. As a beginner this simple technique will give you a good-looking table.

1.  Position the cursor in any cell in the table.

2.  Select the Design tab under the Table Tools banner.

In the Table Style Options group of the Design tab, tick the components that you have in your table. For example, if your table has column headings, tick Header Row. In doing this, the various parts of your table are formatted accordingly

8. SETTING THE BORDERS AND SHADING

To set the borders for tables in Word:

1.  Select the portion of the table that you wish to set the borders for. This may be the entire table, a row or rows, a column or columns or a selection of cells.

2.  Select the Design tab under the Table Tools banner.

3.  Select the Borders icon. A drop-down list appears. This list shows every combination of border that can be turned on or off. The icons with a shaded background are currently switched on. The rest are switched off.

4.  Click any icon to switch the border on or off. The border style that is applied is the default style (½ pt solid black line ) or the last style that was used.

5.  To apply customised borders, with different colours, styles and widths, click the Borders & Shading option at the bottom of the list to display the Borders and Shading dialog box.

Your selection will always have an outer border, and if you selected more than one cell, you will have some inside borders as well. The easiest way to use the dialog box is to start on the bottom-middle and work your way up and right.

1.  Select the colour and width (thickness)  that you would like for your border.

2.  Choose a style (e.g. dotted, dashed, double, solid etc.)

3.  Paint your borders. There are two ways to do this.

On the left-hand side of the dialog box, there are some pre-defined border combinations which you can use to save yourself some time. Depending on your selection of cells, the pre-defined options may differ. Here’s a run-down:

To shade the cells of tables in Word:

1.  Select the portion of the table that you wish to shade. This may be the entire table, a row or rows, a column or columns or a selection of cells.

2.  Select the Design tab under the Table Tools banner.

3.  Click the Shading icon.
The colours that you see displayed match the current them of the document. Themes were discussed earlier in the course.

4.  Click a colour in the palette.

While you can pick any colour, it is recommended to stick with the light colour shades, otherwise your tables will appear very loud and ugly, like they’re shouting in your face. Subtle is the order of the day. The exception to this is column headings or other cells that you wish to differentiate. Under these circumstances, you can use a dark colour, but use a light font with it.

If you cannot find the exact colour you need,

9. REPEATING table HEADINGS ON EVERY PAGE WHEN PRINTING

1.  Ensure that the table is a single table, with no manual page breaks in the middle, and one header at the top. The table header may occupy more than one row, it doesn’t affect the way this feature works.

2.  Position the cursor somewhere in the top row of the table.

3.  Select the Layout tab under the Table Tools banner.

4.  Click the Repeat Header Rows icon ion the Data group.

Now, it doesn’t matter how many rows tables in Word contain, if the table ever spills across into another page, the header row (which normally displays the column headings) will always appear at the top of the table.

10. All the key points again

If you create long Word documents with lots of captioned diagrams, tables, or figures in them, then you may be faced with the nightmare of having to update the numbering whenever you add a new figure or table to the document. And if you refer to this number within the text (e.g. “See Table 4”), that’s another place you have to remember to keep up to date.

You can automate this process—and produce automated Tables of Figures as well, just like an automated Table of Contents.

These instructions apply to any captioned tables, figures and diagrams. I will use ‘figure’ to refer to each of them—if you are creating table captions and a list of tables, substitute ‘table’ and choose the ‘Table’ option in the steps below instead of ‘Figure’.

Labeling a figure in Word

1. Position your cursor beneath the figure.
2. Open the Caption window:
   * Word 2003: Select Insert > Reference > Caption from the menu.
   * Word 2007 and later: Go to the References tab > Captions command group, then click Insert Caption.
3. Select Figure from the Label drop-down list.

   

   Caption – default settings for Figure

4. Optional: If you use headings with Outline Numbering, you may want to add a Chapter number. To do so, click Numbering and select the Include chapter number check box. You can also specify the number format, style, and separator.

   

   Caption with chapter numbering included

   

   Caption settings for chapter numbering

5. Add any extra caption information after the caption number (e.g. Figure 3: xxxx).

   

   Caption complete

6. Click OK.

The caption is added, using the Caption style (you can modify this default style on the Styles and Formatting task pane in Word 2003, or the Styles floating window in Word 2007 or later). The number is automatically sequenced even if you add another figure between two existing figures with captions inserted like this.

NOTE: If the number doesn’t update automatically, or if you’ve copied an earlier caption and pasted it in another place then modified the caption’s text, update the field by selecting it and pressing F9. Update ALL the auto captions [and all other fields such as the TOC, List of Figures etc.] by pressing Ctrl+A, then F9.

Referring to a figure in the body text

The caption must exist (see above)—you can’t reference something that isn’t there.

1. In the body text, place the cursor when you want the cross-reference text to be inserted.
2. To insert a cross reference:
   * Word 2003: Select Insert > Reference > Cross-Reference from the menu.
   * Word 2007 and later: Go to the References tab > Captions command group, then click Cross-reference.
3. Select Figure from the Reference Type drop-down list. All figures that have been inserted as a caption are listed in the bottom half.

   

   Cross-reference settings

4. Click once on the figure that you want to refer to.
5. In the Insert reference to drop-down list, select how you want the information displayed (e.g. select Only label and number to just display “Figure x” and not the entire caption; select Entire caption to display “Figure x: yyyyyy”).
6. Click Insert, then click Close. The reference is added to the document—if you click in it, you should notice the gray shading indicating that it’s a field.

   

   The cross-reference is inserted as a field

Creating the Table of Figures

1. Position the cursor where you want the Table of Figures to be placed (it usually goes immediately after the Table of Contents).
2. Insert the Table of Figures:
   * Word 2003: Select Insert > Reference > Index and Tables from the menu.
   * Word 2007 and later: Go to the References tab > Captions command group, then click Insert Table of Figures.
3. Click on the Table of Figures tab, if it’s not already selected.
4. From the Caption Label drop-down list, select the type of table you want to create—Figure in this example.

   

   Table of Figures settings

5. Make any other changes as required.
6. Click OK.
7. Add a title (e.g. List of Figures) above the list just like you do for Contents.

   

   A table of figures

Update February 2012: Really long captions: Several people have asked questions in the comments about dealing with really long captions, and there have been some excellent suggestions. Take a look at the comments from March 29, 2010, June/July 2011, and especially August 8, 2011 — one of these may solve your problem.

See also:

• Table and figure numbering: https://cybertext.wordpress.com/2009/04/28/table-and-figure-numbering/

[This article was first published in the March 2003 CyberText Newsletter; steps last checked and updated for Word 2007, 21 August 2008; screen shots added February 2009]