Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Condensing Figure Caption References.

Condensing Figure Caption References

Written by Allen Wyatt (last updated April 27, 2021)
This tip applies to Word 97, 2000, 2002, and 2003


4

Chris wrote about problems having Word correctly refer to ranges of captions in his reports. For instance, referencing "Figures 1 to 6" instead of "Figure 1 to Figure 6," as is easily accomplished through the use of cross references. It seems that such proper wording is possible, if the following steps are followed:

  1. Position your insertion point where you want the range reference to occur.
  2. Type the words 'Referenced in Figures ' (don't forget the trailing space).
  3. Insert a cross-reference to the first figure in the range, making sure the "Only label and number" option is selected.
  4. Type the word 'to' followed by a cross-reference to the last figure in the range. (Again, make sure the "Only label and number" option is selected.) Your document will look something like this:
Referenced in Figures Figure 1 to Figure 6
  • Select the 'Figure 1' field and press Ctrl+F9. Word creates a new field with the 'Figure 1' REF field inside it, as follows:
  • Referenced in Figures { Figure 1 } to Figure 6
    
    1. Inside the new field, to the left of the 'Figure 1' embedded field, type 'QUOTE ' (make sure you include the space).
    2. Inside your new field code, insert ' \* "Arabic" ' between the embedded 'Figure 1' field and before the closing brace. Again, note the spaces.
    3. Repeat steps 5 to 7 for the other cross-reference.
    4. If you press Alt+F9 to show field codes, your document should look something like this:
    Referenced in Figures { QUOTE {REF _Ref111111 \h } \* "Arabic" } to { QUOTE {REF _Ref22222 \h } \* "Arabic" }
    
  • Press Alt+F9 to switch back to viewing field results, then select the two new fields and press F9 to update them. The result should be something like this:
  • Referenced in Figures 1 to 6
    

    The trick is to use the QUOTE field along with the \* "Arabic" formatting switch. The QUOTE field de-references the REF field, making it seem as if it were simple text. The Arabic format tells Word to display the text in Arabic numerals. Serendipitously, Word ignores non-numeric characters when it applies the Arabic switch.

    WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1438) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Condensing Figure Caption References.

    Author Bio

    Allen Wyatt

    With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

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    Comments

    If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

    What is 2 + 8?

    2020-06-09 11:48:44

    YossiD

    I have been using this method for years (I believe it was first published on WordTips in 2001). The only problem is that the hyperlinks on the cross references don't work anymore. Is there a workaround?


    2019-10-29 15:51:37

    Rich

    This did not work for me in Word 2016. I'm not sure what the problem is but i followed the instructions and spacing exactly and did it several times. I had a Figure 1 to Figure 4 condition but what I ended up with was:

    Figures {0} to {-3}

    where the braces indicate the field results. I think it may be related to how I am forced to label my figures in this document. After the Caption is created I am manually inserting a STYLEREF to the "Heading 2" number and then a dash before the the figure # (SEQ Figure?). Grrrrr. It's for a gov't document with weird formatting requirements that appear to have been written in the days of the IBM Selectric.


    2019-02-04 04:01:42

    Richard

    That's brilliant!


    2018-05-27 09:46:11

    Andres

    Hi, Do you know if this also works in word 365? i have followed the steps, but I still get the original cross reference. After switching from code view to normal view it seems the cross references are gone, but once they are updated they appear again i nthe original format.


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