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

by Allen Wyatt
(last updated July 16, 2016)

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. ...

    MORE FROM ALLEN

    Templates and Page Setup

    Templates are a great way to share styles, macros, and other settings among various documents. One thing that isn't shared ...

    Discover More

    Shading a Cell Until Something is Entered

    Conditional formatting provides the opportunity to get very creative with your formatting. One such creative urge can be ...

    Discover More

    Age Calculation with Fields

    People don't normally think of using fields to do any calculations. Even so, you can use fields to perform a simple ...

    Discover More

    Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step today!

    More WordTips (menu)

    Cross-referencing to an Automatic Number

    Word allows you to add automatic numbering to different elements of your document, such as to headings. If you want to create ...

    Discover More

    Cross-Referencing to Line Numbers

    Wouldn't it be nice to be able to do cross-referencing to line numbers within a document? Word doesn't have a built in way to ...

    Discover More

    Referencing a Page Number In Another Document

    Page references are a common element of many documents. If you need to have a page reference to a page in a different ...

    Discover More
    Subscribe

    FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

    View most recent newsletter.

    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}] in your comment text. You’ll be prompted to upload your image when you submit the comment. 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 seven minus 1?

    There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


    This Site

    Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

    Newest Tips
    Subscribe

    FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

    (Your e-mail address is not shared with anyone, ever.)

    View the most recent newsletter.