Need help with Word (update table of figures)

Subject: Need help with Word (update table of figures)
From: "Hart, Geoff" <Geoff-H -at- MTL -dot- FERIC -dot- CA>
To: "TECHWR-L" <techwr-l -at- lists -dot- raycomm -dot- com>
Date: Thu, 18 Oct 2001 10:39:32 -0400

SANDRA DEQUESADA reports: <<I'm currently editing several documents, all in
Word. For one document... a dialog box displays upon opening the document
and before printing. It is the Update Table of Figures dialog box that says
"Word is updating the table of figures. Select one of the following
options:", and then gives two choices - update page numbers or update entire
table. I can select OK or Cancel. I don't know where this dialog box came
from.>>

In a Word document, you can insert a wide variety of field codes to automate
the updating of certain types of information. For example, when you use
"Insert-->Table" to create a table of contents (TOC), Word scans the entire
file to find (for example) all the paragraphs with the "Heading 1" style
applied, and includes these in the TOC. Since the goal is to automate your
work, and since you may subsequently change the text in these headings, Word
needs some way to know when you've made such changes so it can update the
TOC (rather than forcing you to do this manually). When you use field codes,
Word offers you the option of updating the entire TOC (so it will account
for both changes in the text and changes in pagination) or just changes in
pagination; the main reason why you might want to fix only the page numbers
is because updating all the titles too might take a long time for a long
document with lots of headings.

The reason you're seeing this dialog box is because Word doesn't know what
you want to do about the fields, and asks you to tell it what to do. One
place you can escape this dialog box is in the Tools menu, under Options. On
the Print tab, you can tell Word to automatically update all fields when you
print the document. This should do away with the dialog box because you've
already told Word what to do.

--Geoff Hart, FERIC, Pointe-Claire, Quebec
geoff-h -at- mtl -dot- feric -dot- ca
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