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  1. #1
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    Adding a Table of Figures replaces existing TOC (2

    In my document, I have inserted a TOC, based on Heading 1. Its styles show as TOC. My document has figures, with captions inserted via Insert > Reference > Caption. I want to add a Table of Figures below the TOC.

    I space down from the TOC several lines using the Enter key; these paragraphs are style = Normal. I attempt to add the Table of Figures two paragraph marks below the existing TOC, using Insert > Reference > Index and Tables > Table of Figures > Options > Table of Figures Options > Build table from style = Caption.

    At that point, the entire TOC gets highlighted, and I get the message box "Do you want to replace the seleted table of contents?" No, I don't want to do that. But I can't insert my Table of Figures.

    The only way I have found to get around this situation is to go to the top of the next page, left arrow to get back to my TOC page, type something in, hit Enter, then try to repeat the Table of Figures routine at this new insert point. This is a nuisance, to say the least. Especially when I now try to add a Table of Tables!

    What's going on here? What am I doing wrong?

  2. #2
    Plutonium Lounger
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    Re: Adding a Table of Figures replaces existing TOC (2

    When you add the extra lines, don't start by clicking at the end of the last line of the TOC, then pressing Enter. If you do that, the paragraphs you add will be part of the TOC. If you update the TOC, the extra paragraphs will disappear, and - as you have found - if you try to create a Table of Figures, it will replace the TOC.
    Instead, click below the TOC and press Enter. This way, the added paragraph should not be a part of the TOC, and you should be able to insert the Table of Figures without problems.

    PS Instead of adding several paragraphs, add just one, and use Format | Paragraph to adjust the Space before.

  3. #3
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    Re: Adding a Table of Figures replaces existing TO

    Hans, since initially I started with a blank page, there are no paragraphs below the TOC. So when I click below the TOC, my insert point is at the paragraph marking the last line of the TOC. If I add paragraphs at that point, as you point out, Word treats them as part of the TOC.

    So the way I should start all this in future is to have multiple empty paragraphs on my TOC page? Then I can use the 1st one for the TOC title, insert my TOC at the 2nd one, go down the page as required, enter my TOF title, and below that, insert my TOF?

    Sounds like a plan, IF I remember to first throw in a bunch of empty paragraphs on my TOC page next time.

    And if I'm dealing with an existing TOC page with nowhere to go below the existing TOC, I reckon I should delete the existing TOC, add a bunch of empty paragraphs, and re-insert the TOC.

    Wash, rinse, and repeat.

  4. #4
    Plutonium Lounger
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    Re: Adding a Table of Figures replaces existing TO

    If I insert a TOC at the very end of the document, my Word 2002 SP3 inserts a paragraph mark below the TOC that does *not* belong to it, so I can safely press Enter in the paragraph below the TOC. I cannot explain why your version of Word behaves differently.

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    Re: Adding a Table of Figures replaces existing TO

    My 2000 Word ends its TOC insert with a blue paragraph mark at the end of the last TOC entry that shows a format of Hyperlink. There is no paragraph mark below that one. All the rest of the paragraph marks above it in the TOC are black, with a format of TOC 1.

    So I guess my best bet is to use one of the approaches I mentioned. Or convince our IT department to upgrade.

    Thanks for the info.

  6. #6
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    Re: Adding a Table of Figures replaces existing TO

    Yes, that's different from Word 2002. So it's best to use the workaround you suggested.

  7. #7
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    Re: Adding a Table of Figures replaces existing TO

    What content do you expect to get in your TOC (and TOF) if there is no other paragraphs in the document? Traditionally, most people place a TOC at the start of a document to summarise the subsequent contents. If there is no subsequent contents then the TOC would be summarising nothing.
    Andrew Lockton, Chrysalis Design, Melbourne Australia

  8. #8
    Super Moderator jscher2000's Avatar
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    Re: Adding a Table of Figures replaces existing TO

    Incidentally, a Table of Contents is the visible manifestation of a Word field code. To navigate securely around field codes, you can press Alt+F9 to display them, then insert your paragraph(s), move the field codes, etc., then press Alt+F9 to toggle the display back to field results.

  9. #9
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    Re: Adding a Table of Figures replaces existing TO

    Andrew, my document has 100 pages with 12 figures and 55 Heading 1s and 2s. There is a page break after the TOC, which is at the beginning of the document, before the start of the rest of the document. If I click after the page break, then left arrow once, there I am at the bottom of the TOC, with the symptoms as described. If I insert a paragraph after the page break, that would put the TOF on the page after the TOC; not what I need to do. Sorry if I didn't explain this more fully earlier.

  10. #10
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    Re: Adding a Table of Figures replaces existing TO

    Excellent suggestion! That idea will help greatly if I get wrapped around the axle in future.

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