WD97: Captions in Text Boxes Not Updated Correctly

• Microsoft Word 97 for Windows

SYMPTOMS

In a Word document, when you insert or update captions in a text box, the captions may not be numbered correctly.

Case 1: When Captions Are Inserted into the Same Text Box

Multiple captions inserted into the same text box have the same caption number.

Case 2: When Captions Are Inserted into Different Text Boxes

Captions inserted in different text boxes are out of sequence with the captions in the main document text.

Case 3: When Captions Are Inserted into Separate, Linked, Text Boxes

Captions inserted into separate, linked, text boxes use an unexpected caption number or have the same caption number.

CAUSE

Case 1: Captions in the Same Text Box

Word can't correctly update multiple caption fields in the same text box. The caption updating is based on the placement of the text box anchor in the main text area of the document. Only one caption field can be associated with any one text box anchor. Therefore, multiple caption fields in the same text box will be given the same caption number.

Case 2: Captions in Multiple Text Boxes

Word updates caption fields based on the placement of the text box anchor. If multiple text boxes are anchored to the same paragraph in the main text area of the document, Word can't update the caption fields in the desired sequence.

Case 3: Captions in Linked Text Boxes

Each text box has an anchor in the main text area of the document. When text boxes are linked, each text box retains its own anchor (there is not just one anchor for all of the linked text boxes). Word cannot keep track of the multiple anchors, and, therefore, the caption numbers are updated incorrectly.

WORKAROUND

Case 1: Multiple Captions in a Single Text Box (Caption Numbers the Same)

To work around this problem, place only one caption in a text box. If additional captions are required in a text box, create another text box for the next caption.

Case 2: Captions Out of Sequence

Use the following steps to move the text box anchors to different paragraphs to achieve the desired caption numbering sequence:

1. On the View menu, click Options.

2. Click the View tab.

3. Click the "Object Anchors" and "All" check boxes to select them, and then click OK.

4. Select the text box.

   Gray hatch marks and white square handles will appear around the outside edges of the text box. Also, an anchor will appear at a paragraph mark in the body of the document.

5. Drag the anchor to a different paragraph mark.

Case 3: Captions in Linked Text Boxes

To work around this problem, use any of the following options:

• Do not use captions in linked text boxes.

  -or-

• Use the following steps to unlink the text boxes:

  1. Select the first text box in the sequence.

  2. Right-click the selected text box.

  3. On the shortcut menu, click "Break Forward Link."

  Repeat this procedure for each text box containing a caption if you are working with multiple linked text boxes.

STATUS

Microsoft has confirmed this to be a problem in the products listed at the beginning of this article. We are researching this problem and will post new information here in the Microsoft Knowledge Base as it becomes available.

MORE INFORMATION

For more information about the features discussed in this article, click the Office Assistant, and use the following table to locate the specific subject you want to know more about.

                         Type this in the          And click to
For information about    Office Assistant balloon  view this topic

Creating text boxes      How do I make a text      Use a text box
                         box?

Linking text boxes       How do I link a text      Flow text to
                         box?                      another part of
                                                   my document with
                                                   linked text boxes

Breaking a text box      How do I break a text     Break a text box
link                     box link?                 link

Inserting a caption      How do I insert a         Add captions to
                         caption?                  tables, figures,
                                                   equations, or
                                                   other items

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