Office X for Macintosh: The Missing Manual

chapter 6: advanced word processing 235

Tip: When using the Bookmark dialog box, checking the Hidden Bookmarks box adds cross-references

(see page 239) to the bookmark list. Now you can use the Bookmark dialog box and the Go To feature to

browse your cross-references.

Viewing Bookmarks

Bookmarks are invisible; even the Show/Hide (¶) button on the Standard toolbar or

Formatting Palette doesn’t uncover them. If you really want to see where they lie on

your document, choose Word→Preferences→View tab; turn on the Bookmarks

checkbox. (To hide them again, just turn off the box.)

When visible, text bookmarks are surrounded by thick brackets; location bookmarks

appear as big, fat I-bars.

Captions

Captions are labels that identify illustrations, tables, equations created by Microsoft

Equation Editor, and other objects by number (see Figure 6-19).

Most people type in captions manually, but Word’s captioning feature has huge ad-

vantages over the manual method: It can number, renumber, and even insert cap-

tions automatically. Letting Word handle the captions not only saves you time, but

could potentially save you from repeating a caption number, for instance, or leaving

out a caption entirely.

Inserting Captions

To caption an item—table, picture, text box, or some other object—first select it,

then choose Insert→Caption. Instead of typing a caption, you build it using the

Caption dialog box, as shown in Figure 6-19.

• Caption, Label. You can’t directly edit the words in the Caption box (such as

“Figure”), which is how the caption will appear in the document. Instead, this

box reflects whatever you select from the Label pop-up menu. If none of the

three labels provided (Figure, Equation, Table) strikes your fancy, click New La-

bel and type your own—Illustration or Chart, for instance—and hit Return.

• Position. This pop-up menu lets you choose one of the two most popular places

for the location of your caption: above or below the captioned item.

• Numbering. Word numbers your captions automatically; this feature, after all, is

the whole point of this exercise. Use the Numbering dialog box, as shown in

Figure 6-19, to choose a number format (Roman numerals or whatever).

If you choose to include the chapter number in the captions (perhaps before the

hyphen—“Figure 6-20,” as in this book, for example), you need to tell Word how

to find the chapter numbers. A couple of conditions apply: The chapters must all

be within the same document, and you must use one of Word’s built-in chapter-

heading styles (see page 141) for the chapter headings.

Bookmarks

236 office x for macintosh: the missing manual

For instance, suppose you’ve formatted all your chapter headings using the Head-

ing 1 style. Furthermore, suppose you’ve autonumbered them as described on

page 118: you chose Format→Bullets and Numbering→ Outline Numbered tab

and selected one of the numbering styles with Heading 1, Heading 2, and so on.

Now, when you turn on the “Include chapter number” box (Figure 6-19) and

choose Heading 1 from the pop-up menu, your captions include the correct chap-

ter number. (And your chapter headings are automatically numbered, to boot.)

When you finish creating the caption, click OK. The caption (numbered 1) appears

in a separate paragraph above or below the selected object. As you insert more cap-

tions, Word will number them in order. (Deleting or rearranging captions is another

matter, however, as described on the next page.)

Figure 6-19:

Top: Labels you add using the

New Label button appear on the

pop-up menu with the three

preinstalled labels.

Middle: If hyphens don’t do

anything for you, choose a

different separator such as a

period, colon, or dash. Because

the chapter headings in this

document use one of Word’s

built-in heading styles, figures

are automatically numbered 1-1,

1-2, 1-3, and so on.

Bottom: A caption in place. Note

that if you’re planning to import

your Word document into a

desktop publishing program,

you’ll probably lose your

captions. The text of the captions

may appear, but the numbering

will be lost.

Captions