Linking Table Titles has multiple benefits—the List of Tables can be updated without having to manually create and manage entries, and you can renumber the items associated with each label based on the other linked items throughout the document. This means that if you insert a new table between what is currently labeled as Table 1 and Table 2, the new table will number itself as Table 2 and the table formerly numbered Table 2 will change to Table 3.
To link the title of a table, which will allow you to populate and update the List of Tables, click on the item you want to create a title for to select it. Under the REFERENCES tab, click on "Insert Caption."
This will open the caption box. You will have an option to select a "Label" - Word will usually detect what kind of object is selected but you may need to switch the label manually. Pick "Table". You will also need to indicate the position. Table titles typically appear above the table. Once you have made those adjustments, enter the title for the item into the "Caption" box (note that it will automatically insert the label that has been selected as well as a number). Once you click OK, the label, number, and title will insert.
The "Caption Style" will need to be modified one time to help properly format Table titles. Locate the Caption style in the Styles pane located under the HOME tab.
Select the "modify style" option to open the format of the Caption style. Make adjustments to the font that you want to have consistently occur for all table and figure titles. The default is a small, blue, italicized font. The recommended changes are: set the font to match the rest of the document, change the font size to 12-pt, deselect italics, double space, and change the font color to automatic.
If you find a typo or a title needs to change from what is first inserted, the title can be edited in the body of the document without needing to open up any settings. Simply make the update.
If you wish to have the label and the title on separate lines, hold shift and press enter between the two in order to create a soft return.
Any other formatting that you wish to have (such as italics, bolding, etc.) applied to one label (i.e. Table titles in italics but Figure titles in regular font) but not the other will need to be manually and consistently applied. If you wish for all table and figure titles to be bolded, you should select that option in the modify caption style options.
Feb 4, 2020
The steps to update the List of Tables and to update the List of Figures are the same. Apply these steps to each page. If you inserted the fields for the List of Tables and List of Figures when formatting the Front Matter of your work (see the applicable step 2), you should be able to update the field that was inserted on those pages by right clicking on the field, selecting the option to "Update Field." Always select "update entire table" so that any changes to titles and added tables will appear in the update.
This update should insert an entry for all of the table or figures that are linked in the document (this example shows the List of Tables). If the label and number do not show up you may need to redo the steps to insert the List of Tables or List of Figures (ensuring that the option to insert the label and number is checked). It should appear double spaced, without an extra space between.
Tables are data sorted into columns and rows. There should be space before and after the table to separate it from the text surrounding it. The Thesis & Dissertation Manual requires that Tables appear as soon as possible following the first mention of the table in text. Tables should be referred to by their number. Never say "the table above" or "the table below" as that can be unclear and sometimes tables start on different pages from the reference.
Tables may need a slightly smaller font size for clarity. You may change the font to as small as 10-pt font, though going any smaller is not recommended. If using a smaller font in the table, leave the table title in 12-pt font. A table may be formatted however you wish as long as it is clear and fits within the margins. This will be reviewing the the Table Width / Height Requirements tab at the top of this box. Text can be single or double spaced. It is recommended that font formatting is applied the same across all tables for clarity and consistency.
Tables should have uniform blank space from the text or materials before and after the table. Pressing two double space returns before and after the table will create the necessary blank space. The other spacing to be aware of is the line spacing in the table itself. Tables may be single or double spaced; whichever produces the most clarity for the readers is the suggested spacing, though it should be uniform throughout the document.
While it is possible to manually type "Table #" in the text to reference tables, you must ensure that the numbering remains correct as you are editing and adding more tables. You can also Cross-reference to refer to tables which will create fields that can be updated to renumber when table numbers change.
To do so, place your cursor where you would like to make the reference. Locate "cross-reference" under the REFERENCES tab in Word.
Select "Table" for the Reference Type and select "Only label and number" for the Insert Reference to field. Then, select the table you are referencing and click insert.
When you click "insert," a field will appear where your cursor is located with the information you selected. Something to note: these fields will not automatically renumber like the table labels do. An easy way to update all of the fields in the document is to select all text (Ctrl + A), right click, and select "Update Field." This action will update all fields, including the Table of Contents and all in text cross-references.
If a table will fit onto one page (meaning the height is no more than 8.5"), it must do so. You should place a page break before the table to bump it to the top of the next page if it is breaking over the page. It is acceptable to leave blank space at the end of the page before the table. (If the table is too tall for this, see below)
For example, the table shown here is small enough to fit onto one page so it should not be allowed to break.
A page break should be entered before the table so that it starts at the top of the next page instead.
If a table is so long that it will not fit within the 8.5" height, it may break over the page (or multiple pages if necessary). The column headings should repeat at the top of each page it breaks over and (table continues) should be placed before each page break.
To repeat the column headings, select the top row by clicking and dragging your cursor from left to right across the heading row.
Under "Table Tools" > "Layout" the option to "Repeat Header Rows" is located towards the left of the ribbon. When selected, this will place the column heading at the top of every page after the table breaks. Any changes made to the first column header row (located immediately after the title) will be reflected after every page break.
You also need a note that the table continues before the page break. It is recommended that this is inserted when the content around the table has been finalized (adding more text above the table will move where it breaks and change where this is needed). To do so, insert a new row before the table breaks -- if the new row is inserting at the top of the next page, you may need to insert it above the last row on the page).
Select the row and right click to merge the cells.
Right align the cursor in the newly merged cell and type: (table continues)
Clear all except the top border of the cell that contains (table continues)
This will leave (table continues) after the last row before the page break
Tables must be no wider than 6" to fit between the margins on a portrait page. You can identify a table that is wider than the margins by clicking so your cursor is on normal text, scrolling so that your ruler is directly above the table, and seeing if the table is wider than the white space on the ruler.
To set the table width, right click on the table and open the table properties.
Change the Preferred width to 6 inches and click okay
If a table needs to be wider than 6", you will need to put it on a landscape page. Review section 4c. Landscape Pages & Special Materials to insert a landscape page and properly format the page numbering then follow the instructions below to ensure proper formatting.
Tables on landscape pages can be up to 8.5" wide and 6" high. If the table needs to break across a page (because it is taller than 6", the steps to format a table that breaks across a page (above) should be followed.
Insert the table onto the landscape page. Then right click and select table properties.
Ensure the the table's preferred width is set to 8.5". The table should fit between the margins.
If the table size is set properly but the table still seems to be outside of one of the margins, the indentation may need to be adjusted. Review the Alignment & Indentation tab at the top of this box.
Tables can be aligned in whatever way you decide is best to present your research. Consistency is a requirement, however. It is recommended that tables are left aligned. Tables should not be indented, especially negative indented which will pull the table over a margin. If the table is sized properly (6" or less on a portrait page or 8.5" or less on a landscape page) but still appear to be outside of the margins, the alignment or indentation may need to be adjusted.
Right click on the table and select table properties to make these adjustments.
This will open the table properties box. Review the alignment settings to ensure they are consistent with the intended alignment. Text wrapping should be set to none. If there is a number, especially a negative number, in the indent from left box: change this to 0". This will pull the table over the margins. Correcting these items should situate the table correctly between the margins.
