Graduate School

Appendices - Word 2003

Appendices should be labeled in alphabetical sequence, for example, Appendix A, Appendix B, and so on. Use style Heading 6 for the main heading in appendices and style Headings 7, 8, and 9 for subheadings within appendices.

Table and figure captions within appendices

If you add tables or figures in an appendix, Word uses a continuation of the chapter numbering scheme (5-1, 5-2, etc.) instead of the A-1, A-2, A-3 format that’s required. To correct this, follow the steps below.

The order in which these steps are completed is extremely sensitive. Start with the first figure/table in Appendix A and complete all steps in one operation – don’t stop until you’ve edited all captions, updated the List of Tables and List of Figures, and saved your file.

  1. Within your appendix, place your cursor at the beginning of the figure or table number to be revised.
  2. If the figure or caption number is not contained within a gray field, follow the steps described in the Captions for Figures and Tables section.
  3. Press Alt F9 (hold down the Alt key and press the F9 key). You should now see the field codes underlying the numbers. For example:


Table {STYLEREF 1 \s }-{SEQ Table \* ARABIC \s 1 }

  1. Replace each “1” with a “6” as shown below. (This operation tells Word to apply the Heading 6 style, which is configured to use the A, B, C format when labeling figures and tables.)


Table {STYLEREF 6 \s }-{SEQ Table \* ARABIC \s 6 }

  1. Hold down the CTRL key and click in the STYLEREF field, then click Update Field in the displayed menu. Repeat this for the SEQ field.
  2. Repeat steps 4-5 for all figures and tables in all your appendices.
  3. Finally, press Alt F9 to turn off the field codes.
  4. After all appendix captions have been edited, update your List of Tables and/or List of Figures. See the Table of Contents , List of Figures, and List of Tables section. [link to page]
  5. Save your file!