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The purpose of this tutorial is to assist you in updating the List of Table (LOT), List of Figures (LOF) and List of Objects (LOO) within the Microsoft Word Formatting Template.

Updating the LOT, LOF or LOO will require that you

• close any open subdocuments
• have the master.doc file open and expanded

To quickly expand the master document, you can press CTRL \ or go to View - Outline and click the Expand Subdocuments button bar in the Outlining Toolbar.

Once the master.doc file is expanded:

• Go to View - Print Layout
• Scroll down to the List of Tables (LOT) section so that you can update it.

Note: You can only update the List of Tables (LOT), List of Figures (LOF) and List of Objects (LOO) (if any) when the master.doc file is open and expanded. If you attempt to update them from the subdocuments themselves (i.e tables.doc, figures.doc or objects.doc), they cannot "see" the caption styles used in the other subdocuments.

Part 1- Updating the Fields

Scroll through the document and right-click your mouse cursor over any of the items in the List of Tables (LOT), List of Figures (LOF) or List of Objects (LOO).

Note: Macintosh users who have only one mouse button should hold down the CTRL key and click once on any of those entries.

From the pulldown menu that appears, select Update Field. Your screen will be similar to the image below:

Note: Updating the LOT, LOF and LOO is very similar to updating the Table of Contents, except the word Table, Figure or Object appear on every entry. This is because MS Word is capturing all the text using the style 15 Caption Figure, 16 Caption Table or 16a Caption Object. Unfortunately this is not something that can be prevented in Microsoft Word, so you will have to remove those words manually from the LOT and LOF using the following technique.

Part 2 - Removing the word "Table", "Figure" and "Object" from each entry

There is a very fast and simple way to remove the extra words from your LOT, LOF and LOO entries. It will require that you use the Find and Replace feature.

• Press CTRL H to get the "Find and Replace" dialogue box.

• Type the word Table followed by a blank space into the "Find" field.

If you're updating the List of Figures, you will type the word Figure followed by a blank space into the "Find" field.

If you're updating the List of Objects, you will type the word Object followed by a blank space into the "Find" field.

• Leave the "Replace with" field blank. This will allow you to replace the fragment "Table " with nothing.

Your dialogue box should resemble the images below:

Below is an example of the same technique within the List of Figures:

Note: Once this has been accomplished, you can further improve your LOT, LOF and LOO by removing the period (which follows the table, figure or object number) and aligning the first line of text with any carryover lines or subsequent LOT, LOF or LOO entries.

Part 3 - Aligning the first line of each entry

To align your text and remove the period following your entry number, perform the following steps.

• Press CTRL H to get the "Find and Replace" dialogue box.

• Type a period (.) followed by a 2 blank spaces into the "Find" field.

Note: Searching for 2 blank spaces will be dependent on whether you were consistent in your initial typing of your table, figure and object captions. It is much easier and faster to peform this technique if you included 2 spaces rather than one.

• Click the More button so that it toggles to Less, and then click on Special.

• Place your cursor in the "Replace with" field, then under the Special menu choose Tab Character. This will insert a ^t into the "Replace with" field allow you to replace the chosen fragment with a Tab character.

Your dialogue box should resemble the image below:

• Then you can individually replace each occurance by pressing the Replace button (and skipping undesired text by pressing Find Next). To accelerate this technique, try using the R (Replace) and F (Find Next) shortcut keys.

Your screen should resemble the image below:

If you're doing this with the List of Figures or List of Objects, your dialogue box will look similar:

Note: If you find that you missed a few items, you can either correct the original entry or replace the item manually with a tab character later.

Part 4 - Removing extraneous text from each entry

The Editorial Office prefers that your List of Tables (LOT), List of Figures (LOF)and List of Object (LOO) entries be fairly brief. So once they are updated, this will require you to remove the extra text manually from each entry. This can be time consuming if you have numerous large captions that don't have an easily discernable break in content.

For simplicity, you'll want to select the text between the end of the table, figure or object's general description and the tab the forms the dot leader for the page number.

• MS Word XP, 2003 and Macintosh OS users can click directly in the field with their mouse cursor and select the desired text and delete it.

• MS Word 2000 users may find it easiest to navigate through the fields using their arrow keys and the Home and End keys. Home will move you to the beginning of a line, and End will move you to the end of a line. Clicking in the fields may take you directly to the chapter or subheading, which in this case is not what you want to do.

The image below shows an example of how this is achieved in the List of Figures:

Once completed, your LOT, LOF and LOO is ready for review by the Editorial Office.

Note: Since any text modifications are removed whenever the LOT, LOF or LOO fields are updated, going through the above procedure is only necessary just prior to the document's submission to the Editorial Office. So save yourself the headache of doing this multiple times and save your energy for the final update.

Here is an example of how the LOT should look upon completion:

It is also advisable to refer to Appendix H of the Guide for Preparing Theses & Dissertations to verify that your list formatting is correct prior to submission of your document.

If you have any challenges with your document, please feel free to contact us at etd@grove.ufl.edu, visit the ETD Consulting Lab in The Hub, Room 224 or call 392-HELP (4357) and select option 5.