Create automatic mapping directory

How do I create a mapping directory?

This article explains how to format images so that it is easy to create an automatic mapping directory. Depending on the version of Word, the corresponding commands are arranged slightly differently, but the logic remains the same.

Legible scientific papers almost never work without graphics or tables. Illustrations facilitate the visual recording of the content of a text and illustrate data and relationships. Illustrations are not an end in themselves nor are they intended to fill pages. Rather, they require a textual interpretation, meaning and statement of the figure must be explained and the connection to the previous statements must be established.

If illustrations are included in the text, they must also be found in an index or table index. This is created automatically in a word processing program such as Word, for example a table of contents. For this, however, the respective elements must be assigned in advance and formatted accordingly.

Procedure – Formatting the name of the image

Click on the graphic with the right mouse button and select “Insert Label”. Alternatively, click on “Paste” in the upper main bar and then select “Label”.

Under “Label” you can now choose between “Figure”, “Formula”, and “Table” or enter a term.

In the field “Labeling” you have to name your picture more precisely, for example: “Figure 1: Course of foreign trade investment 2016”. Then click on “OK”. The numbering of the images is automatic.

These steps are a prerequisite for Word to create an automated directory!

The whole thing can look like this:

  • Figure 1: Course of foreign trade investment in 2016
  • Figure xyz (not visualized here)

This approach ensures that no image numbering gets more confused when e.g. a picture is taken out again or a new one is added. The numbering updates automatically.

Create and insert a directory

When the work is finished, you can insert the table of figures. Depending on the specifications of the university, you position this either below the table of contents or in the appendix. Do the following:

  • Click where in the document where you want to paste the directory.
  • Then call up the “Insert” menu again and click on “Index and directories”. Click on List of Figures (you can also choose index, table of contents or list of legal bases).
  • Depending on whether you want to create an image or table directory (and depending on how you have previously formatted the figures / tables!), Click on “Illustration” or “Table”.
  • When you click on “OK”, the table of figures will be inserted in Word.
  • If the page numbering of the image changes in the work, for example because you have deleted a passage, you can easily change the page number in the directory and update it. Move your mouse over the directory and click on the right mouse button. Select “Refresh” and the page numbers (or title of the captions) will be updated.
  • If you need help with formatting your scientific text, feel free to contact us.