How to number chapters, appendixes, and pages in documents that contain both chapter and appendix headings in Word

Summary

Note: If applicable to you, see the Microsoft Word 2000 version of this article

This step-by-step article describes several different numbering systems that you can use in documents that contain both chapter headings and appendix headings.

Microsoft Word does not support multiple heading-numbering schemes in a single document or master document. When you work with documents that contain both chapter headings and appendix headings, the headings must not use the same heading style level.

Example 1: Chapter Headings and Appendix Headings

When you design a document that contains both chapter headings and appendix headings, you can use different heading style levels to apply the different number formatting to each section. For example, to define a chapter and appendix heading-numbering scheme that resembles the following

  • Chapter One: This is the title to the first chapter.

  • Chapter Two: This is the title to the second chapter.

  • Appendix A: This is the title to the first appendix.

  • Appendix B: This is the title to the second appendix.

Follow these steps: 

  1. On the Format menu, click Bullets and Numbering, and then click the Outline Numbered tab.

    Note: In Microsoft Office Word 2007 and Word 2010, click Multilevel List on the Home tab.

  2. Select one of the styles, for example, Chapter 1 (the last style choice). Click Customize.

    Note: In Word 2007 and Word 2010, click Define New Multilevel List.

  3. In Level, click 7.

  4. In the Number format field, type "Appendix", and then press the spacebar to insert a space after the word "Appendix".

  5. In Number style, click A, B, C, ....

    Note: In the Number format field, Appendix A should be shown, with the "A" highlighted.

  6. In the Number format field, type a blank space after "Appendix A".

  7. Click the More button.

  8. In Link level to style, click Heading 7, and then click OK.

You can now apply Heading 1 to all paragraphs that are chapter styles and Heading 7 to all paragraphs that are appendix titles.

Note: Heading styles are predefined with certain paragraph and character formatting attributes. You may have to modify these styles by using the Style command on the Formatmenu to obtain the intended appearance.

Example 2: Inserting Page Numbers for Chapters and Appendixes

To insert page numbers of the style "1-1, A-1" that work with these heading styles, follow these steps: 

  1. Make sure that the document contains a section break of some type. The section break type that you want is typically Next Page. Use the section break to separate the main document area from the appendix area. If there is not a section break there, move your insertion point to a blank area above your appendix, and then follow these steps:

    1. On the Insert menu, click Break.

    2. In the Break popup window, click Next Page under Section break types, and then click OK.

      Note: In Word 2007 and Word 2010, click Page Break on the Insert tab.

  2. Format page numbers to include chapter numbering. To do this, follow these steps:

    1. Move the insertion point to the page that contains the first chapter title.

    2. On the Insert menu, click Page Numbers.

      Note: In Word 2007 and Word 2010, click Page Number on the Insert tab.

    3. Select the intended location for the page number by using the options provided in the Page Numbers popup window. Click the Format button.

      Note: In Word 2007 and Word 2010, click Format Page Numbers.

    4. Click to check the Include chapter number box.

    5. In Chapter starts with style, click Heading 1, and then click OK.

    6. Click OK in the Page Numbers dialog box.

  3. To format page numbers to include appendix numbering, follow these steps:

    1. Move the insertion point to the page that contains the first appendix title.

    2. On the Insert menu, click Page Numbers.

      Note: In Word 2007 and Word 2010, click Page Number on the Insert tab.

    3. Select the intended location for the page number by using the options provided in the Page Numbers popup window. Click the Format button.

      Note: In Word 2007 and Word 2010, click Format Page Numbers.

    4. Check the Include chapter number box.

    5. In Chapter starts with style click Heading 7.

    6. In the Page numbering box, click Start at, and then click 1, so that each chapter or section begins with the number 1.

    7. Click OK twice to return to your document.

Example 3: Building a Customized Table of Contents

To build a table of contents that includes both the chapters and the appendixes, and which also uses the defined page-numbering style, follow these steps: 

  1. Place the insertion point where you want the table of contents.

  2. On the Insert menu, point to Reference, and then click Index and Tables.

    Note: In Word 2007 and Word 2010, click Table of Contents on the References tab, and then click Insert Table of Contents.

  3. Click the Table of Contents tab, then click the Options button.

  4. In the TOC level boxes, type 1 in the text box to the right of Heading 7.

  5. This configures Word to consider Heading 7 to be a Level 1 entry in the table of contents.

  6. Click OK.

  7. Click OK in the Index and Tables popup window.

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