numbering chapter sub headings

G

Guest

I am trying to number sub headings in chapters. All chapter titles are
working with Header 1. Now I need each chapter sub heading to be numbered
like this:
for Chapter 1: 1.1,1.2,1.3 for Chapter 2: 2.1, 2.2, 2.3.
I want two digits showing. I have gone to a Header 2 for that, and tried to
modify numbering, even unchecked the box that says restart numbering after,
and all my subheads throughout the multi chapter document are labeled 1.1.
What am I doing wrong?
I have read all the answers I can find in the group session and still can't
fix this thing! The document was written with little or no styles applied,
and I am having to do that now.
Thanks in advance.
 
G

Guest

Thank You Suzanne.
I had gone to that website before based on your advice to others, and I must
have been doing something wrong still.
It is working now so far, but 2 more questions.
I adjusted all Levels 1-9, but in at least one chapter, I have more than 8
sub headings. How do I get subheaders after that. For example I need 4.9,
4.10, 4.11, etc.
My second question is: In some chapters the sub headed paragraphs go on for
more than one page, so I put cont. in the title. However, I do not want the
"cont" headers in my TOC. For example section 2.1 is on page 3 pages. I use
the same Header 2 for each of those pages, but on every page after the first,
I just type the word cont. How do I keep all the continued headers out of
the TOC?
Thanks
 
S

Suzanne S. Barnhill

I don't have an answer about the continued headings (which I would omit,
though you might want to look into the use of the StyleRef field for this),
but I think you have a misconception about the numbering. The heading
numbers 4.9, 4.10, and 4.11 should all be the same level: Level 2. Assuming
that the chapter number (Chapter 4 in this case) is Level 1, then Level 2
repeats the chapter number and adds its own numbering, from 1 to as high as
you need to count.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.
 
G

Guest

Suanne:
I would agree that I have a misconception. But, when I try to label each
subheading of a chapter with my Level 2 type heading, then each subheading
gets labeled as Chapter #.1. They all end in .1 because that is how I asked
level 2 to be numbered when I formatted the numbering. And, I followed the
Shelley instructions and formatted the numbering in the Header 1 type only.
Because this happened, I just used Header 3 for subheading 3 in all chapters,
Header 4 for all subheading 4 in all chapters, and it worked.... With the one
flaw: I don't have enough headers to get through the long chapters.
Does this have something to do with checking or not checking the "restart
numbering after" box when formatting the numbers?
 
S

Suzanne S. Barnhill

It sounds as if you must have typed a 1 into the "Number format" box for
Level 2. You need to delete that and select 1, 2, 3 from the "Number style"
box and set the numbering to restart after Level 1.

To clarify: Heading 1 is used for the top-level heading in the document. In
your case this is probably the chapter number. Heading 2 is used for your
Level 2 subheads--all of them. Heading 3 is for #3 heads, Heading 4 for #4
heads, and so on--with the proviso that there shouldn't be any "and so on."
Any document that uses more than four levels of subheads will be unreadable
(and this *does* apply to bureaucratic and legalistic mumbo-jumbo).

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.
 
G

Guest

Suzanne:
Thank you so much for your help. It is working!!
I did type a number in the "number format" box in an effort to "force" the
numbering to look the way I wanted it to. I have used Word for years now, but
have never had to format entire manuals AFTER they have been written. Still
I should know better than to think I can force Word to do anything.

I would like to create a template or macro (not sure which), so that our
manuals will be formatted as our writers write them, but I would design how
the layout would look. For instance, I want them to be able to hit a button
in the toolbar for every time they start a chapter heading, and hit a button
in the toolbar every time they need to type a subheading.
Where can I go for more information on that?
 
C

Charles Kenyon

See http://www.mvps.org/word/FAQs/Customization/CreateATemplatePart2.htm. It
has a template for a manual that you can download and use as a starter. See
the Shauna Kelly page I referred you to earlier for setting up your outline
numbering. Teach your people writing to apply styles to get their numbering
(as well as to do other formatting).
--
Charles Kenyon

Word New User FAQ & Web Directory: http://addbalance.com/word

Intermediate User's Guide to Microsoft Word (supplemented version of
Microsoft's Legal Users' Guide) http://addbalance.com/usersguide

See also the MVP FAQ: http://www.mvps.org/word which is awesome!
--------- --------- --------- --------- --------- ---------
This message is posted to a newsgroup. Please post replies
and questions to the newsgroup so that others can learn
from my ignorance and your wisdom.
 
S

Suzanne S. Barnhill

Assuming the headings use specific numbered styles (as they should), then a
toolbar or menu containing these styles would make it easy for them. You can
easily assign styles to a toolbar or menu using Tools | Customize, and if
you want buttons, you could label them with a big 1, 2, 3. There are also
built-in keyboard shortcuts for Headings 1-3.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.
 
G

Guest

My numbering looks as it should now.
I am now having trouble with my TOC.
As I mentioned early on, I am formatting a document that was already
composed with all sorts of bold text, different size font, etc, which shows
as all different types "styles", whether correct or not, in the styles and
format box.
So, as I modified my headers, based my header 1 on no style and linked it to
level 1, based Header 2 on Header 1, and linked it to level 2, and did the
same for level 3.
I don't have any other levels.
Now when I insert my TOC, or update my TOC, only my level 2 headers show,
none of the chapters show up. I have adjusted the dialog box in the TOC menu
to show 1 level, then I showed 2 levels, and neither worked.
Can you help?
Thanks!
 
G

Guest

Adding to my confusion:
After I carefully formatted heading 1 and heading 2 following the directions
in shaunakelly's document, when I look at the document in "outline view", I
just noticed that my Chapter 1, Chapter 2 headings aren't labeled as a level
1. They are labeled as body text. How can that be if the headings were
formatted as stated in the document. And each Chapter 1 is in a black box
like it is a field, not just text.
My document looks great, it's just the TOC that I can't get fixed now.
Does this matter: I renamed my headings as I modified them so that I would
recognize it, then I formatted the numbering from what I call my header1 like
shauna kelly says to. Could it be that even though I am calling it Header 1,
it really isn't, and if so, what can I do?
I feel helpless now!
 
G

Guest

Thank you, I think I need even more help than that. This document is
multiple chapters, It has been cut and pasted from all different locations,
so when I show the styles/formatting box on the right, there are literally
over 50 "styles" applied. I can't even find the original Heading 1 over
there!
Is there a quick way to take a document like this and apply a limited number
of styles to it, say about 7? I want the document to have Heading 1, 2, and
3 only. Then I want body text, maybe bullet text, maybe label text for
labeling figures, and that's it. Is there a way to make the styles I want
and apply them to an already written document that shows so many "styles"
everywhere I look?
Thanks again for helping me in my ongoing struggle.
 
S

Suzanne S. Barnhill

I would suggest that you proceed as follows:

1. Print a hard copy of the document so that you have a reference for
formatting (this is optional, but it will help you see what paragraphs
authors intended as block quotes, figure captions, etc.).

2. Make a copy of the document file.

3. In the copy, press Ctrl+A, then Ctrl+Q and Ctrl+Spacebar. This will
remove all directly applied formatting.

4. With the entire document selected, apply the Body Text style to the whole
thing since that will likely be the style ultimately applied to most of the
paragraphs.

5. Delete any section breaks in the document.

6. Create a new document based on the template you plan to use (with
Headings 1-3, Body Text, List Bullet, Caption, etc., formatted as you want
them).

7. Use Insert | File to insert the stripped copy of the document into your
new template.

8. Go through the document applying heading and other styles as required. If
you have Word 2002 or 2003, using the Styles and Formatting task pane makes
style tagging go quite quickly.

9. Now you are ready to create headers and footers, insert section breaks as
needed, generate a TOC and/or index, etc.

This is a tedious task at best, but it's the best way to ensure a clean
document that it is easy to work with.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.
 
G

Guest

Suzanne
I was hoping to avoid having to do it this way, but here goes.
I just have another question about step 7 Insert file, to insert the
stripped copy into my new template.
Is this assuming that I created a document with the headings I like, saved
it as a template, then insert file, choose that template, then click ok?
Can you explain this part a little more?
Thanks
 
S

Suzanne S. Barnhill

You can either create a document with the headings you like and save it as a
template or create it as a template from scratch (see
http://word.mvps.org/FAQs/Customization/CreateATemplatePart1.htm). If you
don't intend to use this template for anything but the current document,
then you could just as well use the document itself and skip the step of
creating a template. So you have a choice:

1. Format your document with the desired styles and layout and then use
Insert | File to insert the stripped document; or

2. Format your document/template with the desired styles and layout and save
as a template. Use File | New to create a new document based on the template
and then Insert | File.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.
 
G

Guest

I am having another major problem. I have stripped the document, applied my
few styles. I formatted the style Heading 1 like shauna kelley describes.
However, my first chapter that I apply it to says Chapter 2, every chapter
after follows in the right number order. My first page is a title page, all
done in body text, my 2-3 page is just an intro. all done in body text with
some bold.
Finally, my 4th page is where Chapter 1 starts, I have removed page and
section breaks, but still my first ch says Ch2. What can I do? I can't
proceed with page numbering until I fix this.
Thanks again
 
S

Suzanne S. Barnhill

Go back to Format | Style | Modify | Numbering for Heading 1 and make sure
you didn't set the numbering to start from 2. If you didn't, then use Find
to look for a Heading 1 paragraph before your first Heading 1. My guess
would be that you inserted a manual page break before the chapter number
paragraph; the page break has the same style formatting as the following
paragraph. Instead of a manual page break, use the "Page break before"
property in the paragraph or style.

If all the subheads are 1.1, then there's a chance that the numbering in the
"Number format" box is typed numbers rather than fields. If they don't have
a gray background, then they're not fields.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.
 
G

Guest

Suzanne
I have checked the number formatting for Heading 1. It is definitely set to
start at 1. In the number format box, there is a 1 in the gray field.
For kicks, I chose to start at Chapter 0, and wouldn't you know, my first
chapter then becomes Chapter 1 instead of Chapter 2. This could work, but I
still need to find the error that is causing this. I did Edit, find,
hightlight all items found in: header and footer. When I do this, it first
takes me to my title page of the document, but I don't see a Heading 1 there.
In fact, I selected the entire title page and put it in regular body text,
then I even cut it out of the document and it still didn't label Ch 1
correctly.
One bit of info. I did cut and paste the entire unformatted, unstlyed
document into what I thought was a template I created for this manual with
just the styles I wanted to use. Could there be an error there and can you
help me find it?
Thanks
 

Ask a Question

Want to reply to this thread or ask your own question?

You'll need to choose a username for the site, which only take a couple of moments. After that, you can post your question and our members will help you out.

Ask a Question

Similar Threads

Caption numbering in chapters - Always 0 for chapter number 1
Backwards Heading Numbers 4
Word 2003 Paragraph Numbering when combining multiple documents 3
Numbering in Book Files 3
Problems with heading numbering 1
Numbered headings and paragraphs 3
change caption formatting 7
How to switch from Chapter to Annex numbering midway thru a large. 1

Top