Setting up a header with chapter numbers and page numbers

[Phil Stripling]

From the mvps.org Website, I've got directions on getting chapter and page
numbers into a header, but I'm required to use a different format than I
get with their directions.

I'm required to have the following format
Name/Document Title/Ch#nn xx

From mvps.org, I end up with something like
Name/Document Title/ 1-1
which I must say is not helpful to me on which is which until you flip
through a couple of pages.

On an entirely different issue (sorry), I am told that having 1 inch
margins all around with Courier 12-pt, double-spaced will give me 26 lines
per page, also required. I'm getting 24. I've measured the top and bottom
margins on the print out, and they are indeed one inch.

I assume I can play with the spacing between lines, but first I'd like to
confirm that the directions are correct: 1-inch top and bottom margins with
12-point Courier, double- spaced _should_ give 26 lines per page?

 

[Phil Stripling]

I should have mentioned I'm using Word 2000 and Win2kPro, I guess.

 

[Suzanne S. Barnhill]

1" margins top and bottom give you 9" between margins. If you use standard
typewriter double spacing of 3 lpi (Exactly 24 pt), you'll get 27 lines.
Double spacing is giving you line spacing of approximately 27 pts. Line
spacing of 24.5 pts will give you 26 lines per page.

I'm not sure I understand your first question. Looks like you've got an
extra tab in your header or something. What exactly is it that you're
getting that you don't want?

--
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.

 

[Phil Stripling]

I'm not sure I understand your first question. Looks like you've got an
extra tab in your header or something. What exactly is it that you're
getting that you don't want?

I'm getting this:
Name/Document Title/1-1
or
Name/Doc Title/ 1-1
I don't care which it is. It's not what I'm required to produce.

What I need is
Name/Doc Title/Ch# Pg#
where Ch# is the current chapter number and Pg# is the page number. The
name/doc title/Ch#
part must be on the left margin, and the
Pg#
part must be on the right margin.

This header must be at the top of every page but the first, showing the
correct chapter number and the correct page number. I'm using Word 2000 on
a Win2kPro computer. I appreciate any help I can get. I have no direct
contact with the people setting this requirement -- my email query last
week has not been answered. Hence, HELLLLLLP! :->

 

[Suzanne S. Barnhill]

Okay, so you can't use the "Include chapter number" feature. Instead, just
use Insert Page Number to put it where you want it, and use a StyleRef field
to pick up the paragraph number of the numbered style that contains your
chapter number.

To omit the header on the first page of each section, check the box for
"Different first page" on the Layout tab of Page Setup and leave the First
Page Header blank. You'll need a section break at the beginning of each
chapter, but the StyleRef field will pick up your chapter number without any
change in the header, so you can leave "Same as Previous" enabled.

--
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.

 

[Phil Stripling]

Okay, so you can't use the "Include chapter number" feature. Instead, just
use Insert Page Number to put it where you want it, and use a StyleRef field
to pick up the paragraph number of the numbered style that contains your
chapter number.

I've looked at the FAQ and did a search on StyleRef, but I'm sorry to say
the materials seem to assume I already know what StyleRef is (as you seem
to assume). Is there a resource which tells me what StyleRef is from the
beginning and how to use such a field?

 

[Suzanne S. Barnhill]

Have you tried Word's Help file? Search for StyleRef and pick the topic
"Field codes: StyleRef field."

--
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.

 

[Phil Stripling]

Have you tried Word's Help file? Search for StyleRef and pick the topic
"Field codes: StyleRef field."

Oddly enough, that's the first thing I did after reading your earlier
post. "Inserts text that's formatted with the specified style."

I am sorry to say that it provides no help to me at all. That's why I asked
for references to more general information. I need to learn what a styleref
is, why I should use it, when I should use it, how it is used. The
so-called help file tells me the details of what curly-brace to use and
what switches. I still have no clue what the big picture is on a StyleRef
and how to implement one so that I get the desired result.

I have a suspicion that you are attempting to Do the Right Thing, leading
me to do the queries that will let me answer the questions myself. The
"give a man a fish, feed him once, teach him to fish, he feeds himself
forever" thing, right? Unfortunately, you are failing to teach me to fish,
and I have not got the meal I need today to sustain me.

My question remains unanswered:
How do I set up a header so that it gives
My Name/Document Title/Chapter number Page number


Any help on this question would be greatly appreciated. I'll be happy to
read up on StyleRefs, as that seems to be the key, but I still have no clue
what they are, when they should be used, why, and how. Those questions are
different issues, however, than my question. Or maybe this is the wrong
newsgroup for new users to ask basic questions on Word. Any recommendations
on where to get answers on basic problems that new users have?

 

[Dayo Mitchell]

In fact, I believe Suzanne has already written what you are asking for in
order to eat today...

http://word.mvps.org/FAQs/Formatting/NumberingFrontMatter.htm

Scroll down to the Beyond Numbering section, though considering your second
post, the entire article is full of great information for beginning users,
and you may find it useful.

Also see Shauna Kelly's site at www.shaunakelly.com, aimed at helping new
users.

DM

 

[Doug Robbins]

Insert the following fields into the header:

UserName will display the name of the user that is entered under
Tools>Options>User Information
Title will display the title assigned to the document under
File>Properties
Section will display the number of the Section which if you have one
Section to a Chapter will correspond to the Chapter Number
Page will display the number of the page.

If you want the filename of the document instead of the Title, then insert
the field of that name.

Take the time to look through the relevant information on the website to
which I directed you in your other post.

The Styleref field is most often used for automatically inserting dictionary
type information in the header of the document.

--
Please respond to the Newsgroup for the benefit of others who may be
interested. Questions sent directly to me will only be answered on a paid
consulting basis.

Hope this helps,
Doug Robbins - Word MVP

 

[Suzanne S. Barnhill]

The remainder of the Help paragraph you cite is as follows:

When inserted in a header or footer, the STYLEREF field prints the first or
last text formatted with the specified style on the current page, allowing
you to print dictionary-style headers or footers.

The whole idea is that if you have text in your document that you want
repeated in the header or footer, and if that text is formatted in a
specific paragraph (or character) style, you can use a StyleRef field in the
header or footer to pick up that text. The remainder of that Help topic
gives further information on how to use the field, including the following
examples:

If inserted in a header, the following field displays the contents of the
first paragraph formatted with the style "Heading 3" on the current page.

Field:

On this page: { STYLEREF "Heading 3" }

Result:

On this page: Summary of Sales by Region

To print the first and last names that appear on each page in the membership
directory for your organization, first apply a character style to each
member's last name. Then insert STYLEREF fields in the header. The second
STYLEREF field includes the \l switch, which inserts the last name on the
page.

Field:

{ STYLEREF "Last Name" }— { STYLEREF "Last Name" \l }

Result:

Anders— Bendal

If you use the Insert | Field dialog to insert it, all you have to do is
select the field, then select the style (from a list of those in use in the
document), and OK to have Word insert the field at the insertion point.

--
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.

 

[Phil Stripling]

Insert the following fields into the header:

Okay, first, "insert the following fields into the header" means I open a
header and type
{ STYLEREF "Heading 1" }
if I've set my Chapters as Heading 1 style, right?

UserName will display the name of the user that is entered under
Tools>Options>User Information
Title will display the title assigned to the document under
File>Properties
Section will display the number of the Section which if you have one
Section to a Chapter will correspond to the Chapter Number
Page will display the number of the page.

All very interesting, but what I need the header to say is
Phil Stripling/TITLE/Ch# Pg#

So if I understand you correctly, I can do this in the header:
Phil Stripling/TITLE/{ STYLEREF "Heading 1" }
Okay, done, then I tabbed over in the header and clicked on the Page number
icon. I now print page 2 as a test. And the page that prints out says
Phil Stripling/TITLE/{ STYLEREF "Heading 1" } 2 2

Well, the page number is right both times, but I'm not getting my Chapter
number. Why I'm getting two page numbers is a mystery I'll work on after I
get the Chapter number to print.

Substituting "Section" for "Heading 1" prints "Section" by the way.

If you want the filename of the document instead of the Title, then insert
the field of that name.

I'm happy to type in my name and the doc title in the header. Right now the
Chapter number is my aggravation. I'll get aggravated on other issues
later. :-> My name and doc title don't change, so hardcoding them into the
header is not an issue.

If I click on the icon in the header dialogue for Format Page Number, I can
get it to print the chapter number with that sub-dialogue box, but it's the
wrong format: 1-1, for example.

Take the time to look through the relevant information on the website to
which I directed you in your other post.

I don't find any relevant information on that Web site. Hence my request
for other information sources. :->

The Styleref field is most often used for automatically inserting dictionary
type information in the header of the document.

Which is why I wouldn't think of it to do Chapter numbers, but it's still
not working for me. I don't know what dictionary type information is, by
the way, but right now I'm just locked in on getting those chapter numbers
to print. Word will do it with the icon configuring it wrong, but not the
way I understand you to be saying. Sigh.

When I scroll through the document by grabbing the thumb or whatever its
called and pulling it down, the pop up window identifies chapter numbers
and page numbers as I go down in the document.

 

[Phil Stripling]

http://word.mvps.org/FAQs/Formatting/NumberingFrontMatter.htm

Scroll down to the Beyond Numbering section, though considering your second
post, the entire article is full of great information for beginning users,
and you may find it useful.

Okay, I open the header and get that dialogue. I type
Phil Stripling/DOCUMENT TITLE/
and leave the insertion point after that last slash. I go to Insert, select
Field... and get the dialogue box. Categories (All), Field names, and I
select StyleRef. STYLEREF pops up in the little box. Click on Options,
select Styles, then select Header 1. Click on Add to Field. The little box
says STYLEREF "Heading 1" and I click OK, OK again, and I'm back to the
header and nothing happened.

Wash, rinse, repeat. Nothing's there after
Phil Stripling/DOCUMENT TITLE/
no matter how many repetitions. HOWEVER, the page number shows up only
once when I print page 2 as a test. :->
Phil Stripling/DOCUMENT TITLE/ 2

Hooray!

I've looked at Shauna Kelly's site before; another FAQ-style site. Nothing
in the contents indicated information that solves this problem. I'm sure
there's a wealth of information there for me to peruse once I get this
simple problem figured out, but I can't get my fish today, so learning to
fish will have to wait till tomorrow. Thanks for taking the time to post.

 

[Doug Robbins]

No. It means you open the header and then you select Fields from the Insert
menu and you select each of the field types that I mentioned. To get the
chapter number, you do not necessarily have to use a Styleref Field. If
each chapter is in a Section of the document, with the first chapter in the
first section, then you can just use the Section field/

--
Please respond to the Newsgroup for the benefit of others who may be
interested. Questions sent directly to me will only be answered on a paid
consulting basis.

Hope this helps,
Doug Robbins - Word MVP

 

[Phil Stripling]

No. It means you open the header and then you select Fields from the Insert
menu and you select each of the field types that I mentioned. To get the
chapter number, you do not necessarily have to use a Styleref Field. If
each chapter is in a Section of the document, with the first chapter in the
first section, then you can just use the Section field/

Okay, now we're getting somewhere. Inserting a header at page 2 with
Phil Stripling/DOC TITLE/
and Insert, Field, Section
gives me
Phil Stripling/DOC TITLE/2

However, the number is off by two: Chapter 5 is headed
Phil Stripling/DOC TITLE/7
and Chapter 6 is headed as 8, for example. Another problem is that Chapter
5 starts at the near the end of a page headed 6, and Chapter 6 starts at
the top of a page headed 7. This means that Chapters aren't picked up till
the page after they occur.

I put my section breaks (continuous) before each Chapter and have the
Chapter styled as Header 1. What am I missing here? Should I begin the very
first section _after_ Chapter 1?

 

[Doug Robbins]

No once again. IF there is one chapter to a Section AND IF each chapter
starts on a new page (that is, it is separated from the previous chapter by
a Next Page Section Break), with the first chapter in the first Section of
the document, the Section Numbers (obtained by inserting a SECTION field)
will correspond to the Chapter Numbers. If the Chapters are separated by
Continuous Section Breaks, and the start of a new Chapter is NOT on a new
page, the Header for the page on which the Chapter starts will display the
Section Number of the previous chapter, that is the number of the Section in
which the first text on the page (the final text in the previous chapter) is
located.

For the Section Numbers to get out of Sync in the way that you describe, you
must have some additional Section Breaks in the document. If the problem
first appears with Chapter 5, then it must be in Chapter 4 that these
additional section breaks are located. If you have those section breaks
because you are switching page orientation in that chapter, they cannot be
avoided. If that is the case, you will not be able to use the one header
for the whole of the document and you will need to uncheck the Same as
Previous button on the Headers and Footers tool bar. You can then get the
Chapter Number to appear by using a REF (NOT STYLEREF) field that cross
references the number of the Title of the Chapter. The best way to insert a
REF field is via Insert>Cross Reference (NOT via the Insert>Field dialog.

--
Please respond to the Newsgroup for the benefit of others who may be
interested. Questions sent directly to me will only be answered on a paid
consulting basis.

Hope this helps,
Doug Robbins - Word MVP

 

[Suzanne S. Barnhill]

Clearly you have more than one section per chapter, so the section number is
not going to work. Go back and read my post in which I explain which switch
to use with the StyleRef field to get the paragraph number.

--
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.

 

[Phil Stripling]

No once again. IF there is one chapter to a Section AND IF each chapter
starts on a new page (that is, it is separated from the previous chapter by
a Next Page Section Break), with the first chapter in the first Section of
SNIP<

Okay, I'll read this more carefully offline and see how it applies.

For the Section Numbers to get out of Sync in the way that you describe, you
must have some additional Section Breaks in the document. If the problem
first appears with Chapter 5, then it must be in Chapter 4 that these
additional section breaks are located. If you have those section breaks
because you are switching page orientation in that chapter, they cannot be
avoided.

NOt the case on orientation. I'll search for other breaks.

If that is the case, you will not be able to use the one header
for the whole of the document and you will need to uncheck the Same as
Previous button on the Headers and Footers tool bar. You can then get the
Chapter Number to appear by using a REF (NOT STYLEREF) field that cross
references the number of the Title of the Chapter. The best way to insert a
REF field is via Insert>Cross Reference (NOT via the Insert>Field dialog.

Okay, so if I want headers beginning on the second page like this,
Name/DOC TITLE/Ch.# Pg.#
What's the best way? I understand there are many ways, as I'm being told
many ways. Is there one suggestion you would make as the easiest among the
three?

 

[Doug Robbins]

If by that you mean that you do not want the header to appear on the first
page of each Chapter (=Section), then after setting up the header, click on
the Page Setup button on the Headers and Footers tool bar (it looks like an
open book) and then go to the layout tab and check the Different first page
box, then click on OK. Then you can set up a different (empty if required)
header for the first page and have something else in the header for the
second and subsequent pages.

--
Please respond to the Newsgroup for the benefit of others who may be
interested. Questions sent directly to me will only be answered on a paid
consulting basis.

Hope this helps,
Doug Robbins - Word MVP

 

[Phil Stripling]

If by that you mean that you do not want the header to appear on the first
page of each Chapter (=Section), then after setting up the header, click on

No, sorry. I don't want the header on the first page of the document
only. Second and subsequent pages should have the header:
Phil Stripling/DOC TITLE/Ch.# Pg.#

the Page Setup button on the Headers and Footers tool bar (it looks like an
open book) and then go to the layout tab and check the Different first page
box, then click on OK. Then you can set up a different (empty if required)
header for the first page and have something else in the header for the
second and subsequent pages.

Do I need an empty header on the first page in my scheme, or may I just
ignore it, proceed to page 2 and put in my header?