WD2000: How to Include Chapter Numbers in Header/Footer

ID: Q212127

The information in this article applies to:

Microsoft Word 2000

SUMMARY

This article describes how to use the heading numbering feature in Word as it applies to tables of contents, page numbering, and indexes, without displaying the chapter numbers in the text.

Heading numbering allows you to automatically number paragraphs formatted with the built-in heading styles in Word. You can access the options and settings for heading numbering by going to the Format menu and clicking Bullets and Numbering. On the Outline Numbered tab, select one of the samples that uses headings.

For example, the first chapter begins like this:


   Introduction to Cooking

and you want this in the header:


   Page 1-1

and this in the table of contents:


   Introduction to Cooking..........1-1
   Cooking Basics...................2-8

Ordinarily, to get the chapter number to appear in the page number and table of contents, you must also show the chapter number in the text, as in the following:


   Chapter One    Introduction to Cooking

This article explains how to have the chapter number show in page numbering, table of contents, and indexes but not in the document itself. This formatting requires the following steps, which are described in detail in this article:

Show nonprinting characters in text.

Format the Heading 1 style.

Apply the Heading 1 style.

Apply the use of chapter numbers.

MORE INFORMATION

NOTE: This method requires that you to use the Heading 1 style to provide automatic chapter numbering. If you are already using Heading styles in your document, they must all be changed to the next higher level, so that Heading 1 can be reserved for chapter numbers.

TIP: If you need to make many changes, start with the highest- numbered heading style first. If the highest heading level used is Heading 7, use Find and Replace to change all the Heading 7 paragraphs to Heading 8, and then change Heading 6 paragraphs to Heading 7, and so on. This is the easiest way to change the heading levels of all the paragraphs in your document.

Step 1 - Show Nonprinting Characters in Text

Display the nonprinting characters in the document so that you can apply formatting, such as heading styles, to hidden lines. To display the nonprinting characters, use either of the following procedures:

On the Standard toolbar, click the Show/Hide button. (This button has a paragraph mark symbol on the face.)

On the Tools menu, click Options. Click the View tab. Under Formatting marks, select the All check box. Click OK.

Step 2 - Format the Heading 1 Style

On the Format menu, click Style.

From the Styles list, select Heading 1 and click the Modify button.

Click the Format button and click Numbering.

Select the numbering style you want to use. (If you have already chosen a numbering style in the document, this will be pre-selected.)

Click OK.

Click the Format button and click Font.

On the Font tab, select the Hidden check box.

Click OK twice.

Click Apply.

Step 3 - Apply the Heading 1 Style

Paragraph marks indicate where in the document you have pressed the ENTER key. Blank lines contain only a single paragraph mark. These paragraph marks not only represent the end of a paragraph but also "carry" the formatting applied to the paragraph.

Create a blank line--that is, a single paragraph mark--above the chapter title.

Apply the Heading 1 style to the blank paragraph. To do this, use either of the following methods:
- Place the insertion point in front of the paragraph mark. If the Formatting toolbar is displayed, click the drop-down arrow of the Style box. Select Heading 1.
  
  -or-
- Place the insertion point in front of the paragraph mark. On the Format menu, click Style. Select the Heading 1 style from the list, and click the Apply button.
The blank lines will be numbered, giving the chapters numbers. Hidden text is illustrated by a dotted line under the text.

Step 4 - Insert Chapter Numbers

To insert chapter-page numbers in the header or footer, follow these steps:

On the Insert menu, click Page Numbers.

In the Position list, choose the location for the page numbers.

Click Format.

Select the Include Chapter Number check box.

In the Chapter Starts with Style list, select Heading 1.

Select Start At, and select 1 from the list.

Click OK twice.

Chapter and page numbers now appear in the header or footer. Because the page numbers include the chapter number, chapter numbers are included automatically when you create a table of contents or index.

REFERENCES

For additional information, please see the following articles in the Microsoft Knowledge Base:
Q72763 How to Create Multiple Tables of Contents

Q212346 WD2000: How to Create a Table of Contents and Index with Field Codes

Additional query words: table contents create chapter numbering text header footer page index hide outline how to


Keywords          : kbdta kblayout wd2000 
Version           : WINDOWS:2000
Platform          : WINDOWS 
Issue type        : kbhowto

Last Reviewed: June 7, 1999