Appendix (Heading 2) restart at Appendix B

Topic

New Reply

Hello,

This is probably a trivial question, but I seem to be missing something.
I have a MS Word 2010 document with standard Headings 1 though 9.

Now, I have created an Appendix A and a sub to that called A.1.

So, you will have:

Appendix A

A.1
A.2

followed by

Appendix B

B.1
B.2

But, in my case B.1 becomes A.3

For some reason it does not reset when it sees Appendix B.

In the older versions of MS Word, I believe you expand down the options for a style under numbering, but for some reason, I am not seeing that.

Any ideas are appreciated. I know I am probably missing something simple and perhaps just need to step away from the computer for a few minutes…

Thanks,

-J

Reply | Quote

Replies

In W2007/10 outline numbering is called multilevel list numbering. You set numbering options through the multilevel list button on the home tab. First put the cursor in the first numbering level 1 paragraph in your document. Click Multilevel list button > Define new multilevel list. The dialog that comes up is very similar to the one for W2003.
It sounds like you are familiar with outline/multilevel list setup, so I’ll stop there.

Cheers,
Pam

Reply | Quote

Hi Pam,

Thanks for the reply. Yes, I guess things have moved around since MS Word 2003. I have used MS Word 2007 and now MS Word 2010, but not as much as MS Word 2003. Anyway, I am circling back
to MS Word after being on FrameMaker (XML/DITA) for a while.

In any case, I tried what you suggested, but I am still getting:

Appendix A

A.1

A.2

Appendix B

A.3

A.4

Obviously, A.3 should be B.1 and A.4 should be B.2. And, the entries under Appendix B, should always start with B.1 – regardless of if there is an A.1 and A.2 under Appendix A.

Perhaps there is something corrupt in my .DOC file, because it just won’t reset.

Well, I will keep looking at it, but if you have any additional tips, tricks or things to look for, then I would appreciate the info.

Thanks,

Jim

Reply | Quote

Jim,

More likely than the document being corrupt, is that the multilevel list setup just needs to be tweaked somewhat. In particular, the settings for the second level in the list need to be set so that numbering restarts after Level 1.

Per Pam’s suggestion, click an insertion point into any Heading 1 paragraph, then go to Multilevel List > Define new Multilevel List. If necessary, click on the ‘More’ button at the bottom left of the dialog to see the whole thing. It should look something like the attached picture – if you select the second level of the list in the dialog, note the “Restart list after: Level 1” setting.

(Picture is from Word 2007; the dialog/settings are probably very similar in Word 2010)

Gary

Reply | Quote

Hi Gary,

Thank you very much for the response. I know it’s one of those simple things, yet still one of those things where you could easily spend an entire day trying to find the solution (can’t see the forest through the trees – at least in my case).

Anyway, I will scrutinize my settings yet again. I was beginning to think I need to put section breaks between the and of Appendix A and the beginning of Appendix B or at the end of the last numeric chapter and the beginning of Appendix A.

I will take a look at it now.

Thanks for the assist.

Regards,

Jim

Reply | Quote

Hi Gary,

Sorry no luck. It is still not working.

I still have:

A

A.1

A.2

B

A.3

A.4

Okay with that said, and excuse my ignorance, if I am missing something simple.

Can I have the following:

Heading 1

Heading 2

Appendix A (based on Heading 1)

A.1 (based on Heading 2)

It almost sounds like you do not need or should not create “Appendix” styles (e.g. A and A.1 and A.1.1) as Word will do this for you when you create a Multilevel list. But, my end goal is to create a locked down (protected)
template for end users to use (e.g. open and save .DOT file as new document and fill in the sections). The user will not be able to create multilevel lists when the template is locked, therefore everything they need (including bold, italics, bullets and so forth) shall be available from the styles pane in MS Word.

With that said, I need the styles pane to DRIVE the levels that are displayed on the page, based on the style that is selected.

Getting back to your screen shot, I replicated what you had in your screen shot, but I was still getting A.3 and A.4 under Appendix B.

The styles pane is going to need to differentiate between and Appendix A and an Heading 1 or an A.1 and A.1.1 or B.1 and B.1.1, when the template is locked down.

I am at a loss on this appendix numbering for the moment.

But, I have attached a sample and you can see the problem in the sample (.docx) file.

Additional ideas are welcome.

-J

Reply | Quote

Hi again,

Here’s the document revised so that the second-level Appendix numbers will restart after the first level.

What was going on in your sample document was that you had the Appendix A style linked to one multilevel list (see first picture below), and the AI Heading style linked to another, different multilevel list.

I’ve put them both into one list (see second picture below). The key to doing this is: when you first open the Define new Multilevel List dialog, you need to associate all of the styles you want to link to each different level of the list, from that dialog, all at the same time.

Gary

Reply | Quote

Hi Gary, please assist more on this. The caption of the figure I put in appendix A.1 does not pick the appendix heading like Figure A.1 please assist further
1. Chapter 1
1.1. Section 1.1
1.2. Section 1.2
2. Chapter 2
2.1. Section 2.1
2.2. Section 2.2
A Appendix A
A.1 Section A.1
A.2 Section A.2
B Appendix B
B.1 Section B.1
B.2 Section B.2

Reply | Quote

Your document has three separate lists, which cannot “relate” to each other; that is, restarts cannot be applied to other lists. You’ll need to clear all list numbering and start over. And you’ll need to modify the appendix headings so they look like but are not based on headings 1 and 2.

[*]Put the cursor in the first numbering level 1 (such as the first heading 1)
[*]Click the multilevel list icon and then the numbering icon 1 Heading 1, 1.1 Heading 2, etc.
[*]You’ll be returned to the document. Immediately click the multilevel list icon again.
Click Define new multilevel list. In the dialog, the first two levels should be as you want them.

[*]Click numbering level 3 (or whatever level you want for your appendix title).
[*]Change the Number style for this level to A.
]In the Enter formatting for number input box, put the cursor just before the A and backspace to delete 1.’s before it and type “Appendix “. (If you don’t want “Appendix” to be part of the numbering, don’t add it.)
[*]With the dialog expanded (click the More button), set the link level to style to your main appendix heading. –You may also want to clear the Restart after check box for this level.

[*]Click numbering level 4 (or the next level).
[*]In the Enter formatting for number input box, delete everything before the A.
[*]Set the link level to style to your sub appendix heading. Make sure the Restart after check box says 3 (or the preceding level).

For more information and other considerations, see http://www.shaunakelly.com/word/numbering/outlinenumbering.html and http://www.shaunakelly.com/word/numbering/numberingappendixes.html .

Good luck

Reply | Quote

Hi Gary and Pam,

Thanks for the detailed replies.

I finally got the Appendix numbering to reset.

Pam, thanks too for that link. I will be sure to take a look at it.

Again, thanks for the assistance.

Regards,

Jim

Reply | Quote

To use the caption feature with this method of appendix numbering, see this Shauna Kelly site

Reply | Quote