Style headers with numbering (Word 2003)

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I am creating a document with Chapter files and Appendix files.

Chapter files are governed by a template which uses the outline numbering scheme (H1 = 1 Title of Chapter, H2 = 1.1 Text, H3 = 1.1.1 Text, etc.)

The client wanted an automatic lettering scheme for the Appendices ((H1 = Appendix B Title of Chapter, H2 = A.1 Text, H3 = A.1.1 Text, etc.) . In order not to mix the numbering on the gallery, I created a new template for the Appendices which did this.

POTENTIAL PROBLEM: When I want a different letter for the next appendix, I have been making that change through the styles dialog box (Styles|Heading 1|Modify|Format|Numbering|Customize, changing the Start At letter from A to whatever letter I need. However, Word seems to be saving this change on a different location in the 7 available places in the numbering Gallery. What happens when I go beyond the 7th letter (G)? Will it overwrite A and mess things up??

TIA,
gg

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You really need to create a set of Styles that use a single outline numbered template.

For example you could have styles called Appendix 1, Appendix 2, Appendix 3, Appendix 4 etc. –

You should create all of these styles and set all the required attributes EXCEPT for the numbering, then put your cursor in an Appendix 1 paragraph and use Format > Bullets and Numbering… to assign a new NAMED list template, then without closing the Bullets and Numbering… dialog box you can set the numbering for each of the other Appendix styles to use the same named template.

Have a look at this page on the Word MVPs web site for more advice about Word’s numbering, and especially this article.

StuartR

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OK, I’m lost
If I use your plan, I will have a template called APPENDIX.dot with styles Appendix 1–>Appendix 9 for the 9 different heading levels available in Word. This is separate from my CHAPTER.dot, true??

In my APPENDIX.dot
Appendix 1 style should be my Heading 1 style and should print as Appendix A followed by the text for the Title of Appendix.
Appendix 2 style should be my Heading 2 style and should print as A.1 followed by Heading 2 text.
Appendix 3 style should be my Heading 3 style and should print as A.1.1 followed by Heading 3 text.
etc.

However, my Heading 1 style (Appendix 1) must change its letter designation in each new Appendix.doc (Word document) [A_app.doc, B_app.doc, C_app.doc, etc.]

QUESTIONS:
How do I make my Appendix 1 style be the Heading 1 style in the template file APPENDIX.dot? How do I associate the Heading 2-9 styles
How do I change from A to B, or C, or D, etc. when I make a new appendix Word file.

Sorry I am so dense!
TIA,
gg

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You do seem to be a bit lost.

I was assuming that you would use a single template for your document. In this template you will have styles called
Heading 1, Heading 2, Heading 3, Heading 4, Heading 5, Heading 6, Heading 7, Heading 8, Heading 9
you will also have styles, in the same template, called
Appendix 1, Appendix 2, Appendix 3, Appendix 4, Appendix 5, Appendix 6, Appendix 7, Appendix 8, Appendix 9

Here is an example template to show you what I mean

StuartR

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WONDERFUL! I think that I can use your example to fix my template, but…

Because of the size of our files and the necessity to calaborate, all chapters and appendices are saved in SEPARATE Word files (company policy).

How do I make Chapter 2 be a designation of “2” in a new free-standing file (same for Chapters 3–>whatever)?
How do I make Appendix B be a designation of “B” in a new free-standing file (same for Appendices C–>whatever)?

Won’t I run out of gallery locations (problem mentioned initially) as I add chapters and appendices?
TIA,
gg

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I only know two ways to do what you have asked, and neither of them is completely satisfactory. But maybe someone more knowledgeable than I will make some better suggestions.

For what it is worth, you could

• Simply insert a number of empty Heading 1 or Appendix 1 paragraphs in the front of each document to get the rest of the numbering to come out correct.
• Create each chapter and appendix as a sub-document and have a master document that includes them all. Each document will appear as Chapter 1 or Appendix A when edited, but when you open the master document it will all sort itself out. You need to be very careful if you do this because master-sub documents are fragile and often cause document corruption, but I have found it very effective with adequate backups and copies for recovery. I have attached an example to show you what this might look like.
  [/list]StuartR

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Many thanks for all your efforts. I think that some VB coding and a dialog box may be the solution but that is beyond my skill sets

Any help for someone knowledgeable would be greatly appreciated!

Thanks in advance,
gg

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I have also worked with documents where each chapter is a separate file.

What I did was set up the heading numbering scheme in the template and create each chapter file. (If the chapters already exist, update the styles from the attached template.)

Then made sure that the “Automatically Update Styles from Template” in the “Templates and Add-ins” pop-up window was OFF.
Go to the Heading 1 in each chapter file and reset its numbering to start at 1, 2, or 3..
This is, in effect, creates direct formatting which will be lost if the style is reapplied from the template.

I used Folio-by-chapter numbering and made a combined TOC and combined Index by creating a shell document and using RD fields.

Hope this helps,
Judith

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When you reset the numbers for each file, do you go through Format|Bullets and Numbering OUTSIDE of the H1 style or WITHIN the style dialog box?

I do my TOCs the same way… free-standing document using RD fields.

TIA,
gg

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