Want hyphenated Appendix page numbers to appear in TOC (2007)

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My client’s document uses all 9 Heading styles for paragraph numbering (so that 1.1.1.1.1.1.1.1.1 is assigned to the Heading 9 style). The problem is that the document also has an Appendix A which requires hyphenated page numbering A-1, A-2, … I can get the actual pages to display the “A-” part by typing it in or by using a field (autonum, sequence, and styleref all work). But since I don’t have a built-in Heading style to use for the “A-” part of the page number (a la Shauna Kelley), I can’ t get the TOC to display “A-” before the page numbers. Is there any way to get Word to recognize that a page numbered “A-1” should actually be displayed as such in the TOC even though a built-in Heading style isn’t used? I would hate to have to tell my client that she will have to manually type in the Appendix page numbers every time she regenerates the TOC.

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See http://www.shaunakelly.com/word/numbering/numberingappendixes.html and http://www.word.mvps.org/FAQs/Numbering/ChapterNumber.htm.

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See http://www.shaunakelly.com/word/numbering/numberingappendixes.html and http://www.word.mvps.org/FAQs/Numbering/ChapterNumber.htm.

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You can put the appendixes in a separate document with its own multilevel list and headings 1 to 9. You could use an RD (reference document) field in the main document to gather TOC entries from the appendix doc.

Pam

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Good idea, Pam. But unfortunately the appendix needs to be in the same document, which is saved in SharePoint. You would think there would be an option or switch in the TOC field that would allow you to repeat the page numbers in the TOC exactly as they appear on the page.

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Good idea, Pam. But unfortunately the appendix needs to be in the same document, which is saved in SharePoint. You would think there would be an option or switch in the TOC field that would allow you to repeat the page numbers in the TOC exactly as they appear on the page.

Sorry, but no. The TOC only sees the page number field and can’t even see calculated page numbers. I’ve talked to people who have had macros written to change the page numbers in the TOC, but I’ve not seen such a macro.

As for me, I think I’d rather manually number heading 9 than fuss with the TOC page numbers every time the TOC is updated, particularly since it’s one of the last things done before printing & most of my jobs have tight deadlines. Of course, that would depend on how often the heading 9s change.

Good luck,
Pam

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Hi goeric1,

I have a client who has two set of Headings in some fairly complex documents. I’ve attached a document (Word 2010, but it’s much the same, I think) that has both Heading 1-9 dedicated to the outline you described (although the tabbing is screwy — I didn’t bother to clean it up). AND I have another Level 1 Heading style called “A Heading 1” which has been formatted as A-1, A-2, etc. At the end of the document is a ToC that includes all the Headings.

Is this what you had in mind? First, I used Shauna Kelley’s instructions to set up the List Style for Headings 1-9. Then I created the new style “A Heading 1” and created a new List Style (again, following Shauna’s instructions) and linked it to A Heading 1 in the list style dialog.

I have found that Word is capable of keeping multiple list styles straight as long as you follow the rules to the letter.

Let me know if this helps or if you have further questions.

Best, Kim

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Hi
Can you upload or send a copy of the document? There may be a fix but need to see document layout.
janine@ribbonspace.com or upload.

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Just curious: the client’s document/template may have numbering associated with Heading 9, but is that level ever actually used in any of their documents? (Don’t think I’ve ever seen an actual “1.1.1.1.1.1.1.1.1” in use!)

Gary

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Kim, the setup you present works perfectly when you do not want automatic chapter-numbered pages in the appendixes. If, like goeric1, you do, only using built-in heading styles will allow that.

Gary, fortunately I seldom see numbered headings go beyond five levels (& I usually try to talk a client out of more than that), but I recall a post during the 2010 beta that claimed that legal documents in the UK often have 25 levels and in the US 14. The Word team member who responded said they’d put expanding the numbering under consideration for the next version of Word. Still, I’m always surprised when I read that someone really needs all nine numbered headings.

Pam

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Ooops. You’re right Pam. I read “paragraph numbering” when I should have read “page numbering.” :bananas:

In that case, I agree that a workaround will be required.

Never mind…
Emily Litella

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The document is a system requirements specification that defines all of the requirements for the software my company develops for the government. So it’s more of a reference document than a report which is meant to be read from front to back. I appreciate hearing about the possibility that the Word developers might increase the number of levels. I’ll keep my fingers crossed. Meanwhile, I ended up taking your advice. There weren’t enough level 9’s to worry about so I just wrote them in, freeing up Heading 9 for the Appendix. So thanks again!

George

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Hi Pam,

I’ve worked with legal documents for 25 years now (including 17 for a UK-based firm) and never ran across that many levels of numbering – good thing! Hard to imagine how that many levels would work in practice. Certainly you can see legal documents that contain 2 or 3 different numbering outlines (multilevel lists) in different sections, but that’s a different matter. Multilevel numbering being difficult enough as it is, I kind of hope Microsoft doesn’t expand the number of levels!

Gary

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We all do it.

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Then you might also be happy to hear that W2010 can do numbering with three and four leading zeroes–great for work breakdown structures and, I’m told, ISO documents. Anyway, glad to help.

Pam

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Actually, I’m really happy to hear you say that. Though I have read many requests for more levels over the years, and I believe one of the regular posters here devised a way of adding levels with SEQ numbers. –Can’t remember who or when.

Pam

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