HOW TO: Include Chapter Numbers in the Header or Footer in Word 2002 Documents (313288)

SUMMARY

This step-by-step article explains how to format your document so that the chapter number is displayed in the page numbering, the table of contents, and the indexes, but not in the document itself.

NOTE: This method requires you to use the Heading 1 style to provide automatic chapter numbering. If you are already using Heading styles in your document, you must change all the Heading styles 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 that you are using 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.

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

For example, the first chapter begins like the following

   Introduction to Cooking
				

and you want the following text in the header

   Page 1-1
				

and the following text in the table of contents:

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

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

   Chapter One    Introduction to Cooking
				

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Step 1: Display 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.)
  
  -or-
• On the Tools menu, click Options. Click the View tab. Under Formatting marks, select the All check box, and then click OK.

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Step 2: Format the Heading 1 Style

1. On the Format menu, click Styles and Formatting.
2. In the Styles and Formatting task pane, rest the mouse over Heading 1.
3. Click the arrow that appears, and then select Modify.
4. Click Format and then click Font.
5. On the Font tab, select the Hidden check box.
6. Click OK twice.

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Step 3: Apply the Heading 1 Style

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

1. Create a blank line (that is, a single paragraph mark) above the chapter title.
2. 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 Styles and Formatting. To apply the style, click the Heading 1 style on the list in the Styles and Formatting task pane.
   The blank lines will be numbered, giving the chapters numbers. Hidden text is illustrated by a dotted line under the text.

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Step 4: Insert Chapter Numbers

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

1. On the Insert menu, click Page Numbers.
2. In the Position list, select the location for the page numbers.
3. Click Format.
4. Select the Include Chapter Number check box.
5. In the Chapter Starts with Style list, select Heading 1.
6. Select Start At, and then select 1 from the list.
7. Click OK twice.

Chapter numbers 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.

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REFERENCES

For more information, click the following article number to view the article in the Microsoft Knowledge Base: back to the top