WD97: Including Chapter Numbers in Header/Footer But Not in Text (197215)

SUMMARY

This article describes how to use the heading numbering feature in Word as it applies to table 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 clicking Heading Numbering on the Format menu.

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:

1. Show nonprinting characters in text.
2. Format the Heading 1 style.
3. Apply the Heading 1 style.
4. Apply the use of chapter numbers.

NOTE: This method assumes you are not using the Heading 1 style anywhere in the document. If you are using Heading styles, they must all be changed to the next level.

TIP: If you are going to make many changes, start with the highest- numbered heading style first. If the highest heading level used is Heading 7, change the Heading 7 paragraphs to Heading 8, then change Heading 6 paragraphs to Heading 7, and so on. This is the least confusing way to change the styles of the paragraphs.

Step 1 - Show Nonprinting Characters in Text

Display the nonprinting characters in the document so that you can apply formatting, such as heading numbering, 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. In the Nonprinting Characters section, make sure All is selected. Click OK.

Step 2 - Format the Heading 1 Style

1. On the Format menu, click Style.
2. From the Styles list, select Heading 1 and click the Modify button.
3. Click the Format button and select Numbering.
4. Choose the Numbering style you want to use. (If you have already chosen a numbering style in the document, this will be pre-selected.)
5. Click OK.
6. Click the Format button and select Font.
7. Select the Hidden check box.
8. Click OK twice.
9. Click Close.

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 they "carry" the formatting 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 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:

1. On the Insert menu, click Page Numbers.
2. In the Position list, choose 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 select "1" from the list.
7. Click OK twice.

Chapter and page numbers now appear in the header and footer. Because page numbers include the chapter number, they will be included automatically when you insert the table of contents and the index.