I’m having a problem with numbered headings (what else is new?).



I created a template with one set of headings in the body of the document and one set of headings in the 9 appendices, each a separate section. I followed Shauna Kelly’s instructions: http://shaunakelly.com/word/numberin...g20072010.html.

The headings in the body are based on the built-in Word heading styles. They work fine. I created new styles for the appendices, and that’s where the problem is.

The headings should look like this. See 1Good headings. Note that Heading 1 is unnumbered. To avoid possible problems, I numbered the Appendices’ headings by hand, so the number you see is not a field.

When I add lines in the existing boilerplate text in an appendix, which I formatted using the appendices headings, there’s no problem, as seen in 1Good headings. But when I add headings in a new section, the third level goes nuts and skips numbers. But it only happens when I have more than one paragraph of the 1.1 heading. See 2Bad headings.

The a) and i) headings seem to work fine.

I have recreated the headings WITH the first unnumbered heading (in which case the problem child is level 4) and WITHOUT the first unnumbered heading (in which case the problem child is level 3), and the result is the same. The problem seems to be with setting up level 4 (with unnumbered heading) or level 3 (without unnumbered heading). Following Shauna’s directions, I delete what’s in the “Enter formatting for number box” and select “Level 2/3” from the “Include level numbers from” box. BUT instead of showing two numbers (1.1), it only shows one number (1). Is this the problem? See 3Dialogue box.

I have recreated the headings WITH the first unnumbered heading and WITHOUT the first unnumbered heading, and the result is the same. How do I get the dialogue box to pick up both numbers from Level 2/3?

Or have I made another mistake?

Thanks for your help. Bill

Attached Images

	1Good headings.png (71.3 KB, 35 views)
	2Bad headings.png (52.5 KB, 34 views)
	3 dialogue box.JPG (62.4 KB, 33 views)

It's hard to follow your post, as you refer to '1Good headings' and '2Bad headings', but nothing in the post actually identifies these. It would be far easier to diagnose the issues if you attached an actual document containing the headings to a post, rather than just some screen shots. You do this via the paperclip symbol on the 'Go Advanced' tab at the bottom of this screen.

That said, given that Word supports 9 heading levels with/without numbering, you should only need to resort to custom styles if you need more than that. You could, for example, use heading levels 1-5 for the body and 6-9 for the appendices. Or, if the body and appendices use the same formats, you might use, say, level 1 for the body headings, level 2 for the appendix headings and 3-9 for the shared sub-headings. Another option would be to use completely separate documents for the body and appendices, with their own heading Styles.

__________________
Cheers,
Paul Edstein
[Fmr MS MVP - Word]

Thanks for the suggestions.

Trying to clarify the problem: I have six numbered heading levels. They should run 1, 1.1, 1.1.1, 1.1.1.1, a), i). What actually happens is this: 1, 1.1, 2.1.1, 2.1.1.1, a), i).

When I set up the headings, I delete what’s in the “Enter formatting for number box” and select “Level 2” from the “Include level numbers from” box. BUT instead of showing two numbers (1.1), it only shows one number (1). Is this the problem?

I will attach a copy of the template. Note that there are also a large number of cross-references scattered through the text.

I tried your suggestion to use Word headings 5-9 for the appendix, but I had the same problem as before: 1, 1.1, 2.1.1, 2.1.1.1, a), i). I had the same problem setting it up as described above.

In the attached document, go to Appendix I and try to make the headings. They are 2Appen, 3Appen, 4Appen, 5Appen, 6Appen, and 7Appen.

Thanks for your help.

Attached Files

Test template 160405.dotm (93.1 KB, 12 views)

You say your headings:
but your heading Styles aren't configured like either of those. What your template actually has is 1, 1.1, a), i), with no numbering for heading levels 5 - 9.

__________________
Cheers,
Paul Edstein
[Fmr MS MVP - Word]

I used the Word headings 1-4 in the body of the document. In the appendices, I created a set of headings 1Appen-7Appen. These are they ones that are giving me the problems I describe. Go to Appendix 1 and try to add text, formatting it with the styles. You'll see that they go 1, 1.1, 2.1.1, 2.1.1.1. BUT there has to be at least two instances of the second level heading, i.e. 1.1, 1.2. Then the next level takes its first number from the SECOND number of the level before it. For example:

1 Text text text
1.1 Text text text
1.2 Text text text
1.3 Text text text
3.1.1 Text text text
3.1.2 Text text text

Here is a screenshot of the headings when they don't work.

Attached Images

2Bad headings.png (52.5 KB, 28 views)

The problems with your 4Appen Style are that you've:
• set the first number to include from the previous levels as the number from level 3 instead of the number from level 2, then the number from level 3;
• typed the '.1' for the last number in the sequence instead of choosing an auto-numbering style from the 'number style for this level' dropdown.
You've messed up the formatting for the 5Appen, etc. styles in a similar way.

__________________
Cheers,
Paul Edstein
[Fmr MS MVP - Word]

This is what I believe I did:

1Appen has no number, so I left everything blank.

2Appen is the first number, so I didn’t base it on any level.

3Appen I based on Level 2, which I suppose refers to 2Appen. That gives me 1.1.

4Appen, I tried to base it on Level 3 (3Appen). When I do, it inserts only one digit (1), not two digits (1.1). See the screenshot. That’s why I inserted the other numbers. Otherwise, 4Appen only has 1.1: one number inserted automatically, and one number that I would insert by choosing “Number style for this level.”
The same thing happens for 5Appen: When I delete what’s in the “Enter formatting for number” box and choose level 4, Word only inserts one digit.

The problem is that for 4Appen and 5Appen, Word only inserts one digit instead of the two (1.1) or three digits (1.1.1) from the previous levels. I know that inserting the digits the way I do is wrong, but if I don’t insert extra digits, 4Appen and 5Appen will be numbered with two digits, instead of the three (1.1.1) and four (1.1.1.1) that they require.

How do I get Word to insert the right number of digits?

Attached Images

4Appen.JPG (37.5 KB, 27 views)

You need to click on any paragraph with the 1Appen Style, then choose Multi-Level List>Define New Multi-Level List, then work though each of the Multi-Level List levels, assigning the relevant Appen Style to each level and, for the numbering, include the numbers from the previous levels - in order, followed by period separators - before applying an auto-numbering style from the 'number style for this level' dropdown.

Everything's OK down to level 3, so it's really only level 4 and lower you need to work on. Do not type any numbers!

Done properly, the dialogue should reflect the first image pair below and, if you scroll down to 5.2 on page 34, the dialogue should reflect the second image pair below

Attached Images

	Appen4-5.png (81.6 KB, 27 views)
	4-5Appen.png (67.5 KB, 27 views)

__________________
Cheers,
Paul Edstein
[Fmr MS MVP - Word]

That is exactly what I have done! But what do I do if, for level 4, I chose level 3 in the "Include level number from," and it only inserts one digit?

Look at the screenshot in my previous post, and you'll see only one digit in the "Enter formatting for number" field. This is what I get when I choose level 3 in the "Include level number from."

Isn't this happening on your computer? When you choose level four, does it insert 1.1.1? Is the problem somehow with my computer?

I assume by "click on any paragraph with the 1Appen Style," you mean I only have to do this once and then format all levels. Not open and close the box for each level.

Of course it does, which is why I said:
So, if you want the numbers from level 2 & 3, you have to include both of them, in order.
Correct.

__________________
Cheers,
Paul Edstein
[Fmr MS MVP - Word]

Dear Paul,

(Sound of Bill slapping his forehead.)

A thousand, thousand thanks. You have saved my sanity.

I’m actually fairly competent with Word and can usually figure things out. Why I misunderstood this so completely, I don’t know, but thanks for hanging in with me and leading me to a new understanding.

Cheers, Bill