Have heading styles, need appendix heading styles

[Eva Fleming]

I have a template that utilizes the heading numbering
schemes available in Word. The template was built in
Office 97 many years ago.

I am curious if the functionality of Office 2003 will
allow for multiple heading numbering schemes. I am
testing our old templates (97) for compatibility in 2003
and figure this would be a good time for updates. For
many years the people I work with have requested heading
number schemes in the appendixes. We utilize all 9
heading styles; therefore, I cannot take out heading 5
through 9 and dedicate them to appendix only use.

I am aware that this functionality has not existed, but
when searching for information on the issue in reference
to Office 2003, I only find older articles (i.e.,
http://support.microsoft.com/default.aspx?scid=kb;en-
us;112497&Product=OFF2003). I know this may be because
the software is still fairly new. Is this limitation
still the case in 2003? If so, has anyone come up with a
good workaround for this issue?

Thank you

 

[Suzanne S. Barnhill]

See http://www.ShaunaKelly.com/word/numbering/NumberingAppendixes.html

 

[Eva Fleming]

I checked out Shauna Kelly's web page, but her only
suggestion is to not use heading styles 6 through 9 in the
front matter; to use them only in the appendixes. My
document requirements don't allow for this. We need all 9
headings in the document matter and additional headings in
the appendix that begin at a level one again. I take it
that is still not a possibility? Thanks for you response.

 

[Suzanne S. Barnhill]

You can have a separate hierarchy of heading styles, up to 9 levels, for
appendixes, but they won't be Word's built-in headings, and therefore you
will not be able to pick them up in page numbers or table/figure captions
using "Include chapter number." What you could conceivably do, if you don't
need to pick up the lower-level heading styles in this way, is to use, say,
Heading 1 through Heading 5 for the top five levels of your main document
numbering, filling in Levels 6-9 with custom styles. Then use Heading 6
through Heading 9 for the top four levels of the outline numbering of
appendixes, filling in any required lower levels with custom styles.

 

[Eva Fleming]

Okay, let me see if I have this straight...

I have in my template Headings 1 through 8 as outline
numbered headings (1. to 1.1.1.1...). Heading 9 is the
Appendix heading (Appendix A, B, etc.). These 9 heading
styles are the built-in Word headings. I can then create
a second heirarchy of custom heading styles using outline
numbering?

I have tried to do this in my limited time today and the
result so far as been: I am able to create a custom
equivalent to Heading 1 (outline numbered, etc.) for my
appendixes and it works fine. I can create subsequent
custom heading levels, but have to manually restart
numbering each time I use the style and want the numbering
to start over again.

Example
Appendix A has
1.
1.1
1.1.1
1.2
1.2.1
Appendix B has
2.
1.3
1.3.1

I want Appendix B to have
1.
1.1
1.1.1


Appendix Heading 1 is based on no style, is set to Level
1, linked to Appendix Heading 1. Appendix Heading 2 is
based on Appendix Heading 1, Outline Numbering is set to
Level 2, linked to Appendix Heading 2, Restart Numbering
after Level 1, apply to whole list. What am I doing
incorrectly?

My desired result:

Text

first instance Heading 1 (1.)
first instance Heading 2 (1.1)
second instance Heading 1 (2.)

....
Heading 8 (1.1.1.1.1.1.1.1)
Heading 9 Appendix A (page numbering in appendix dependent
on this heading)

Appendix

Appendix Heading 1 (1.)
Appendix Heading 2 (1.1)
....


Thank you so much for your help. I'm sorry this is so
complex.

 

[Suzanne S. Barnhill]

Since you want the numbering to restart in each appendix, you need to make
Heading 9 the top level in your second outline list, not (as I understand
it) Level 9 in the first list. You can then set Appendix Heading 1 (Level 2)
to restart after Heading 9 (Level 1); it is not necessary to include the
Level 1 numbering in the lower levels in order to achieve this. So what you
would have is:

Level 1: Heading 9 with A, B, C
Level 2: Appendix Heading 1 with 1, 2, 3
Level 3: Appendix Heading 2 with 1.1, 1.2, 1.3; 2.1, 2.2, 2.3, etc.
Level 4: Appendix Heading 3 with 1.1.1, etc.

 

[Margaret Aldis]

I think there's a problem with this idea - Word seems to have a special
Kludge for the built-in heading styles which prevents you assigning a lower
level Heading style to the top level of an outline numbering scheme. That
is, if you try to set this scheme up from Heading 9 as the Level 1 style,
you'll find Word changes the heading 9 level on you! However, if you only
need a few levels in the Appendix scheme, I think you could get the same
effect by setting everything up from any-old unused style (top level) and
using Level 2 for Heading 9, Level 3 for Appendix Heading 1 and so on.

(I only found this out recently, because in fact you can set Heading n to
Level 1 of a numbering scheme using VBA, which is how I usually set up my
lists. However, I think it still has some bad interactions with AutoRecovery
as Word wants to 'repair' numbering for the Appendix.

I think this kludge must have been introduced in Word 97 SR1 or around
then - before that, people were going mad with trying to set numbering on
lower levels heading styles and finding them set as level 1 (as still
happens for non-built-in styles) thus breaking the numbering every time.)

 

[Suzanne S. Barnhill]

Good catch, Margaret! I've never had to do this, so I'm pretty clueless
about it.

 

[Margaret Aldis]

Needless to say, only caught after it caught me first ;-) (I knew the
built-in styles behaved differently on the "feature" which automatically
links the style you are modifying to level 1 instead of what you tell it,
but it hadn't occurred to me this was done by reassigning them to their
'natural' level, ignoring an explicit setting to level 1 - must surely be
the kludgiest kludge ever!)

 

[Guest]

Can you explain a little further what you mean by setting
everything up from any old unused style (top level) and
using Level 2 for Heading 9, Level 3 for Appendix Heading
1 and so on? When you say to use any old unused top level
style, are you referring to the nine built-in heading
styles? All nine are in use in my template. Also, how
can I set Level 2 to Heading 9 (wouldn't that give the
Appendix title setting)? Help? Thanks!

-----Original Message-----
I think there's a problem with this idea - Word seems to have a special
Kludge for the built-in heading styles which prevents you assigning a lower
level Heading style to the top level of an outline numbering scheme. That
is, if you try to set this scheme up from Heading 9 as the Level 1 style,
you'll find Word changes the heading 9 level on you! However, if you only
need a few levels in the Appendix scheme, I think you could get the same
effect by setting everything up from any-old unused style (top level) and
using Level 2 for Heading 9, Level 3 for Appendix Heading 1 and so on.

(I only found this out recently, because in fact you can set Heading n to
Level 1 of a numbering scheme using VBA, which is how I usually set up my
lists. However, I think it still has some bad interactions with AutoRecovery
as Word wants to 'repair' numbering for the Appendix.

I think this kludge must have been introduced in Word 97 SR1 or around
then - before that, people were going mad with trying to set numbering on
lower levels heading styles and finding them set as level 1 (as still
happens for non-built-in styles) thus breaking the numbering every time.)

--

<snip>

 

[Suzanne S. Barnhill]

No, I *think* what Margaret means is to pick, say, Message Header or
Salutation style (any built-in style you're not using) or even a new style
you make up for the purpose--just any style that *isn't* a built-in heading
style. It doesn't matter what it is because you're not ever going to
actually use it. You just assign it to Level 1 so that you can start with
Heading 9 at Level 2. Since you're not going to be restarting numbering on
Level 2, it doesn't matter that the Level 1 style will never occur. Or, if
you wanted to use a real style, you could pick the one you're using for the
appendix section heading (if any).

 

[Margaret Aldis]

Yes, that's right. The issue is that you must set up your numbering scheme
from the style to be linked to Level 1 - and that can't be a built-in
Heading Style lower than Heading 1. However, working from the Modify >
Numbering > Customize dialog for 'any-old' style, you can link Level 2 to
your Heading 9 style, and lower levels to your appendix sub-headings (Level
1 will get linked to the any-old style, whether you tell it to or not).

Only the numbering aspects of the appendix styles (including tab and indent)
need to be set up this way - other aspects such as font and spacing you'd
set up by Modifying Heading 9 in the usual way.

Incidentally, if I find I'm going to have to set up a scheme which includes
levels that aren't to be used, I often set the number format for those
levels to "Do not use" or somesuch, to avoid accidents with promote/demote
list

 

[Guest]

Okay, I think I got it to work (Thank you!).

Now comes my last question (I hope). How do I get the
page numbering in the appendixes to include my new style
heading/chapter number?

The way the template was before, the appendix title was
based off the built-in heading 9 style and the page number
included the heading letter (i.e., my page numbers in
Appendix A were A-1, A-2, and so on). Now that my
Appendix title is based off of a non-built-in style, how
do I get the page numbering to include the heading/chapter
number?

So, my document looked like this example for page
numbering and this is the result I desire with my new
styles:

Text: page 1, 2, 3, ...
Appendix A title page: no page number
Appendix A contents: A-1, A-2, A-3, ...
Appendix B title page: no page number
Appendix B contents: B-1, B-2, B-3, ...

Again, thank you!

-----Original Message-----
Yes, that's right. The issue is that you must set up your numbering scheme
from the style to be linked to Level 1 - and that can't be a built-in
Heading Style lower than Heading 1. However, working from the Modify >
Numbering > Customize dialog for 'any-old' style, you can link Level 2 to
your Heading 9 style, and lower levels to your appendix sub-headings (Level
1 will get linked to the any-old style, whether you tell it to or not).

Only the numbering aspects of the appendix styles (including tab and indent)
need to be set up this way - other aspects such as font and spacing you'd
set up by Modifying Heading 9 in the usual way.

Incidentally, if I find I'm going to have to set up a scheme which includes
levels that aren't to be used, I often set the number format for those
levels to "Do not use" or somesuch, to avoid accidents with promote/demote
list

--
Margaret Aldis - Microsoft Word MVP
Syntagma partnership site: http://www.syntagma.co.uk

No, I *think* what Margaret means is to pick, say, Message Header or
Salutation style (any built-in style you're not using) or even a new style
you make up for the purpose--just any style that

*isn't* a built-in
heading

style. It doesn't matter what it is because you're not ever going to
actually use it. You just assign it to Level 1 so that you can start with
Heading 9 at Level 2. Since you're not going to be restarting numbering on
Level 2, it doesn't matter that the Level 1 style will never occur. Or, if
you wanted to use a real style, you could pick the one

you're using for
the

appendix section heading (if any).

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

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[Suzanne S. Barnhill]

Well, you can't. This is why we suggested that you assign "any old" style to
Level 1 of the numbering and Heading 9 to Level 2, but continue to use
Heading 9 for the appendix title.