How Do I Link the numbering of a Paragraph to its Heading Numberin

[Modeerf60]

I am using Windows XP Pro with Word 2003, SP3. I have a Word document that I
have created from scratch. I have created a set of custom styles for
numbering of the headings and another set of custom styles for numbering of
the paragraphs. Below are two examples of heading and paragraph numbering.
The first is what I want and the second is what I get.

I assume this is happening because the level of the paragraph style
numbering is linked to the previous paragraph style numbering and not the
heading style numbering. I have tried several ways to correct this in the
style but have not been successful. Specifically, I have played with several
options in the “Link level to style†field in the “Numberingâ€, “Customizeâ€
window and separately played with the “Outline Level†in the “Paragraphâ€
field in the “Custom Styleâ€, “Paragraph†window.

The styles I have created are linked to the higher level of the previous
style (e.g. BodyText3 is linked to BodyText2). I have tried linking it to the
heading without success (e.g. BodyText3 was linked to Heading3).

Note: All the body text paragraphs in Part A are not numbered. Also some
heading have no body text since there are following subnumbered clauses (e.g.
Part B and B.2 have no body text).

What I want:
Part A, General
A.1 Overview
A.2 References
A.3 Definitions

Part B, Heading
B.1 Heading
B.2 Heading
B.2.1 Heading
B.2.2 Heading
B.2.2.1 Body text of paragraph
B.2.2.2 Body text of paragraph
B.2.2.3 Body text of paragraph
B.2.3 Heading

Part C, Heading
C.1 Heading
C.2 Heading
C.2.1 Heading
C.2.1.1 Body text of paragraph
C.2.1.2 Body text of paragraph
C.3 Heading

Note: B.2.2.1 is the first numbered paragraph due to Part A paragraphs being
unnumbered and the previous headings having no numbered body text.

What I am getting:
Part A, General
A.1 Overview
A.2 References
A.3 Definitions

Part B, Heading
B.1 Heading
B.2 Heading
B.2.1 Heading
B.2.2 Heading
A.1.1.1 Body text of paragraph
A.1.1.2 Body text of paragraph
A.1.1.3 Body text of paragraph
B.2.3 Heading

Part C, Heading
C.1 Heading
C.2 Heading
C.2.1 Heading
A.1.1.4 Body text of paragraph
A.1.1.5 Body text of paragraph
C.3 Heading

If I insert the missing numbered paragraphs, then I can achieve the desired
numbering. I have been unsuccessful in getting the numbering of the
paragraphs linked to the level of the heading. I have read the “Word
Numbering Explained†which helped greatly when I created these styles, but
didn’t help me with this issue. Any suggestions would be appreciated.

Thanks

 

[Suzanne S. Barnhill]

See http://www.shaunakelly.com/word/numbering/OutlineNumbering.html. All
your numbered paragraphs (both headings and body text) must be set up as
part of a single outline-numbered list, with each list level linked to a
specific style.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

 

[Modeerf60]

Thanks

I read the link you provided but it talks about numbering of headings not
both headings and body text. I can see the benefits of putting them all in
the same style list but how do I keep body text under level 1 or 2 from
appearing in the Table Of Contents?

Do you mean that I need to outline number the headings and body text not via
the style? I think not but I am not clear. Please provide more details.

M

 

[Modeerf60]

Another key point is that sometimes text a given level may be a heading or
may be body text. For example, level 2 may be a heading...
"2.3 Heading Text at Level Two"

or level 2 may be body text...
"1 Heading Text at Level One
"1.1 body text at level 2 body text body text body text
body text body text body text body text body text"

This is why I had initially cerated 2 sets of styles so only the headings
appeared in the TOC.

M

 

[Suzanne S. Barnhill]

Whatever styles you use for the headings and body text should be linked to
numbering levels in the same list, yes. You don't need to include all styles
in the TOC.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

 

[Doug Robbins - Word MVP]

Set up the Heading numbering as detailed in that article then create a "body
text style" based on the desired heading style.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP, originally posted via msnews.microsoft.com

 

[Modeerf60]

Thanks

I setup the heading style as per the article. That worked fine. Then set up
a body text style with the level linked to the applicable heading style but
when I did that Word kept changing the heading style level 1 link from the
heading to the body text style and then the body text numbering would not
longer work. Any suggestions?

I thinking of using the same heading numbering style but adopting a simplier
body text numbering that restarts after each heading (e.g. a, b, c...). I
think this would be much simplier as the numbering would be a list not an
outline numbered list. Thoughts?

M

 

[Doug Robbins - Word MVP]

You have misinterpreted my suggestion which is to create a new style by
clicking on the New Style icon in the Styles pane and in the Create New
Style from Formatting dialog that appears, select the heading style whose
numbering you want the new style to inherit in the Style based on control.

--
Hope this helps,

Doug Robbins - Word MVP

Please reply only to the newsgroups unless you wish to obtain my services on
a paid professional basis.

 

[Modeerf60]

I tried to create a new body text style from scratch but I don't see this
"Create New Style from Formatting" dialog that you speak of. I do see the
"Style Based on" control and inserted my heading style there but the
paragraph numbering was still not linked to the heading numbering. It was
linked to the previous numbered paragraph but not the heading numbering as I
desire.

Also after I set the "Link level to style" to the same style name, Word
keeps setting the 1st level to "none" automatically.

 

[Doug Robbins - Word MVP]

In Word 2003, the dialog is captioned New Style.

Did you link the numbering to the Heading styles as detail in Shauna Kelly's
article to which your were initially referred.

If Heading 3 Style is of the format

1.1.1 Heading Text

and you create a new style that is based on Heading 3, that new style will
inherit the numbering from the Heading 3 style.

If that is not happening, you have not done something as instructed.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP, originally posted via msnews.microsoft.com

 

[Modeerf60]

Got It!

I was creating the new body text style as per the sheet but because I
cutomized the numbering for the heading styles I was also doing that for the
new body text style and I assume this is where I went wrong and the numbering
link was broken. When I did not customize the numbering options for the body
text things worked as intended.

Thanks so much!

M