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  1. #1
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    Heading styles beyond 9 (2003)

    I'm accustomed to working with Word's nine built-in heading styles. At this moment, I'm building a template for my organization's standard publications, and my design calls for outline numbering. The template must include appendixes. I searched my old posts and found where HansV referred me to an article by Shauna Kelly (<post#=642510>post 642510</post#>). Ms. Kelly advised using the built-in Heading styles—Headings 1 thru 5 to number the main body of the document and Headings 6-9 for the appendixes. Ms. Kelly's advice seemed the answer to fervent prayer, and I set to work. There's just one problem: I need more than nine numbering levels.

    Our writers are fond of subdividing beyond the fifth level. The main body of the document typically has this numbering scheme:

    Chapter 1
    1-1.
    a.
    (1)
    (a)
    1

    That's six levels already. Then the appendixes run Appendix A > A-1 > a. > (1) > (a). I can easily use 10 or even 11 numbering levels. The obvious solution seemed to be to create more Heading styles: Heading 10 and Heading 11. That's easy, but I hit a wall. The Customize Outline Numbered List dialog box offers only nine levels! But I notice something else: The "Level" spin box in the dialog box shows a grayed-out scroll bar. Is it possible to generate levels beyond 9?

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    Re: Heading styles beyond 9 (2003)

    The number of Heading styles is strictly limited to 9, there is no way to extend that.

    If you need more than 5 levels for the main part of the document (I can't really imagine that, but OK...), I'd use Heading 1 through Heading 9 for that purpose, and create a separate set of Appendix heading styles (also up to a maximum of 9 levels) for the Appendices. If you need more than 9 heading levels for the main part or for the appendices, I fear that you're out of luck - perhaps it's time to reconsider whether you really want to torture your readers that much. <img src=/S/evilgrin.gif border=0 alt=evilgrin width=15 height=15>

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    Re: Heading styles beyond 9 (2003)

    I think you will have to create your own set of Appendix styles, running from Appendix 1 to Appendix 9.

    StuartR

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    Re: Heading styles beyond 9 (2003)

    Hans, thank you for the rapid response. Believe me—I've tried to get people to stop sub-dividing beyond the fourth level, but to no avail. Some of the stuff we've published is very difficult to follow. I think that if you have to sub-divide beyong the fourth level, you haven't really organized your thoughts.

    Let's suppose I take StuartR's suggestion and set up separate "Appendix" styles. In the Customize Outline Numbering dialog box, what precautions must I observe? I'm thinking about linking to styles and levels.

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    Re: Heading styles beyond 9 (2003)

    Start by creating the Appendix styles that you need; don't apply numbering yet.
    When you've created them all, select Appendix 1 in the Styles and Formatting task pane.
    Click Modify.
    Select Format | Numbering.
    Activate the Outline Numbered tab.
    Select a preset that resembles the one you want.
    Click Customize.
    Click More.
    Type a name in the ListNum Field List Name box, e.g. Appendix.
    Make sure that level 1 is selected.
    Specify the settings you want.
    Select Appendix 1 in the Link level to style dropdown.
    Work your way down the levels. Do not close the dialog in between!
    When you've set all the levels that you need, OK your way out.

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    Re: Heading styles beyond 9 (2003)

    Thank you again, Hans!

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    Re: Heading styles beyond 9 (2003)

    To answer one of your earlier questions. Yes you can also apply paragraph outline levels (in the format paragraph dialog) to your appendix headings. --This is different from linking the headings to an outline numbering level. -- With paragraph outline levels applied, Word will catch the appendix headings in a regular (o) TOC. The headings will also appear as headings in the outline view. Just make your highest appendix heading outline level 1 and go down from there as far as you need to go.

    PamC
    Pam Caswell

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    Re: Heading styles beyond 9 (2003)

    Thank you, Pam! Now I'm starting to understand what to do with that "Outline Level" box in the Paragraph dialog box. Thank you!

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    Re: Heading styles beyond 9 (2003)

    Hi Lucas,

    Here's an approach I found somewhere some time back. I think it was put together by one of the Word MVPs, but I can't find the original source.

    You can to create up to 18 levels of numbering, working with the STYLEREF and LISTNUM fields. To do this, set up the built-in Heading styles in the legal number format 1.1., 1.1.1., etc. and use them for levels 1 through 9. Beyond level 9, use the STYLEREF and LISTNUM fields side by side - the first to capture the 9 numeric values at the point of insertion, and the second to number levels 10 to 18.

    { STYLEREF 9 S }.{ LISTNUM LegalDefault L 1 S 1 }
    { STYLEREF 9 S }.{ LISTNUM LegalDefault L 2 }
    { STYLEREF 9 S }.{ LISTNUM LegalDefault L 3 }
    { STYLEREF 9 S }.{ LISTNUM LegalDefault L 4 }
    { STYLEREF 9 S }.{ LISTNUM LegalDefault L 5 }
    { STYLEREF 9 S }.{ LISTNUM LegalDefault L 6 }
    { STYLEREF 9 S }.{ LISTNUM LegalDefault L 7 }
    { STYLEREF 9 S }.{ LISTNUM LegalDefault L 8 }
    { STYLEREF 9 S }.{ LISTNUM LegalDefault L 9 }

    . . . gives you . . .

    1.2.3.4.5.6.7.8.9.1.
    1.2.3.4.5.6.7.8.9.1.1.
    1.2.3.4.5.6.7.8.9.1.1.1.
    1.2.3.4.5.6.7.8.9.1.1.1.1.
    1.2.3.4.5.6.7.8.9.1.1.1.1.1.
    1.2.3.4.5.6.7.8.9.1.1.1.1.1.1.
    1.2.3.4.5.6.7.8.9.1.1.1.1.1.1.1.
    1.2.3.4.5.6.7.8.9.1.1.1.1.1.1.1.1.
    1.2.3.4.5.6.7.8.9.1.1.1.1.1.1.1.1.1.
    . . . etc.

    You have to be careful about adding the start switch S 1 to the first level 10 field that follows a Heading 9 number because it re-starts all levels 10 and above. But that’s only the one immediately after a Heading 9; otherwise you don’t want any S switch at all, just the level switch L as shown above. Other than that, it’s a pretty straightforward method: Heading styles up to level 9, side-by-side fields after that. If someone absolutely insists that there be no period after the last number, you’re out of luck. The period is part of the LISTNUM LegalDefault style and cannot be removed.

    Should your format call for a mix of numbering styles other than straight legal numbering, you could handle that too - by setting up a named list template with outline-numbered styles defined by you, then using that name within the LISTNUM field in place of LegalDefault. In that case, you’d never actually use the styles you create; you’d use the LISTNUM field as a substitute for them.

    Setting up the 18 levels is the easy part. After that, how could anyone possibly read them?
    Cheers,

    Paul Edstein
    [MS MVP - Word]

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    Re: Heading styles beyond 9 (2003)

    That's very interesting, Paul. Thanks for that tip.

    I hope I never have to subdivide my work documents beyond the sixth level. My organization puts most of its publications in a 3-column format and prints the text in 8-pt Arial single-spaced. That's why our higher headquarters urges people to go no further than the fourth subdivision. When writers insist on going beyond the fourth level, you get material that is virtually impossible to follow. I try (oh, do I try) to get writers to look carefully at how they've organized their material. In most (but not all) cases, a little thought leads to a much better product and removes the need to go to the fifth or sixth levels.

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