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  1. #1
    New Lounger
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    Page Numbering in Sections

    <img src=/S/headthrob.gif border=0 alt=headthrob width=15 height=15>Hi everyone! I am having a heck of a time trying to number my pages. I am creating a manual with about 50 sections, each section has only a few pages, but I want to number them as section first and then page number. (1-1, 1-2, 1-3, 4-1, 4-2, 4-3 etc. You get the idea. I can't find a any way to do this. When I do the X of Y thing it tells me I have a lot more pages than I have, but that isn't what I want anyway. If I do the F9 it gives me the page number but how do I put in the section number. I have can't seem to grasp this. I have un-numbered pages at the beginning so when I want to put in a section number it isn't the right one because I'm not starting at the first section. If anyone can help, please take it easy on me as I am a new doobie and need to understand. Baby steps please. I'm using Windows 98 Office 97 SR2. Thanks

  2. #2
    Uranium Lounger
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    Re: Page Numbering in Sections

    Hi Marion:

    Assuming that you already have all your sections. From what you've said, you want section 1 unnumbered & every section after that to be Section#-SectionPage. I assume you want numbering at the bottom, but if you want the top, just substitute header for footer in the steps below.

    Page Numbering Formats: SectionNumber-SectionPageNumber

    1. Go to View/Header & Footer & put the cursor there.
    2. Use the down arrow until the cursor is in the footer for the first page of section 2 (where you first want numbering).
    3. In the Header/Footer toolbar, there is a button (5 from the right end) that appears depressed. If you place your cursor over it, a tooltip will say "Same as previous". Click this button. This will disconnect all subsequent header/footers from the first unnumbered section.
    4. Press Ctrl+F9 (at the same time) to insert field braces & type "Section" (without quotes).
    5. Arrow right until you're just outside the braces.
    6. Type a hyphen (-).
    7. Press Ctrl+F9 & type "PAGE" (without quotes). Your field should look like this:

    {SECTION}-{PAGE}

    8. Now go to Insert Menu/Page Numbers.../Format button. Two dialog boxes will open.
    9. Near the bottom, where it says "Page numbering", put the cursor in the box to the right of the "Start at" radio button & type "1". This will restart your numbering at each section break.
    10. Click "OK". The second dialog box closes, leaving the first one open.
    11. Click "CLOSE". <font face="Snap ITC">DO NOT CLICK OK</font face=snap>. Clicking OK will insert a page number in a text box. The placement & formatting of that type of page number is more difficult to adjust.

    By choosing to restart numbering, the {PAGE} field in each section will restart.

    NOTE: If you have unnumbered pages in the first section AND want the 2nd section number to start with "1", then you need to use a formula. In that situation, your field will look like this (after Step 7):

    { ={SECTION}-1}-{PAGE}

    This is created by:
    1. Pressing Ctrl+F9 & typing =
    2. Pressing Ctrl+F9 again & typing SECTION
    3. Arrowing right past the field braces, typing a minus, then Ctrl+F9 & typing PAGE

    Hope this helps.

  3. #3
    New Lounger
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    Re: Page Numbering in Sections

    Hi Phil,
    Thanks very much for your quick reply. I had a little trouble in the first section though. It kept wanting to start at page 2 instead of 1, but I think it's alright now. Now I have to generate a table of contents. When I tried this all it gave me was the page numbers which of course are all 1's and 2's and 3's etc., which doesn't help if I want to use F5 to go to a specific page. Can you help me with this? Do I have to do something else in the page numbering footer?

    This is a Program Standards and Guidelines manual and I need to put it on our network at work in read only so that everyone can view it and search it. Hope you can help.

    Marion

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    Uranium Lounger
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    Re: Page Numbering in Sections

    Hi Marion:

    To use a special numbering system that you want, the best way is to use {SEQ} fields in your document with heading styles. In your document, right after your section breaks, you have some sort of title, like Section 1, Section 2, etc.

    To number those sections, use a {SEQ} field. Your section 1 (which is really section 2, since your first section is unnumbered) should look like this:
    Section {SEQ s1 } where the whole thing is in Heading 1 style, the braces are inserted by using Ctrl+F9, s1 is an arbitrary set of characters called an identifier (you can use almost anything there as long as you use it in all your SEQ fields).

    All your subsequent sections will have the field like this:

    Section {SEQ s1}

    AFTER you do this in your document, you build your TOC as follows (there's more than 1 way, but this may be easier to do):

    1. Insert/Index & Tables.../Tables of Contents
    2. Make sure it says "from template"; then choose your heading levels under options.
    3. Click OK to insert your TOC.
    4. Select the TOC, press Alt+F9 to reveal the codes.
    5. Now, you will see something that looks like

    { TOC o "3-3" t "Heading 1,1,Heading 2,2" }

    6. Inside the braces, type it to look like this:

    { TOC o "3-3" t "Heading 1,1,Heading 2,2" s s1 }

    The s is a switch telling Word to build the TOC from SEQ fields & the s1 identifies which SEQ fields to use.

    Please let me know how this works for you as I may have left out some steps. (I've been a little distracted today)

  5. #5
    New Lounger
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    Re: Page Numbering in Sections

    Hi Phil
    I tried your reply to my dilemma, but there seems to be something wrong. When I go to options in Table of Content menu I scrolled down to Headings and entered 1,2 & 3. (I have 3 levels). When I said OK the formula came up where the index is supposed to be, when I right clicked and toggled I got a formula on each line instead of the page number. What did I do wrong? Where should I put the SEQ s1, at the end of the page title or the beginning (if that's where it's supposed to go). Page title is Heading 1, there may be more than 1 heading in a section as Heading 1, is that wrong? I want these listed as a page heading so anyone can go to with F5. I hope this makes sense to you. I think there was something missing in your last reply as you said or I may have missed something (probably it's me). Probably I didn't understand something. Thanks for helping, I really appreciate it.

    Marion

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    Uranium Lounger
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    Re: Page Numbering in Sections

    Hi Marion:

    I'm not positive as I've been away for a week & now I'm behind in everything. However, if you're getting a formula instead of a page number, press Alt+F9--sounds like field codes are turned on. Let me know if this is still a problem because I'd like to know if this solution works for you.

  7. #7
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    Re: Page Numbering in Sections

    Hi Phil
    As I said I think either there is something missing or I didn't understand what you meant. I have figured out how to do the Alt F9. However when I type the formula you gave me I get the page numbers OK, but the section numbers are right at the end of the Heading (e.g. Introduction1). Like I said I'm looking for the formula for 1-1, 1-2, 1-3, etc. I also tried doing something with the Insert-Field and fooled around in there a bit. I got the 1-1, 1-2 except... the section numbers were zero not the proper numbers. Now I can't remember what I did. I'm on a deadline with this *^&*&^%^& and need to have it done by the end of the month. Hope I have explained everything for you. Thanks a million!
    Marion

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    Re: Page Numbering in Sections

    Hi Marion:

    I have Word 2000, but I think this should work the same. I've attached a zip file for you to download. If you open it up & press Alt+F9, you will see the field codes. Just by way of explanation, I copied about 13 pages of text with numerous Heading 1 paragraphs. Then I broke it into sections (you can see where if you use normal view. Each section after the first is headed by a Title style. I typed the word SECTION, then inserted the number by pressing Ctrl+F9 & typing {SEQ s1}, as I described in an earlier tip.

    Then I did the following:
    1. I inserted my Table of Contents at the top (actually two).
    2. While the dialog box was open, I made sure it was "from template" & picked up the styles Headings 1 thru 3, and the Title style. You may change this on your document to match the styles you've used. You MUST include the style that you use for Section 2, Section 3, etc.
    3. I pressed Alt+F9 to show the codes & put in a b bk1 so the TOC would only show the first bookmarked area. I also used a n switch to suppress the page numbers for the first section.
    4. In the second TOC, I placed the insertion point after the last quote & before the closing field brace & typed "space s s1" without quotes & where space is an actual space. I also put in the b bk2 so it would pick up only the second bookmarked area.
    5. Then I pressed F9 to update the TOC.
    6. I chose to update the entire table.

    Note that I formatted the page numbers to restart at each section, as I mentioned in an earlier post. I put in 2 TOCs, as I wasn't sure how you were doing this. I bookmarked the first section that you didn't want numbered & then bookmarked everything else. Then I created the first TOC without page numbers & the second right below it with page numbers.

    Hope this helps.
    Attached Files Attached Files

  9. #9
    New Lounger
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    Re: Page Numbering in Sections

    Hi Phil
    Sorry, but this is not working for me. #1 I don't get the same as you do in setting up the TOC. Mine shows (from Template):
    Heading..........1
    Heading 2
    Heading 3
    Why is mine different? When I try to do the numbering it only shows on every other page or not at all. This is all very confusing.I believe I am doing what you told me to do. I bookmarked, sectioned and did the TOC, but it is not working for me. I hate to keep bothering you but maybe I'm not reading you right. Can you still help? Should I use Page Break Continuous at the end of each section and just a Next Page in between the sub-sections? Or maybe there is a patch that I can download to fix this problem.
    Thanks
    Marion

  10. #10
    Uranium Lounger
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    Re: Page Numbering in Sections

    Hi Marion:

    I'm not sure why it's not working for you. Maybe you have your TOC styles defined differently. Why don't you attach a portion of your document to a post here. You can replace actual text with some scribble, if the document contains confidential information. If you zip the file, it should upload more easily. Then I, or someone else, can take a look at it.

    Hope this helps.

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