Outline numbering & Appendicies (2002)

[SammyB]

I have a 40 page document with paragraphs that are outline numbered with Heading 1, Heading 2, and Heading 3 styles that I also use to generate the TOC. The document has seven appendices, A through G. How can I get the numbering of the body to be 1.2.3 and the numbering of the appendices to be A.0 through G.2.6. I can restarting the numbering at the appendices, but if I use Format | Bullets & Numbering | Customize | Number Style A,B,C, then the appendices are perfect, but the body numbering has also changed so that level 1 is numbered A, B, C. <img src=/S/hairout.gif border=0 alt=hairout width=31 height=23> TIA --Sam

[HansV]

I would create a clone of the Heading 1 style for the appendices. You can then set outline numbering for the Appendix Heading 1 style to use A etc. Make sure that Heading 2 and Heading 3 are still used for levels 2 and 3. The new style should be included in the TOC automatically.

[Caesar3]

Hans: What do you mean by "create a clone of the Heading 1 style for the appendices"?

My situation is similar to Sam's and I found this message via search. The main body of my document uses Headings 1-7.
Heading 1 = Chapter 1
Heading 4 = the paragraph numbers, which pick up the chapter number. Example: 2-1, where 2 is the chapter number and 1 is the paragraph number.

Now I've reached the appendices: Appendix A, Appendix B, etc. The paragraph numbers should display A-1, A-2, A-3, etc.

[HansV]

When you click New Style in the Formatting and Styles task pane, you can specify on which existing style the new style is based. You could create a new style named Appendix 1 based on Heading 1, and set paragraph numbering for this style to A, B, C, etc., and a style Appendix 4 based on Heading 4 using the same numbering style as Appendix 1.
Note: you may have to set the numbering for Heading 1 again after doing this - Word has a really nasty habit of removing numbering for one style if you set it for another one.

[Caesar3]

Thanx, Hans!

[Caesar3]

Hans:

I found you are exactly right about that "really nasty habit." When I created the clone of Heading 1, Word did indeed remove the "Chapter" portion. It was an easy fix.

Now I'm having trouble setting up the close of Heading 3. (I'd written "Heading 4" in my previous post.) I've set up the new style, and my paragraphs include an appendix letter followed by a hyphen and the paragraph number (A-1, A-2, etc.). Trouble is, the appendix number (letter) never changes. Paragraphs in appendix B display "A-1, A-2, etc.). What did I miss?

[HansV]

Modify the Appendix 1 style and select Format > Numbering...
Click Customize..., then More.
Associate level 1 with Appendix 1, level 2 with Appendix 2 etc. Work down as far as needed here, while modifying Appendix 1.

[wdwells]

<P ID="edit" class=small>(Edited by wdwells on 12-May-06 09:14. )</P>Hello Sam
Although I'm working in Word 2003 , I have had the same problem on the back burner for some months now. The users have brought it to the foreground so I'm now getting serious. They have decreed that there must not be a proliferation of new styles--we have documents that reach 1000+ pages with tens of appendices. It's in the contract.
The attached file gives an example of my basic approach:

1. <LI>Insert a paragraph that contains the Appendix identifier;
   <LI>Add a cross reference to the heading of interest;
   <LI>Hide the Paragraph mark.

I will be automating this, and depending on the results of speed tests and cross reference limitations, perhaps replacing the cross references with hard text. Of course there will be other activities required, such as:
<UL><LI>Modifying the TOC
<LI>Determining the start and end points of each appendix
<LI>Formatting the inserted paragraph to maintain appropriate font and line spacing
<LI>Setting the tabs and indent to accommodate the added text in the Paragraph number
<LI>etc.[/list] Looking in Operating parameter limitations and specifications in Word I am unable to find a limitation on the number of cross references allowed in any document. Do you know of any limitation?

[HansV]

I'm not aware of a set maximum number of cross references. Older versions of Word tended to become unstable when working with very large documents, but I've recently worked with some huge documents in Word 2002 and 2003 without any problems, so I guess you don't have to worry (I'd still take the usual precautionary measures such as making frequent backups, though).

[wdwells]

Thanks Hans