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Q197215: WD97: Including Chapter Numbers in Header/Footer But Not in Text

Article: Q197215
Product(s): Word 97 for Windows
Version(s): WINDOWS:97
Operating System(s): 
Keyword(s): kbdta word97
Last Modified: 14-NOV-2000

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The information in this article applies to:

- Microsoft Word 97 for Windows 
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SUMMARY
=======

This article describes how to use the heading numbering feature in Word as it
applies to table of contents, page numbering, and indexes, without displaying
the chapter numbers in the text.

Heading numbering allows you to automatically number paragraphs formatted with
the built-in heading styles in Word. You can access the options and settings for
heading numbering by clicking Heading Numbering on the Format menu.

For example, the first chapter begins like this

  Introduction to Cooking

and you want this in the header

  Page 1-1

and this in the table of contents:

  Introduction to Cooking..........1-1
  Cooking Basics...................2-8

Ordinarily, to get the chapter number to appear in the page number and table of
contents, you must also show the chapter number in the text, as in the
following:

  Chapter One    Introduction to Cooking

This article explains how to have the chapter number show in page numbering,
table of contents, and indexes but not in the document itself. This formatting
requires the following steps, which are described in detail in this article:

1. Show nonprinting characters in text.

2. Format the Heading 1 style.

3. Apply the Heading 1 style.

4. Apply the use of chapter numbers.

NOTE: This method assumes you are not using the Heading 1 style anywhere in the
document. If you are using Heading styles, they must all be changed to the next
level.

TIP: If you are going to make many changes, start with the highest- numbered
heading style first. If the highest heading level used is Heading 7, change the
Heading 7 paragraphs to Heading 8, then change Heading 6 paragraphs to Heading
7, and so on. This is the least confusing way to change the styles of the
paragraphs.

Step 1 - Show Nonprinting Characters in Text
--------------------------------------------

Display the nonprinting characters in the document so that you can apply
formatting, such as heading numbering, to hidden lines. To display the
nonprinting characters, use either of the following procedures:

- On the Standard toolbar, click the Show/Hide button. (This button has a
  paragraph mark symbol on the face.)

  -or-

- On the Tools menu, click Options. Click the View tab. In the Nonprinting
  Characters section, make sure All is selected. Click OK.

Step 2 - Format the Heading 1 Style
-----------------------------------

1. On the Format menu, click Style.

2. From the Styles list, select Heading 1 and click the Modify button.

3. Click the Format button and select Numbering.

4. Choose the Numbering style you want to use. (If you have already chosen a
  numbering style in the document, this will be pre-selected.)

5. Click OK.

6. Click the Format button and select Font.

7. Select the Hidden check box.

8. Click OK twice.

9. Click Close.

Step 3 - Apply the Heading 1 Style
----------------------------------

Paragraph marks indicate where in the document you have pressed the ENTER key.
Blank lines contain only a single paragraph mark. These paragraph marks not only
represent the end of a paragraph, but they "carry" the formatting applied to the
paragraph.

1. Create a blank line--that is, a single paragraph mark--above the chapter
  title.

2. Apply the Heading 1 style to the blank paragraph. To do this, use either of
  the following methods:

   - Place the insertion point in front of the paragraph mark. If the
     Formatting toolbar is displayed, click the drop-down arrow of the Style
     box. Select Heading 1.

  -or-

   - Place the insertion point in front of the paragraph mark. On the Format
     menu, click Style. Select the Heading 1 style from the list and click the
     Apply button.

  The blank lines will be numbered, giving the chapters numbers. Hidden text is
  illustrated by a dotted line under the text.

Step 4 - Insert Chapter Numbers
-------------------------------

To insert chapter-page numbers in the header or footer, follow these steps:

1. On the Insert menu, click Page Numbers.

2. In the Position list, choose the location for the page numbers.

3. Click Format.

4. Select the Include Chapter Number check box.

5. In the "Chapter Starts with Style" list, select Heading 1.

6. Select Start At, and select "1" from the list.

7. Click OK twice.

Chapter and page numbers now appear in the header and footer. Because page
numbers include the chapter number, they will be included automatically when you
insert the table of contents and the index.

MORE INFORMATION
================

For additional information, please see the following articles in the Microsoft
Knowledge Base:

  Q127249 How to Create a Table of Contents in Word

  Q72763 How to Create Multiple Tables of Contents

  Q125937 How to Create a Table of Contents or an Index with Field Codes

Additional query words: table contents create chapter numbering text header footer page index hide outline how to

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Keywords          : kbdta word97 
Technology        : kbWordSearch kbWord97 kbWord97Search kbZNotKeyword2
Version           : WINDOWS:97
Issue type        : kbhowto

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