Loading
WordRibbon.Tips.Net WordTips (Ribbon Interface)

Paragraph Numbers in Headers or Footers

Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, and 2013. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Paragraph Numbers in Headers or Footers.

Let's say that you have a rather long document—perhaps several hundred pages—and it consists of many numbered paragraphs. In your header or footer you would like to place the paragraph number of first paragraph on the page.

Word provides a rather easy way you can do this using the STYLEREF field. The way you implement the solution, however, depends on how you have your paragraphs numbered. If you are using Word's automatic numbering capabilities (like you would apply to a numbered list), then you should follow these steps if you want to place the paragraph number in the header:

  1. Note the style applied to the numbered paragraphs on the page.
  2. Position the insertion point at the location in the header where you want the paragraph number.
  3. Press Ctrl+F9 to insert a set of field braces.
  4. Type STYLEREF, a space, and the name of the style you noted in step 1.
  5. Type another space and then \n. Your completed field should now look like this, assuming that the style from step 1 is Body Text:
  6.      { STYLEREF Body Text \n }
    
  7. If you want the reference the last paragraph number on the page instead of the first, then add the \l (lowercase L) switch to the end of the field code.
  8.      { STYLEREF Body Text \n \l }
    
  9. Press Shift+F9 to collapse the field. It should now show the number of the first paragraph on the page.

These steps work because of the \n switch, which limits STYLEREF so that it displays only the paragraph number.

If you use a different numbering scheme for your paragraphs—such as manual numbers or perhaps SEQ fields—then the above approach will not work. Instead, you need to create a character style for your paragraph numbers and then apply it to all the numbers in the document. Then you can follow the above steps, but leave out the \n switch. You'll also change the style name in the field code so that it matches whatever character style you've used. For instance, if your style is NumStyle, you would use the following field code:

{ STYLEREF NumStyle }

Provided that NumStyle is a character style, applied only to your paragraph numbers, then when you collapse the STYLEREF field, it shows only the characters you've formatted with the style (your paragraph numbers).

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (8306) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Paragraph Numbers in Headers or Footers.

Related Tips:

Take Control! Master the real power behind Word! Successfully master the secrets of powerful formatting and create documents that stand out from the rest. Best of all, you can create documents that are easy to maintain and quick to change. Check out Word 2007 Styles and Templates today!

 

Comments for this tip:

Debby    04 Sep 2013, 08:37
Perfect. Thanks, Bryan.
Bryan    03 Sep 2013, 08:01
If you want both you could just use two tags: { STYLEREF "Heading 1" n } { STYLEREF "Heading 1" }

(Note that Allen's tip doesn't use quotations around the style name, but I couldn't get that to work in Word 2007.)
Debby    01 Sep 2013, 09:20
I used this tip and showed my Heading 1 numbers in the header. How can I modify the field to also include the Heading 1 text (the paragraph title)? Thanks.

Leave your own comment:

*Name:
Email:
  Notify me about new comments ONLY FOR THIS TIP
Notify me about new comments ANYWHERE ON THIS SITE
Hide my email address
*Text:
*What is 3+4? (To prevent automated submissions and spam.)
 
          Commenting Terms
 
 

Our Company

Sharon Parq Associates, Inc.

About Tips.Net

Contact Us

 

Advertise with Us

Our Privacy Policy

Our Sites

Tips.Net

Beauty and Style

Cars

Cleaning

Cooking

DriveTips (Google Drive)

ExcelTips (Excel 97–2003)

ExcelTips (Excel 2007–2013)

Gardening

Health

Home Improvement

Money and Finances

Organizing

Pests and Bugs

Pets and Animals

WindowsTips (Microsoft Windows)

WordTips (Word 97–2003)

WordTips (Word 2007–2013)

Our Products

Premium Newsletters

Helpful E-books

Newsletter Archives

 

Excel Products

Word Products

Our Authors

Author Index

Write for Tips.Net

Copyright © 2014 Sharon Parq Associates, Inc.