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: Using Chapter Numbers with Page Numbers.

Using Chapter Numbers with Page Numbers

by Allen Wyatt
(last updated March 16, 2017)

3

Word provides many different ways you can set up and use page numbers in your documents. Typically, page numbers are placed in either your headers or footers so that they appear on each page of the document. In other WordTips issues you learn how to specify the starting page number to be used within a document. Word also allows you to automatically include a "chapter number" as part of your page numbers.

Before you instruct Word to automatically include chapter numbers with page numbers, you need to make sure that you are using a named style for your chapter headings. For instance, you might specify the Heading 1 style to be used for chapters. Thus, anytime a Heading 1 style is used in your document, it signifies the start of a new chapter.

In addition, your document must be using a multilevel list that is associated with the heading styles you are using. (This is the only way that Word can automatically keep track of what your chapter numbers are.) You can easily set up the multilevel list by displaying the Home tab of the ribbon and clicking the Multilevel List tool in the Paragraph group. Just make sure you choose one of the lists in which you see the word "Heading." These are the lists that are tied to the heading levels.

With these two elements in place, you are ready to add chapter numbers to your page numbers. Follow these steps:

  1. Display the Insert tab of the ribbon.
  2. Click Page Number, in the Header & Footer group, and then choose Format Page Number. Word displays the Page Number Format dialog box. (See Figure 1.)
  3. Figure 1. The Page Number Format dialog box.

  4. Make sure the Include Chapter Number check box is selected.
  5. Use the Chapter Starts with Style drop-down list to specify the style you are using to indicate the beginning of each chapter. As already described, this will be a style such as Heading 1.
  6. Use the Use Separator drop-down list to specify a character to use between the chapter number and the page number.
  7. Click on OK. If you get an error message at this point, it means that you didn't specify a multilevel list to be used with the headings in your document. (See the info on this earlier in this tip.)
  8. Still in the Header & Footer group, click either Header or Footer, depending on where you want your page number to appear.
  9. From the available options, click an option that represents how you want your page number to appear.

That's it. Your page number, with a chapter number included, is added to your document.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (8554) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Using Chapter Numbers with Page Numbers.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Using the SYMBOL Field

The most common way of adding symbols to a document is to use the Symbol dialog box. There is another way, however, that ...

Discover More

Changing Kerning

When you need to adjust the space Word uses between characters, you need to adjust what is called "kerning." This tip ...

Discover More

Changing AutoFormatting Rules

The AutoFormat feature of Word can be configured to make changes to a variety of conditions in your document. Here's how ...

Discover More

The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2013. Spend more time working and less time trying to figure it all out! Check out Word 2013 For Dummies today!

More WordTips (ribbon)

Quickly Displaying the Page Setup Dialog Box

The Page Setup dialog box is indispensable in setting up the overall look of your document. You can display the dialog ...

Discover More

Changing the Starting Page Number

Word normally numbers pages in a document starting at one and extending as far as the number of pages you have. If you ...

Discover More

Odd Page Numbers Disappearing

Page numbers in printed pages are often a necessary part of formatting a document. What do you do if your printed output ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is six minus 3?

2017-03-16 07:23:23

Lucy Look

This is GREAT! I work on proposals for the government, and they sometimes require "paragraph" or "section" numbers to be included in the header or footer. They mean section or chapter numbers, so this saves a lot of work. It never occurred to anyone on my team to do it this way.


2017-03-16 06:26:37

Surendera M. Bhanot

Thanks Allen, Great Tip!!


2017-03-13 12:59:56

Bhagubhai

Thanks. Very informative.


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.