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: Chapter Numbers in Indexes and TOAs.

Chapter Numbers in Indexes and TOAs

by Allen Wyatt
(last updated August 1, 2015)

Pam wrote about a problem she was having with getting chapter-number prefixes to appear in her index and table of authorities. She could get the chapter number to appear in the table of contents, but not the other two elements.

Word is capable of using either of two general formats for page numbering: It can use either a number by itself, or it can use a combination of a prefix followed by a number. However, it can use only one page format in a given document. You set the format you want to use for a document by displaying the Insert tab of the ribbon, clicking the Page Number tool in the Header & Footer group, and then choosing Format Page Numbers. Word displays the Page Number Format dialog box. (See Figure 1.)

Figure 1. The Page Number Format dialog box.

Using the controls in the dialog box you can specify if Word is to include the chapter number with the page numbers it generates.

In order for chapter-number prefixes to work, the prefix must be a numbering format selected for one of the built-in heading styles that come with Word. This means that in order to include this prefix, your chapter heading style must be numbered. This would result in all chapters starting with a number, which is generally not the way chapters start. To prevent this, the number that Word adds to the chapter heading must be formatted as hidden.

The general steps, then, are to first use a Heading style for your chapter name and number. Then, number the chapter headings using hidden text, pick a page format that will use heading numbers, and create your indices, table of contents, table of authorities, etc. The steps are:

  1. Format your chapter headings as, say, Heading 1. If you have one chapter per document, then you will need to do this (and all these steps) in each document.
  2. Place the insertion point in the heading and display the Home tab of the ribbon.
  3. In the Paragraph group, click the Multilevel List tool. Word displays a selection of available lists.
  4. Choose Define New Multilevel List. Word displays the Define New Multilevel List dialog box.
  5. Click the More button. (See Figure 2.)
  6. Figure 2. The Define New Multilevel List dialog box.

  7. Change the Start At value to be the same as the chapter number. For instance, if you are working on the document for Chapter 5, then change the Start At value to 5.
  8. Click the Font button. Word displays the Font dialog box. Notice that in the Formats area of the dialog box that all the controls are grayed out. (See Figure 3.)
  9. Figure 3. The Font dialog box.

  10. Make sure the Hidden check box is selected (it has a bold check mark in it), then click on OK. The Font dialog box closes.
  11. In the Customize Outline Numbered List dialog box, make sure that Number Alignment is set to Left and the Aligned At value is set to zero.
  12. Click the More button. Word displays an expanded Customize Outline Numbered List dialog box.
  13. Make sure the Link Level to the Style drop-down list is set to Heading 1, and change the Follow Number With drop-down list to Nothing.
  14. Click OK.
  15. Display the Insert tab of the ribbon.
  16. Clicking the Page Number tool in the Header & Footer group. Word displays a number of options.
  17. Choosing Format Page Number. Word displays the Page Number Format dialog box.
  18. Make sure the Include Chapter Number check box is selected.
  19. Click on OK to dismiss the Page Number Format dialog box.

When you create your index or other special tables, the page numbers will show with the chapter-number prefixes in place. Because each chapter is a separate file, you must do this for each chapter, making sure to pick the appropriate start-at number in step 6.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (10622) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Chapter Numbers in Indexes and TOAs.

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

Deleting a Toolbar

After a time you may not need one of the custom toolbars you've created. This tip explains how to free up resources in ...

Discover More

Inconsistent Output for Empty Columns in a CSV File

When you create a CSV file in Excel, the information stored in the file may not contain all the fields that you think it ...

Discover More

Getting Rid of Background Color in All Tables

When working with tables (particularly those created by others), you can spend a large amount of time getting the ...

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step today!

More WordTips (ribbon)

Including Section Numbers in an Index

When you use Word to create your index, you'll normally only include a page number in the index. If you want to create an ...

Discover More

Creating an Index Entry

In order to create an index, you first need to create the entries that will be used to compile the index. Here's how you ...

Discover More

Specifying Index Section Dividers

When adding an index to your document, you can use one of the available field switches to specify how the index should be ...

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 seven more than 6?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


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.