Errors with Chapter & Appendix (Heading List) Numbering in One Doc

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Alison - 05 Jun 2006 19:52 GMT

OS: XP 5.1, Service Pack 2
Word: 2003 SP2

I have a large document (240+ pages) with 11 Chapters and at least 6
Appendices (and yes, I have read and applied the lessons from
http://www.shaunakelly.com/word/numbering/outlinenumbering.html - several
times)

The Chapters use Headings 1 through 4 and the Appendices use 6 through 9 in
the following format:

Chapter 1: XXXX Appendix A: XXXX
1.0 XXXX A.0 XXXX
1.0.1 XXXX A.0.1 XXXX
1.0.1.1 XXXX A.0.1.1 XXXX

The problem is mostly with the Appendices, for example

Appendix D: XXXX

D.0 XXXXX

D.0.1 XXXX

D.0.1 XXXX (Should be D.0.2)

D.0.1.1 XXXX

E.0.1.1 XXXX (Should be D.0.1.2)

D.0.1 XXXX (Should be D.0.3)

D.1 XXXX (Correct)

Also, when I move from Chapters to Appendices and then apply a numbered
Caption Label (Insert > Reference > Caption), it takes it's numbering from
the previous Chapter number. If I specifically tell it to use Heading 6 (for
the Appendix number), then it renumbers the previous Chapter's tables with
the Appendix number.

I realize that changing the heading styles might solve all this, but I've
inherited this format and have to live with it. If I could find a way
(without using Master Document) to add cross references and create auto TOCs
across files then I would make a separate file for the Appendices and
re-create the Appendix numbering scheme starting using Headings 1 through 4,
which I hope would make the whole headache go away.

Reply to this Message

Suzanne S. Barnhill - 05 Jun 2006 21:44 GMT

For this I think you need another of Shauna's articles:
http://www.ShaunaKelly.com/word/numbering/NumberingAppendixes.html

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Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
Word MVP FAQ site: http://word.mvps.org
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> OS: XP 5.1, Service Pack 2
> Word: 2003 SP2
[quoted text clipped - 42 lines]
> re-create the Appendix numbering scheme starting using Headings 1 through 4,
> which I hope would make the whole headache go away.

Reply to this Message

Alison - 06 Jun 2006 00:21 GMT

Thanks. That helped with the Tables/Figures issues, but as far as the
headings are concerned, there is no change. They are still messed up as
described in my first posting (below).

Additional info: The "Previous Number Level" box does not allow me to refer
to the proper number level. It leaves the space blank or arbitrarily chooses
the level it wants (always the wrong one), Forcibly selecting the
appropriate level simply messes up the numbering format even further.

Alison

> For this I think you need another of Shauna's articles:
> http://www.ShaunaKelly.com/word/numbering/NumberingAppendixes.html
[quoted text clipped - 51 lines]
> 4,
>> which I hope would make the whole headache go away.

Reply to this Message

Suzanne S. Barnhill - 06 Jun 2006 00:44 GMT

You do have all your headings (both main document and appendixes) set up as
part of a single outline-numbered list?

Signature

> Thanks. That helped with the Tables/Figures issues, but as far as the
> headings are concerned, there is no change. They are still messed up as
[quoted text clipped - 62 lines]
> > 4,
> >> which I hope would make the whole headache go away.

Reply to this Message

Alison - 07 Jun 2006 00:24 GMT

I do now! and after spending a couple of hours fighting with it, it works as
it should. Thank you very much!!!!

The only problem remaining is with the TOC. For some reason the numbering
scheme for Headings 2 and 7 (equivalent headings for Chapters and
Appendices, respectively) refuse to appear in anything but bold face type.
Headings 3, 4 and 8 work correctly, but Appendix Heading 9 (equivalent to
Chapter Heading 4) has the same problem.

I can't figure it out the problem as they all have the same kind of font
formatting, both in List numbering and through their individual font setups
as well as with their TOC style settings.

Any suggestions?

Alison

> You do have all your headings (both main document and appendixes) set up
> as
[quoted text clipped - 79 lines]
>> > 4,
>> >> which I hope would make the whole headache go away.

Reply to this Message

Suzanne S. Barnhill - 07 Jun 2006 03:45 GMT

Make sure that the actual numbering doesn't have bold formatting (in the
Bullets and Numbering dialog) and that boldface hasn't ever been applied to
or removed from any of the headings as direct formatting. When you format a
paragraph and then change the formatting, sometimes the formatting gets left
on the paragraph mark, and the numbering will adopt the formatting of the
paragraph mark.

Signature

> I do now! and after spending a couple of hours fighting with it, it works as
> it should. Thank you very much!!!!
[quoted text clipped - 96 lines]
> >> > 4,
> >> >> which I hope would make the whole headache go away.

Reply to this Message