HOW TO: Include Chapter Numbers in Header or Footer in Word 2000

This article explains how to use the heading-numbering feature in Word 2000 as it applies to the table of contents, page-numbering, and index features, 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. To access the options and settings for heading numbering, click Bullets and Numbering on the Format menu. On the Outline Numbered tab, select one of the samples that uses headings.

For example, the first chapter begins like this and you want the following in the header and the following in the table of contents: Ordinarily, for 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 example: This article explains how to display the chapter number in your 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 requires that you to use the Heading 1 style to provide automatic chapter numbering. If you are already using Heading styles in your document, they must all be changed to the next-highest level, so that Heading 1 can be reserved for chapter numbers.

TIP: If you need to make many changes, start with the highest-numbered heading style first. If the highest heading level used is Heading 7, use Find and Replace to change all of the Heading 7 paragraphs to Heading 8, and then change Heading 6 paragraphs to Heading 7, and so on. This is the easiest way to change the heading levels of all the paragraphs in your document.

Step 1: Show Nonprinting Characters in Text

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

• On the standard toolbar, click Show/Hide. (This button has a paragraph mark symbol on the face.) -or-
  
  
• On the Tools menu, click Options, and then click the View tab. Under Formatting marks, click to select the All check box, and then click OK.

Step 2: Format the Heading 1 Style

1. On the Format menu, click Style.
2. In the Styles list, select Heading 1, and then click Modify.
3. Click Format, and then click Numbering.
4. Select the numbering style that you want to use. (If you have already chosen a numbering style in the document, this setting is pre-selected.)
5. Click OK.
6. Click Format, and then click Font.
7. On the Font tab, click to select the Hidden check box.
8. Click OK twice.
9. Click Apply.

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 also "carry" the formatting applied to the paragraph.

1. Create a blank line (insert 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 Heading 1 in the Style list.
     
     -or-
     
     
   • Place the insertion point in front of the paragraph mark. On the Format menu, click Style. Click Heading 1 in the list, and then click Apply.
   
   The blank lines are 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. Click to select the Include Chapter Number check box.
5. In the Chapter Starts with Style list, click Heading 1.
6. Click Start At, and then click 1 in the list.
7. Click OK twice.

Chapter and page numbers now appear in the header or footer. Because the page numbers include the chapter number, chapter numbers are included automatically when you create a table of contents or index.

For additional information, click the article number below to view the article in the Microsoft Knowledge Base: