Chapter Page Numbering & Multi-Level List Working on Some Pages and Not Others

Question

I have a word document made up of 3 sections broken up by different page number types:

1. TOC, Pg numbers listed as "I, II, ect."
2. Main Report, "Page 1 of 29"
3. Appendix Headings, "A-1"

I have created two Multi-level lists. One for the Main Report which uses Headings 1-3 and one for the Appendix, which uses Headings 4-11, so that they can be referenced and updated in the TOC with hyperlinks.

Main Report Multilevel List

Appendix Multilevel List

Each appendix has its own separate heading with applicable chapter number. My issue is the "A-1" page numbering is only working on certain Appendix pages (2/8)

Working Page Example:

Non-Working Page Example:

I also need to be able to format the chapter number according to the applicable heading style, but it is only allowing me to select up to Heading 9 when I need Heading 10 and 11.

What am I doing wrong? Do I need to go about this a different way to get the results I want? I did the same thing on a different document with 5 less appendix tabs and not sure what I am doing wrong on this one.

Answer 1

This is a very long question and I am unsure that I've grasped it all.

I have no clue why you are using a separate multilevel list for the appendices. You should only need one level in your main list for what I am seeing.

Your main level MultiLevel List seems to be only three levels.

How to number headings and figures in Appendixes in Microsoft Word by Shauna Kelly

The maximum number of heading levels in any list is 9.

Do you have some government regulation that is telling you to use 11 levels?

You do not seem to be tying the bulk of your levels to existing paragraph styles.

The following is from my boilerplate answer on numbering. I have it for a reason. This is the tried and true way to get numbering that works. Please read through it.

If you use automatic paragraph numbering or bullets read Shauna Kelly's directions on numbering and bullets. Start with How to create numbered headings or outline numbering in Word 2007 and Word 2010. For large documents you must follow these directions or you will lose your hair!
(Mac version: https://www.brandwares.com/bestpractices/2016/06/outline-numbering-in-word-for-os-x/). For styles attached this way, you also control the left indents through the Define New MultiLevel List dialog not the Ruler or the Modify Style dialog.

This may seem a bit convoluted at first, but it really is not. Just follow the steps. Shauna Kelly's instructions use the built-in heading styles, but you can use any existing paragraph styles including your custom styles. There are, however advantages to using the built-in heading styles when you create a Table of Contents. Here are some more advantages: Why Use Word's Built-In Heading Styles? by Shauna Kelly Note, you can modify these built-in styles to look exactly the way you want.

You want to do this even if what you want is a single-level list if you want the most control over your list.

If you want, I can provide links to videos demonstrating setting up numbering linked to styles.

The basic idea is that the numbering is set using the Define MultiLevel List dialog with each numbering level being attached to an existing paragraph style. Once you have this set up, you should not use the buttons for numbering in the Ribbon but rather apply the appropriate style for that level.

You can save a document with this as a template for future documents if you want so you will not need to do this every time.

Styles in a multilevel list, when properly set up, can be a part of a [Quick] Style Set or applied by a macro using the Organizer method.

• [Quick] Style Sets and Word Themes in Microsoft Word
• [Quick] Style Sets
• A Global StyleSheet in Microsoft Word?

Answer 2

Hi Charles,

Thank you for replying.

I am using 2 Multi-level lists because I have 8 Appendix tabs that need to have their own page numbering (A-1, B-1, C-1, ect.) that links into my Table of Contents. Each tab has its own heading style, Appendix A is Heading 4, Appendix B is Heading 5, Appendix C is Heading 6, so that the chapters can correlate back to the page number and thus back to the table of contents without needing manual edits.

Are you saying that I can just use one heading style for each Appendix title and still have the page numbering I need, such as:

Appendix A, Pg. Number A-1

Appendix B, Pg Number B-1

Appendix C, Pg Number C-1 Etc

Thank you!

Answer 3

You need to use the same heading style for all the appendixes. This can be level 4 (Heading 4) in your main multilevel list if you're using only three levels there. Using A, B, C numbering, you will get Appendix A, Appendix B, Appendix C, etc., and you will select Heading 4 as the style to use for your chapter number in order to get A-1, B-1, etc., in page numbering.

Answer 4

Hi Charles,

Thank you for replying.

I am using 2 Multi-level lists because I have 8 Appendix tabs that need to have their own page numbering (A-1, B-1, C-1, ect.) that links into my Table of Contents. Each tab has its own heading style, Appendix A is Heading 4, Appendix B is Heading 5, Appendix C is Heading 6, so that the chapters can correlate back to the page number and thus back to the table of contents without needing manual edits.

Are you saying that I can just use one heading style for each Appendix title and still have the page numbering I need, such as:

Appendix A, Pg. Number A-1

Appendix B, Pg Number B-1

Appendix C, Pg Number C-1 Etc

Thank you!

Suzanne is correct that you only need one level for your Appendices.

Yes, I am saying that having one list level and one corresponding style for all of your Appendix headings is all you need and will work the best. I'm not sure what you mean when you say that each tab has its own heading style so that the chapters can correlate back to the page number and table of contents.

In your TOC, you are showing them all at one level. Your page numbering will work far better if you are using one level for your appendices because it refers to a particular level to pick up the Chapter.

I again urge you to tie each level you are using in your multilevel list to an existing paragraph style and use that style to apply the numbering. You can format the styles so that the style you are using for your Appendix headings looks the same as the one being used for Heading 1 or Heading 2 if you wish, but it must be a separate style.

By the way, Suzanne's screenshot is not showing the styles in the list dialog except for the assignment in the level she is using for the Appendices. I am sure they are there. Some versions of Word do not show them in the dialog for levels in general. I've complained about that in the past.

Answer 5

Thank you both for your replies.

I would think it would be that easy too but for some reason I found instructions as having the separate heading styles being the only way for me to hyperlink my separate appendix pages to the A-1, B-1, ect. I will try this out and see what happens.