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Appendices, ToCs, and pagination

Posted on 1998-12-11
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Last Modified: 2008-03-10
I'm running into a problem with generating Tables of
Contents in MS Word 97 (under Windows 95).
The problem centers around adding an appendix (or several
appendices) to a document.  The normal custom is to
restart the page number for each such appendix; instead
of numbering from 1 to "n", we are supposed to number
from "A-1" to "A-n" for Appendix A, "B-1" to "B-n" for
Appendix B, and so on.
While I can modify the footer (and the text box in the
footer that has the page number) to include the "A-" or
"B-", I cannot get that prefix into the ToC rendering
of the page number.
The "include chapter number in page" won't work.  The
catch is that all our chapters are numbered, and "A" and
"B" are NOT numbers.
Is there are any way to convince Word that Chapter 9 is
followed by Appendix A, NOT chapter 10?
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Question by:dmcgregor
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bruintje earned 200 total points
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Hi,

Found this at the support site of MS just answers your question

http://support.microsoft.com/support/kb/articles/q181/5/95.asp?FR=0

And as an extra this one

http://support.microsoft.com/support/kb/articles/q190/5/50.asp?FR=0

Could be handy.

:O)
Bruintje

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by:bruintje
Comment Utility
How are things going?
Is it working yet?
:O)
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Author Comment

by:dmcgregor
Comment Utility
Aside from the holidays, I had difficulty using Netscape to access MS Support (the
registration I had to fill in was lost once).

You may want to consider describing the solution in your answer (assuming MS will let
you do that :-).

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LVL 44

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by:bruintje
Comment Utility
Typical, that's why I use IE for the MS sites and for the others Opera :O)

But OKidOKi

To create more than one table of contents in one document, follow these steps:
1. Create a separate bookmark for each section of the document for which you want to create a Table of Contents.
To create the bookmark:
a. Select the entire section and then click Bookmark on the Edit menu.
b. In the Bookmark Name box, type a name for the bookmark, for
      example "part1" (without quotation marks), and then click the Add
      button.
2. Repeat Step 1 for each section of the document for which you want to build a separate Table of Contents.
3. If you will be generating the table of contents based on the built-in heading styles, then apply the styles as required. If you will be generating the Table of Contents with other styles, then apply those styles as required.
4. If you will be using TC fields to generate the table of contents, then mark the text that you want to include in the table as follows:
a. Select the text that you want to include and then press
      ALT+SHIFT+O.
      The Mark Table of Contents Entry box will appear.
b. To assign a different indent level to the text, change the number in
      the Level box.
c. To assign a different indent level to the text, change the number in
      the Level box.
d. Choose Mark when you're done.
      Word will create a TC field in the document that contains the text
      that you selected.
     
      NOTE: You can also insert a TC field in your document by clicking
      Field on the Insert menu. Under Categories, click Index And Tables,
      click TC under fields, and then type the desired text.
5. To create the table of contents for the first section that you bookmarked, follow these steps:
a. Place the insertion point where you want the Table of Contents for
      that section to appear.
b. On the Insert Menu, click Field, and then from the Index And Tables
      Category, click TOC. Click Options to bring up the Field Options
      dialog box.
c. Click the \b switch and click Add to Field. Then, type in the
      bookmark name after the switch.  For example  "TOC \b part1"
      (without the quotation marks).
      Word will default to building the Table of Contents based on the
      built-in Heading Styles if no other switches are added to the field.
d. The following are examples of some other switches that can be added
      to the TOC field:
         \f     builds a TOC using TC field entries
         \t     builds a TOC using other style names
         \o     builds a TOC using heading styles (outline levels)

   NOTE: If you want to build the TOC using heading styles as well as TC
   fields or other styles, then you must add the \o switch as well as the
   \f and \t switches.

6. Repeat Steps 3-5 for each section of the document for which you want to create a separate Table of Contents.
This procedure can also be used to create multiple indexes or tables of authority.
For more information about Table of Contents and fields, click Contents And Index on the Help menu, click the Index button in Word Help, type the following text
   table of contents, field codes

and then click Show Topics. Select the "Using field codes for indexes, tables of contents, or other tables" topic, and click Go To. If you are unable to find the information you need, ask the Office Assistant.

and the handy one

Using the instructions in this article, you can create two page numbering schemes to resemble the following:

   The header will display the numbering scheme of:
   
      <Page Number> of <Total Number of Pages in Section>
   
   The footer will display the numbering scheme of:
   
      <Page Number of total pages in the document>


For example, on page 3 of section 1 (the third physical page of the total document), the header will display "Page 3 of 4" and the footer will display 3. On page 2 of section 3 (the eighth physical page of the total document), the header will display "Page 2 of 4" and the footer will display 8.


MORE INFORMATION
NOTE: This process assumes that you have a document with multiple sections, and that you are familiar with inserting field codes.

To create a numbering scheme that uses consecutive numbering throughout the document and a second numbering scheme that numbers each section beginning at 1, use either of the following methods.



Method 1: To Create a Numbering Scheme by Using SEQ Fields

Place the following two field codes on the first page of the document:
{SEQ variable1 \h \r {SectionPages} }

{SEQ variable2 \h \r0}

NOTE: the \r is followed by the number zero, not the letter "O."


Place the following field codes at the beginning of each section after the first section:
{SEQ variable2 \h \r {={SEQ variable1 \c} } }

{SEQ variable1 \h \r {={SectionPages}+{SEQ variable2 \c} } }


Position your insertion point at the top of the document, and on the View menu, click Header And Footer.

In the Header, position your insertion point where you want the page number, type the word "Page" (without the quotation marks) and a space, and then click the Insert Page Number button on the Header And Footer toolbar.

On the Insert menu, click Page Numbers, and then click Format.

Under Page Numbering, click Start At (1 should appear in the Start At box), and then click OK twice.

Position the insertion point after the Page field, type " of " (without the quotation marks, and including the spaces before and after the word "of"), and on the Insert menu, click Field. Under Categories, click (All). Under Field Names, click SectionPages, and then click OK.

Click Show Next on the Header And Footer toolbar. (NOTE: you should see Header-Section 2 in the header area of the document.) On the Insert menu, click Page Numbers, and then click Format. Under Page Numbering, click Start At (1 should appear in the Start At box), and then click OK twice.

Repeat step 8 for each section of your document.

Click Show Previous on the Header And Footer toolbar until it displays Header-Section 1 in the Header section of the document. Click the Switch Between Header And Footer button on the Header and Footer toolbar. (NOTE: You should see Footer Section 1 in the footer area of your document.)

Place the following field code in the footer to show the page number of the total number of pages in the document:
{={SEQ variable2 \c}+{Page} }


Click Close on the Header And Footer toolbar.

The sequence fields include the \h switch which formats the fields as hidden. Although you can display hidden text by clicking the Show/Hide button on the Standard toolbar, you should turn hidden text off before you print because hidden text affects page breaks and can result in incorrect page numbering.


Method 2: To Create a Numbering Scheme by Using PAGEREF Fields
Page numbering starts at 1 for each section, and the PAGEREF field yields the number of pages in each section. Page numbering appears as "Page X of Y" on each page, where X is the current page in the current section, and Y is the number of pages in the current section.

To create the header numbering scheme, follow these steps:


On the View menu, click Header And Footer.

In Section 1, position your insertion point where you want the page number, and then click the Insert Page Number button on the Header And Footer toolbar.

On the Insert menu, click Page Numbers, and then click Format.

Under Page Numbering, click Start At (1 should appear in the Start At box), and then click OK twice, and then click Close on the Header and Footer toolbar.

In each section of your document, use the following steps to insert a bookmark at the end of the section (for example, if you have 7 sections, repeat these steps 7 times, once for each section):


      a. Select some text at the end of the last page of the section.



      b. On the Edit menu, click Bookmark.



      c. Type a Bookmark Name, such as Sec1 for Section 1, and then click
         Add.



On the View menu, click Header And Footer, and then follow these steps:


      a. Starting at Section 1 of your document, position the insertion
         point after the Page field that you inserted in step 2, and then
         type " of " (without the quotation marks, and including the spaces
         before and after the word "of").

      b. On the Insert menu, click Field. Under Categories, click (All).
         Under Field Names, click PAGEREF, click Options, click the
         Bookmarks tab, select the name of the bookmark you inserted to
         mark the end of the current section, and then click Add To Field.

      c. Click OK twice.

      d. Click Show Next on the Header And Footer toolbar. (NOTE: you
         should see Header-Section 2 in the header area of the document.)
         If Same As Previous is turned on (you will see the words Same As
         Previous on the right side of the dotted line surrounding the
         header or footer), click the Same As Previous button on the Header
         And Footer toolbar to turn it off.

         The words Same As Previous will disappear from the right side of
         the dotted line surrounding the header or footer.

      e. On the Insert menu, click Page Numbers, and then click Format.
         Under Page Numbering, click Start At (1 should appear in the Start
         At box), and then click OK twice.

      f. If field codes are not turned on, press ALT+F9 to turn them on.
         With field codes turned on, the following code will appear

            {PAGE} of {PAGEREF BookmarkName \* MERGEFORMAT}

         where BookmarkName is the name of the bookmark you inserted in
         step 5.

      g. Change the BookmarkName within the PAGEREF field to the name of
         the bookmark for the respective Section.

      h. Repeat steps d and f for each section of your document.

      i. Click Close on the Header And Footer toolbar.

      NOTE: You may need to update the field (press F9) for it to appear
      correctly.


To create the footer numbering scheme, follow these steps:

Position your insertion point at the top of the document and on the View menu, click Header And Footer. Click the Switch Between Header and Footer button on the Header And Footer toolbar.

In Section 1, click the Insert Page Number button on the Header And Footer toolbar.

Click Show Next on the Header And Footer toolbar. (NOTE: you should see Header-Section 2 in the header area of the document.) If Same As Previous is turned on (you will see the words Same As Previous on the right side of the dotted line surrounding the header or footer), click the Same As Previous button on the Header And Footer toolbar to turn it off.
The words Same As Previous will disappear from the right side of the dotted line surrounding the header or footer.


If field codes are not turned on, press ALT+F9 to turn them on. With field codes turned on, delete any {PAGE} field in the footer.

Enter the following field into the footer of section 2:


      {={PAGE} + {PAGEREF BookmarkName (section 1)}}

NOTE: The BookmarkName should be the PREVIOUS Section's BookmarkName.


Click the Show Next button on the Header And Footer toolbar and then follow these steps:


      a. You should see Header-Section 3 in the header area of the
         document. If Same As Previous is turned on (you will see the words
         Same As Previous on the right side of the dotted line surrounding
         the header or footer), click the Same As Previous button on the
         Header and Footer toolbar to turn it off.

         The words Same As Previous will disappear from the right side of
         the dotted line surrounding the header or footer.

      b. If field codes are not turned on, press ALT+F9 to turn them on.

      c. With field codes turned on, change the field to the following:

         {={PAGE} + {PAGEREF BookmarkName (section 1)}
            + {PAGEREF BookmarkName (section 2)}}



Repeat step 6 for each section of your document.
NOTE: You will need to edit the field placed into the footer for each additional section by adding the following to the end of the existing field code between the two end braces ({}):



     + {PAGEREF BookmarkName (previous section x)}

NOTE: x represents the PREVIOUS section number.

For example, Section 4 of our example would be:



      {={PAGE} + {PAGEREF BookmarkName (section 1)}
         + {PAGEREF BookmarkName (section 2)}
         + {PAGEREF BookmarkName (section 3)}}



Click Close on the Header And Footer toolbar.

Hope this helps
:O)



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