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Custom Page numbers in Word 2010 and customized TOC

Posted on 2013-05-14
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Last Modified: 2015-01-16
I have a client who has been working in Word Perfect for years.  They are switching to Word 2010.  They need their page numbers to have letters in front but I want them to be able to automatically update their TOC.  Also in their TOC they want the page numbers to read Notice of Letting NL-1 -- NL-5, etc.  

Is there any way to:
1.  Have Word read letters as well as numbers for the page numbers
2.  Have Words TOC say from this page to this page in the page number area

I know the document isn't set up perfectly.  I am working with them on using Headings etc.  I added a few headings in so you could get an idea of where it would be going.  Thanks for any help on this!
spec-practice.docx
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Question by:karaflanagan
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Eric Fletcher earned 500 total points
ID: 39167943
First, you really ought to consider using styles for a project like this. It may be possible to use just direct formatting, but it'll be much more complicated in the long run. I'd recommend using the built-in style names (Heading 1, Heading 2, etc. for your headings and sub-heads; Body Text & variants for the main content) and then modify the style definitions to manage the formatting.

In your sample, you use Normal for almost everything except for a few paragraphs set as "Header" (usually reserved for page headers). You also have inconsistent formatting for tabs and indents: some use multiple spaces; others use one or more tabs. Ideally, all indents and tabs would be managed by the style definitions.

For your specific ToC question though... The TOC field code cannot manage ranges of page numbering. Moreover, although page numbering can contain a chapter identifier that can be a letter, it isn't designed for lettering out of sequence to get ranges like "NL-1—NL-5". (You could reset numbering to start at "N", but not "NL".)

However, the index function can include page ranges (but not with the prefixes as above), so perhaps you could look into using it instead if the prefix is not essential. A page number range is managed by referring to a bookmarked region in a document within the XE field code. So, as an example, if you created a bookmark named bmLetting to include all of your Notice of Letting section, the index mark field code { XE "Notice of Letting" \r bmLetting } would display an entry as "Notice of Letting, 20–25" in the index.

A possible semi-automated alternative would be to use bookmarks and PAGEREF field codes. You'd need to have bookmarks at the start and end of a section to be able to get the page numbers, but the reference would need to have the prefixes entered manually. For example, with bmNLstart and bmNLend bookmarks set, and you used the following:

Notice of Letting .... NL-{ PAGEREF bmNLstart } — NL-{ PAGEREF bmNLend }

it would display as a pseudo table of contents:

Notice of Letting .... NL-4 — NL-16
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by:karaflanagan
ID: 39168857
Eric,

Thank you for the suggestions, I will check into them as soon as I get a chance.  I am working with the client to create customized heading styles to use in the creation of their documents.  I know that the information is not in the ideal format.  Thanks for the suggestions on the page ranges.
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