Word 2013 - Self-Numbering Chapters

Hey everyone,

I am writing a novel in which I sometimes add chapters in the middle. (e.g. b/c I split a long chapter into two.)  When I do so, I then have to renumber all subsequent chapters. e.g. if the novel has 41 chapters, and I split Chapter 20 into 20 & 21, I have to manually change 21 to 22, 22 to 23...all the way out to changing 41 to 42.

The chapter headings are merely single lines in bold underline e.g.

Chapter 20

is there a way to auto-number my chapters, so that if I add one in the middle, the others will renumber accordingly. (Just as if I have a numbered outline and add an item in the middle...?)

Thanks,
Steve
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Stephen KairysTechnical Writer - ConsultantAsked:
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regmigrantCommented:
Define a new Style, and in the format numbering section put Chapter before the number and change font, size, bold as needed,

How you define a style depends on your version of word, I've included examples in doc format but the principle will work across versions
Chapter-11.doc
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Stephen KairysTechnical Writer - ConsultantAuthor Commented:
OK, so it looks like you added a Chapter style (per the ribbon in 2013)
But...

Styles on Ribbon
(1) How do I add the style to MY file?
(2) Will it apply only to this one docx file?
(3) How do I configure it to auto-number the chapters?

Thanks!
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GrahamSkanRetiredCommented:
You can use SEQ fields to create sequential numbers in a document.  With field codes showing in the document (Alt+F9 toggles the display between codes and results), the chapter lines would look like this:
Chapter { SEQ chap }
Note there can be several such numbering sequences in a document.  The 'chap' text is arbitrarily chosen and is used to determine to which set of SEQ fields this one  belongs.
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Stephen KairysTechnical Writer - ConsultantAuthor Commented:
Hey everyone,
@Graham, I just saw your comment. But, by that time, I had cobbled together a solution. Found a YouTube video (which I've since closed by accident), and used the info therein as a starting point. From that point, I felt my way until I found a solution...but not even sure I could explain the exact steps.

OTOH, I know you put in some effort to post this solution, so if you want, I can still give you credit; however, I don't think I'll have time to try is out. What do you think?

Thanks,
Steve
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GrahamSkanRetiredCommented:
I don't need credit.
What I, and other users, would like is an idea of what the alternative solution is. If you can't explain it fully, perhaps a few steps along the way would suffice. Cheers
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regmigrantCommented:
Hi Steve

it looks like you found a solution but to answer your questions:

1). Open both files together, click on the little arrow to the bottom right of the styles box then on the manage style icon at the bottom right of the styles dialog that opens, find chapterss and press import/export and then choose your file as the target
2). you can do the above to copy it to Normal.dotm and it will be there for every new file, alternatively create your own template (file save as, template) and every file you base on that template will have it.
3). The first line you mark with Chapterss style will be called Chapter 1, the next Chapter 2 and so on. as you add/remove lines with the style the numbering will change.

- you can right click  a chapter heading and change the numbering style for a particular line to start at a new number.
- you can also choose the style for the next paragraph after a Chapter heading, at the moment it selects normal but you can, for example, have your own body test defined
-you can add to the numbering options so that chapter sub-headings are also numbered

Styles are extremely powerful and much underrated !
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Stephen KairysTechnical Writer - ConsultantAuthor Commented:
@Graham. OK, I'll post a rough idea of what I did with the next two days.

@Regmigrant - Thanks for the suggestions. Don't think I'll have a chance to try them but your help is still appreciated.
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GrahamSkanRetiredCommented:
Hi Stephen,

To expand on the situation, the administration here is anxious to be able to provide answers to general questions that raise a specific point so that searchers can apply the answer to their own difficulty.

To meet this ambition, the experts try to provide answers that they hope will have general applicability.
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Stephen KairysTechnical Writer - ConsultantAuthor Commented:
@Graham, so in this case, your answer per SEQ would have that "general applicability"? :)
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GrahamSkanRetiredCommented:
If you found it useful, yes,
If, however, you found a workable alternative solution, then 'we', i.e. the general experts-exchange community would love to know it.
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Paul SauvéRetiredCommented:
Hi Stephen,

My approach is quite simple. I use the style Heading 1 in conjunction with the numbering function.

On the first paragraph title line, use the  Heading 1 style.

Now select the Home tab ―> Paragraph group ―> Multilevel List option. Now choose the list option with Chapter.

The Heading 1 style now becomes Chapter 1 Heading 1
Chapter Heading 1 multilevelI have also attached a copy of the file
Chapter-Heading-1-multilevel.docx
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Paul SauvéRetiredCommented:
a little clip I posted on YouTube: https://youtu.be/QKLbx_OP1WI
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Stephen KairysTechnical Writer - ConsultantAuthor Commented:
Hey Everyone,
Sorry for the delayed response.

My solution was a rough version of Paul's...including using Define MultiLevel List. Paul, when I get a chance, I'll try out your method.

Steve
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GrahamSkanRetiredCommented:
Thank you for taking the trouble to document your chosen method.
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Stephen KairysTechnical Writer - ConsultantAuthor Commented:
Hi everyone. I have not forgotten about this question, but it's been a very busy week between this project and other work. I should have some time to review by middle of next week. Thanks.
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regmigrantCommented:
Hi Stephen

Glad you found a solution you are comfortable with I would point out the Paul's solution is the same as my original suggestion (with better instructions).

The main difference is that mine separates your chapter heading style from normal.dot so documents which use the Heading style and are NOT chapter based will not have the Chapter added.
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Paul SauvéRetiredCommented:
@regmigrant
>> The main difference is that mine separates your chapter heading style from normal.dot so documents which use the Heading style and are NOT chapter based will not have the Chapter added.

I noticed that in your attached document (chapter-11.doc) above (ID: 41105284), you created a new style, chapterss, based on Heading 2! Whereas I modified the Heading 1 style directly. But I have to agree with you that, although not the same, both solutions arrive at the same result! You are correct that if you include the chapterss in a normal.dot you can use either chapterss or Heading 2.
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Stephen KairysTechnical Writer - ConsultantAuthor Commented:
@PaulSuave

OK, I'm trying out your directions. You say:

Hi Stephen,

>>On the first paragraph title line, use the  Heading 1 style.

Now select the Home tab ―> Paragraph group ―> Multilevel List option. Now choose the list option with Chapter.<<

Can I assume that by "first paragraph line title" you mean the text "Chapter 1"?

Thanks.
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Paul SauvéRetiredCommented:
@Stephen Kairys
I meant the first (or ANY) paragraph that was to be used as a chapter heading in the original question. But there was no document supplied as an example.

In my example above (ID: 41107265), I used the line that says This is a chapter heading to illustrate the technique...

regmigrant's solution (ID: 41105284) is to Define a new Style, and in the format numbering section put Chapter before the number and change font, size, bold as needed..., however you have to define a new style 'Based on' one or other of the Heading styles in order to generate the TOC of the document...

I hope that my explanation is clear.
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Stephen KairysTechnical Writer - ConsultantAuthor Commented:
Hi Paul,

Sorry for the delayed reply.

So when you say:

Now select the Home tab ―> Paragraph group ―> Multilevel List option. Now choose the list option with Chapter.

Do you mean that I click on that little icon with the lines (1,2,3) below MAILINGS, and then choose DEFINE NEW MULTILEVEL LIST?

AutoNumber Chapter (1)
Thanks!
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Paul SauvéRetiredCommented:
>>Do you mean that I click on that little icon with the lines (1,2,3) below MAILINGS, and then choose DEFINE NEW MULTILEVEL LIST?

NO―I mean choose the list option with Chapter:Chapter
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Stephen KairysTechnical Writer - ConsultantAuthor Commented:
Paul,

So far, your method is working. I'm in the process of creating all the chapter headings (to replace the manually typed-in headings). I hope to close out this question by tomorrow (Nov 12) at the latest.

Thanks,
Steve
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Stephen KairysTechnical Writer - ConsultantAuthor Commented:
Paul,

Question:

When I position the cursor between CHAPTER 35 and the first text line, and press [DEL], the text font changes per the before-and-after image below.

Word Issue (Font After Heading)
I don't think it happens for every chapter, and it's not a showstopper, but I'm still curious. FYI: I changed the default font of the heading to the Times New Roman black bold italics you see below. (The original font was blue and was likely not Times New Roman.)

Thanks,
Steve
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Paul SauvéRetiredCommented:
>>When I position the cursor between CHAPTER 35 and the first text line, and press [DEL], the text font changes per the before-and-after image below

if you click on the ¶ (the pilcrow character) in the Home tab ―> Paragraph group to display the non-printing characters in your document, I could more easily tell you what has happened. That, or just post a page or 2 of of your (redacted) document.

Thanks
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Stephen KairysTechnical Writer - ConsultantAuthor Commented:
Paul,
OK here you go. Chapter 35 has the problem w/the changing font.. Chapter 36 does not.  This comparison holds when I press [DEL] to the left of the blue paragraph mark.

Btw, BLUE was the color of the original heading before I changed it.

Thanks,
Steve

Comparison of chapter headings
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Paul SauvéRetiredCommented:
In the case above (ID: 41228892), you have, in fact, removed the first (blue) paragraph marking.

By removing the paragraph mark BELOW Chapter 35:
Chapter 35(new line - SHIFT-Enter on the keyboard)

(new paragraph - Enter on the keyboard)

The quick brown fox....  
BECOMES:
Chapter 35(new line - SHIFT-Enter on the keyboard)

The quick brown fox...

When you use new line (SHIFT-Enter on the keyboard) the following line is considered as being part of the paragraph and keeps the style of said paragraph (in this case - Heading 1).

That is why I always set Files tab ―> Options ―> Display and check the Tab characters and Paragraph marks boxes in the Always show these formatting marks on the screen.

That way I can tell the difference between a series of spaces (which MANY people use instead of tabs) and the Tab characters and the new line (which MANY people use instead of new paragraph) and the Paragraph marks.

Why the BLUE paragraph mark? Because when you changed the font to Times New Roman black, you FORGOT to select the final paragraph mark.
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Stephen KairysTechnical Writer - ConsultantAuthor Commented:
OK, Thanks. Pretty cool feature to be able to see the paragraph marks, etc.

Will assign accept answer(s) momentarily

Steve
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Stephen KairysTechnical Writer - ConsultantAuthor Commented:
Thank you, everyone for your help!

@Paul - Great solution and a good learning experience.
@Regmigrant - Thanks for pointing me in the right direction.
@Graham - Thanks for suggesting the SEQ solution (which I did not try) and for keeping after me to stay engaged in the question! :)

Steve
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Paul SauvéRetiredCommented:
Good stuff - Word is quite a powerful word processing app, but it takes a LONG time to figure everything out (which I haven't managed to do yet).

Paul
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