Getting The Appendix, Exhibit and Annex Numbers To Go Into The TOC...

Getting The Appendix, Exhibit and Annex Numbers To Go Into The TOC...



Scenario:  In the back of my document, I have APPENDIX A - D and I have had the request made to include the A- into the actual TOC page numbering.

Many of you (and this is fine) will put in an "A- " before the numbered Field Code.and it is an easy way to get the A- as part of the page numbering within the document footer itself.  Note: this method will not bring in A-1 into your TOC.  Using Heading Styles for the Headings of your Appendices or Exhibits will not by itself do it either.  Let's go over what needs to be done.

1.  Let us assume that we have a four level Multilevel Outline for the main part of the document so Heading levels 5-9 are available for this routine.

2.  Go to Appendix 1 and apply Heading 5 (or the next available Heading) to the Appendix Heading at the top of the page..  In the Multilevel  Outline, make sure you use "Link Level" to the proper Heading Style" (in this case Heading 5) and type the word Appendix followed by the Auto Number (1,2,3 style) in the "Enter Formatting For Number" area.

3.  Continuing In the Multilevel Dialog Box, take care of the Font, Aligned At 0, Text Indent at 0,  Follow Number With "Nothing".

4.  Going back to your document make sure you have a soft return (Shift Enter), after the text "Appendix 1" and Modify Heading 5 and take care of the Font. Then, under Format Paragraph, take care of Centering and 12Pts of After Spacing.  This takes care of the Textual Part of the Appendix Heading (the text under Appendix 1 ).  Now the Heading is in place for this procedure.

Heading 5 Centered
Appendix 1. (Soft Return)
The Company (Hard Return)

5.  Go to the Page Numbering for Appendix A and under "Format Page Number" using the Page Number Button (3rd Button On the left side of your Header/Footer Ribbon).  Under the selection "Chapter Starts With Style" put in the Header number that is controlling that particular Appendix.  The Selection "Use Separator" should be a Hyphen.  Make sure your Number Format is 1,2,3 and it is set for "Start At 1".

6.  Center the cursor in your Footer and bring in the Page Number using your  Page Number Button (3rd from the left) and choose Current Position.  When the number comes in, the A-1 will all be Gray and all part of the Field Code.  The Gray results from us choosing "Field Shading Always" under File, Options, Advanced, Show Document Content, Field Shading Always.

7.  Run the TOC and the A-1 will now be part of your TOC.  Now use a Different Heading Style for each of the Appendices and follow the routine.  Note.  In the TOC Dialog Box, under "Options", you must make sure that you have included those Headings that are being used for the Annexes or Exhibits so that they are generated in the TOC.  So, if you have a Two Level TOC for the main part of your document and Annexes 1-3 in the back then I would need to include Headings 1-2 and 5-8 in your TOC.  In Options, you will see a 1 next to Heading 1 and 2 next to Heading 2 and I would place a "1" next to Headings 5-8 so that the references to the Appendix numbers will line up with the Heading 1 entries.

Note:  If you have a large amount of Exhibits Annexes and Schedules  I recommend you list them manually as static text under the completed Field Code representing the TOC of the main part of your document.  Remember in the static text whether using a Table or not to use.a Dotted Leader Line followed by the page number such as A-1, B-1 etc. that you key in manually.

Give this a try and if it ever is iasked of you, you will have already been exposed to the routine and it will be easy.

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