Add an appendix to your document

Applies to
Microsoft Office Word 2003
Microsoft Word 2000 and 2002

Do you need to add an appendix to your book, paper, report, manual, or other document? An appendix is a collection of useful information that does not need to be included in the main body of your document. An appendix may contain a table, a list, calculations, data, background information, and other types of information.

When you create an appendix or appendixes in your Word document, you can automatically number your appendixes (for example, Appendix A, Appendix B... or Appendix 1, Appendix 2...), automatically number the pages in your appendixes, and even include them in a table of contents.

Example Word document with appendices

To set up your Word document for an appendix that includes automatic appendix title numbering and automatic page numbering, you use the following Word features:

  • Section breaks, which you use to divide your document into parts or sections. This allows you to restart the page numbering in each appendix if you want.
  • Outline numbering styles, which you use to automatically number your appendixes. This automatic numbering is also displayed when you create the table of contents.
  • Page numbering, which you use to automatically number your pages.

You can also create chapter page numbers (1-1, 1-2...) that are based on the outline numbering styles. When you use section breaks, you can also restart page numbering in each appendix (A-1, A-2, B-1...).

This article shows you how to work with an example document that uses chapter numbering for the chapter titles (Chapter 1, Chapter 2) and has numbered appendixes at the end (Appendix A, Appendix B). For more information about using chapter numbering in your document, click Add numbers to headings and Restart page numbering for each chapter in the See Also section of this article.

Getting started: Add section breaks to your document

If you want to restart page numbering in your appendixes (so that the first page in each appendix is numbered 1) and you have not already added a section break at the beginning of each appendix, insert a section break by doing the following:

  1. Click at the beginning of the appendix title.
  2. On the Insert menu, click Break.
  3. Under Section break types in the Break dialog box, click Next page or Odd page, and then click OK.
  4. Repeat steps 1-3 for each appendix in your document.

Automatically number your appendixes

Using outline numbering styles, you can automatically number your appendixes without typing, for example, Appendix A, Appendix B... or Appendix 1, Appendix 2.... The Outline Numbered tab in the Bullets and Numbering dialog box (Format menu, Bullets and Numbering command) has a chapter-numbering format that you can use.

Outline Numbered tab in Bullets and Numbering dialog box

If you are using chapter numbering in the body of your document (for example, Chapter 1, Chapter 2…), and you want your appendix to have a different type of numbering, such as Appendix A — or if you want to restart numbering — use a heading level style for your appendix title that is different from the style that you use for your chapter titles. For example, if you are using an outline numbering format with Heading 1 chapter titles, you can apply the Heading 7 style to appendix titles, customize the Heading 7 style to look the way you want, and then customize the outline number format to automatically number your appendixes.

Apply and customize the Heading 7 style

  1. Select all of the appendix titles in your document.

ShowHow?

  1. Select the first appendix title.
  2. Press and hold down CTRL.
  3. Select the second appendix title while you continue to hold CTRL.
  4. Repeat step 3 until all appendix titles are selected.
  1. If the Styles and Formatting task pane (task pane: A window within an Office program that provides commonly used commands. Its location and small size allow you to use these commands while still working on your files.) is not open, click Styles and Formatting Button image on the Formatting toolbar.
  2. If Heading 7 is not listed in the Styles and Formatting task pane, click All styles in the Show box.
  3. In the Styles and Formatting task pane, click Heading 7.
  4. In the Styles and Formatting task pane, right-click Heading 7, and then click Modify.
  5. Select any options that you want.
  6. To see more options, click Format, and then click the attribute — such as Font or Paragraph — that you want to change.

Customize an outline number format to automatically number appendixes

  1. Select an appendix title in your document.
  2. On the Format menu, click Bullets and Numbering, and then click the Outline Numbered tab.
  3. Click the list format that you are using for numbered headings in the body of your document, for example, Chapter 1 (the last format choice in the dialog box if you have not already customized your numbering formats), and then click Customize.

 Note   If you don't see the list format that you want, you may need to reset a custom list format to its original setting. Click the format that you want to reset (for example, the format choice in the lower-right corner on the Outline Numbered tab), and then click Reset.

  1. In the Level list, click 7.
  2. In the Number format box, type Appendix and then press SPACEBAR to insert a space after the word Appendix.
  3. In the Number style list, click A, B, C, ..., as shown in the following illustration.

Customize Outline Numbered List

After you click A, B, C, the Number format box displays Appendix A.

  1. In the Number format box, place the insertion point after Appendix A and press SPACEBAR to insert a space.
  2. If the Start at list does not display A, enter A.
  3. Click More.
  4. In the Link level to style list, click Heading 7, and then click OK.

The appendix titles in your document should now be automatically numbered.

Automatically number your pages

Now that you have divided your document into sections and applied heading styles, you can restart page numbering in your appendix or appendixes and add page numbering to your document header or footer.

For more information about formatting page numbers to include chapter numbering, click Insert the chapter number and title in a header or footer in the See Also section of this article.

Format page numbers to include appendix numbering

  1. Click anywhere on the page that contains the first appendix title.
  2. On the View menu, click Header and Footer.
  3. If you want the page number to appear in the document footer, click Switch Between Header and Footer Button image on the Header and Footer toolbar.
  4. If you want the page numbering format in this section to be different from the previous section, click Link to Previous Button image on the Header and Footer toolbar to break the connection between the header and footer in the current section and in the previous section.

In Word 2000 and Word 2002, click Same as Previous.

 Note   Word no longer displays Same as Previous in the upper-right corner of the header or footer.

  1. If a page number does not already appear in the header or footer, click Insert Page Number Button image on the Header and Footer toolbar.
  2. On the Header and Footer toolbar, click Format Page Number Button image.
  3. In the Page Number Format dialog box, select the Include chapter number check box.
  4. In the Chapter starts with style list, click Heading 7.
  5. Under Page numbering, click Start at, and in the Start at box, enter 1 and then click OK.
  6. To format page numbers in the next appendix (section), click Show Next Button image on the Header and Footer toolbar, and then repeat steps 4-8.
  7. When the page numbers look the way you want, click Close on the Header and Footer toolbar.

Include your appendixes in a table of contents

To include your appendixes in a table of contents with the appendix page numbering that you set up, you can include the Heading 7 style when you build your table of contents by using heading styles. For example, do the following:

  1. Click in the document where you want the table of contents.
  2. In Word 2003 or 2002, point to Reference on the Insert menu, and then click Index and Tables.

In Word 2000, click Index and Tables on the Insert menu.

  1. Click the Table of Contents tab.
  2. Click Options.
  3. To include Heading 7 titles with the same formatting as Heading 1 titles in the table of contents, type 1 in the TOC level box to the right of Heading 7 in the Available styles list.
  4. Clear the Outline levels check box.
  5. Click OK.
  6. In the Index and Tables dialog box, click OK.

Example table of contents with appendices

For more information about changing the appearance of the table of contents, click a link in the See Also section in this article.

 
 
Applies to:
Word 2003