Creating an appendix in microsoft word

To add a new list of appendices to the front matter: Make sure you know the name of the style you use for the appendix headings. Go to the References tab Captions group. Click Insert Table of Figures. Word is updating the table of contents. Select one of the following options: References. For more information about how to use the Lead-in Emphasis feature to create a table of contents, see How to use style separators with heading style to generate a TOC in Word.

More information. Still need help? Go to Microsoft Community. Microsoft Word does not support multiple heading-numbering schemes in a single document or master document. When you work with documents that contain both chapter headings and appendix headings, the headings must not use the same heading style level.

Example 1: Chapter Headings and Appendix. You use them to identify different parts of a document, but they also take advantage of other Word features. For example, text formatted with a heading. Use Heading 1 to 5 styles for the main body of the document. Use Heading 6 to 9 styles for the Appendix. Only then can you create a cross-reference to these captions in the text. Word's built-in heading styles Heading 1, Heading 2 and so on are terrific for numbering headings in your document.

But they don't cope well with Appendixes. The built-in Heading styles have all kinds of 'magic' properties: they can be used to number Figures or Tables, refer to those Figures or Tables, build tables of contents, tables of figures and so on.

But it doesn't all work well in an Appendix. This page shows you how to do numbering for headings, figures, references to figures and page numbers in a document that contains several 'Chapters' or 'Parts' or 'Sections' followed by one or more Appendixes.

You have to use the built-in Heading styles in order to be able to use their 'magic' properties described at Why use Word's built-in heading styles? Therefore, we use Heading 1 to Heading 5 for headings in the main body of the document. And we use Heading 6 to Heading 9 in the Appendixes.

So Heading 1 might be set up to say 'Chapter 1' or 'Part 1' or even just '1'. Heading 6 might be set up to say 'Appendix A'. To set up the numbering system for your headings, use the techniques described at Controlling numbered headings: An introduction. Modify the Heading 6 to 9 styles so that they meet your needs. For example, out of the box, Heading 6 is in a very small font. You probably need to make it larger, perhaps in the same font and size as Heading 1.

Don't fall for the trap of basing Heading 6 style on Heading 1. Either base Heading 6 on no style, or base it on Heading 5. Do not use any Heading 1 to 5 styles in your Appendixes.

If you do, the Table of Contents and the page numbering will be a mess. In the Appendix, use only Heading 6 to 9 styles. Select one of the styles, for example, Chapter 1 the last style choice. Click Customize. In the Number format field, type "Appendix", and then press the spacebar to insert a space after the word "Appendix". In Link level to style , click Heading 7 , and then click OK. You can now apply Heading 1 to all paragraphs that are chapter styles and Heading 7 to all paragraphs that are appendix titles.

Note: Heading styles are predefined with certain paragraph and character formatting attributes. You may have to modify these styles by using the Style command on the Formatmenu to obtain the intended appearance. To insert page numbers of the style ", A-1" that work with these heading styles, follow these steps:. Make sure that the document contains a section break of some type. The section break type that you want is typically Next Page.

Use the section break to separate the main document area from the appendix area. If there is not a section break there, move your insertion point to a blank area above your appendix, and then follow these steps:. On the Insert menu, click Page Numbers. Select the intended location for the page number by using the options provided in the Page Numbers popup window. Click the Format button. In Chapter starts with style , click Heading 1 , and then click OK. Click OK in the Page Numbers dialog box.

For example, out of the box, Heading 6 is in a very small font. You probably need to make it larger, perhaps in the same font and size as Heading 1. Don't fall for the trap of basing Heading 6 style on Heading 1.

Either base Heading 6 on no style, or base it on Heading 5. Do not use any Heading 1 to 5 styles in your Appendixes. If you do, the Table of Contents and the page numbering will be a mess. In the Appendix, use only Heading 6 to 9 styles. Note: Your cross-reference won't update automatically as your headings, and their numbering, changes.

That's because a cross-reference is a field. You have to update the field. To update one field, click it and press F9. To update all fields in the document, do ctrl-a, F9. But … cross-references go awry when you have set up Appendix numbering as described on this web page. To avoid problems, don't create a reference to 'Heading number Full context '.

If you want to refer to the paragraph number of a heading in the Appendixes, refer to 'Heading number' or 'Heading number No context '. See Figure 1. Figure 1: To refer to headings in the Appendix, choose Heading number, or Heading number no context. Don't refer to Heading number full context. If your caption is in a Text Box, the Table of Figures can't see it. To create Figures in the Appendixes, you have to trick Word a bit and create a separate label that looks and feels like the 'Figure' label you used in the body of the document.

To do that:. You now have two labels for captions. One is called 'Figure'. It was built-in with Word, and you use it for the body of the document. Don't fall for the trap of creating the new SEQ list by changing the field codes directly. It won't work. You must use the Caption dialog and click New Label. Use a cross-reference to your Figures when you want to have text like 'as you see in Figure 4.

If you follow John McGhie's rules, you will have a separate section for each Appendix. For each section, you must visit the Page Number Format box, as described in John's article. If you send this document to colleagues, they will be able to read and print the document in the usual way.