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How to create automatically numbered
document headings in WordPerfect
Section 1: How to create automatically
numbered (or lettered) single-level heading styles.
Section 2: How to combine multi-level
Outline numbering with a default or custom heading style to create
automatically numbered multi-level heading styles
(or any style of multi-level auto-numbered headings).
Related pages on this site:
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Overview
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It is often useful to separate sections of
a document with headings, such as the one at the top of
this column, which typically are short phrases or a sentence
or two, set off in a format that makes them more visible than
ordinary body text.
WordPerfect comes with five standard Heading
styles (Heading 1 - Heading 2) that suit most purposes,
and they are readily available from a drop list on the Text property
bar or by clicking Format, Styles. You can choose the Heading
style from the list, type the actual heading you wish to use,
and press <Enter> to start typing body text. Or you can
select a previously typed document heading and then apply the
Heading style to the selection.
These standard Headings create paired paragraph
format codes in the document surrounding your heading's text.
These codes are container-like structures that tell WordPerfect
how to format the current heading text, and how to include the
heading's text in a Table of Contents, if one is used. (If there's
a Heading in your document, you can double-click its [Style]
code in Reveal Codes; the structure and formatting are shown
in the Styles Editor for that particular Heading style. More
on this later.)
However, standard Headings lack an automatic
numbering feature -- but automatic paragraph numbering in
a WordPerfect document can still be accomplished in at least
two ways:
1. You can use a built-in Outline
(with Insert, Outline/Bullets & Numbering), and toggle it
on and off as needed as explained here..
While this produces a variety of useful numbering, lettering,
and bulleting schemes -- often in a multi-level format -- using
them as document headings is less than satisfactory since they
probably would need extra formatting (e.g., bold, large, centered),
and they do not contain the necessary codes to include the heading's
text in a Table of Contents. The latter is almost always a good
thing: you never know when a document will require a Table of
Contents.
Or, probably more flexible and useful for
most users:
2. You can modify a built-in Heading
style to create a custom style, which can include special
codes to handle automatic numbering, include
the heading's text in a Table of Contents, and so forth.
Using the second method (and for our purposes
here), you can create two basic styles.
The first (single-level) method is easy to use and should suffice
for most purposes; the second (multi-level) method is a bit more
advanced, and probably is more suitable for the legal or technical
writing professions. Both styles can be saved in your default
(or other) template for future use. They are described in two
sections on this web page (below):
Section 1: How to create automatically
numbered (or lettered) single-level heading styles
(as well as a hybrid of the single- and multi-level style).
Section 2: How to combine multi-level
Outline numbering with a default or custom heading style to create
automatically numbered multi-level heading styles
(or any style of multi-level auto-numbered headings).
Note
If you want custom headings such
as the ones described here to automatically appear in a Table of Contents,
you will need to "mark" them in a special way, and
then create (define and generate) the Table of Contents in your
document. See here
for both procedures.
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Section 1 -
Create automatically numbered (or lettered) heading
styles.
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While it is certainly possible to use either
a formatted single-level Outline or the multi-level method below
in Section 2 to create single-level automatically
numbered headings, it is often easier, less problematic, and
more reliable to do this by adding a WordPerfect counter
(see the Insert, Other, Counter menu) to a new or existing heading
style.
For example, you could create this type of
single-level heading style, where the counter takes care
of maintaining the proper sequence of the letters (A,B,C...),
and the heading is automatically set up to be included in a Table
of Contents (if used):
Example 1 - A
single-level heading style with automatic letters on the left
A. This is a heading
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Normal text
Normal text
Normal
text... |
B. This is another heading
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Normal text
Normal text
Normal
text... |
C. This is yet another heading
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etc. |
Or this single-level heading style,
which uses Roman numerals following a standard text label:
Example 2 - A
single-level heading style with automatic numbers on the right
Section I
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Normal text
Normal text
Normal
text... |
Section II
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Normal text
Normal text
Normal
text... |
Section III
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etc. |
Note that the counter can be an upper/lower
case letter (A,B,C..., a,b,c...) or Roman numeral (I,II,III...,
i,ii,iii...) as well as an Arabic numeral (1,2,3...), and it
can follow the Heading text as well as precede it. Moreover,
Headings do not have to be centered. In fact, you can format
them almost any way you like. You can even make copies of the
standard Heading styles (Heading 1 - Heading 5) and
modify them to include counters.
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At this point, if all you need is a single-level
heading like the ones in the above examples, skip down to the
Procedure section. |
Here's another example of a single-level heading
style that also makes use of WordPerfect's Outline feature.
Think of it as a hybrid: it is half-way between single-level
numbered/lettered headings and the multi-level numbered headings
discussed in Section 2 below. [Thanks to
Maggie Holman at WordPerfect Universe for the next example, suggested
in a thread
posted 10/3/06.]
During document creation or editing, you can
intersperse the automatically lettered headings shown above with
standard automatic paragraph numbering
provided by QuickBullets. This creates a "two-level"
style, where letters and numbers automatically increment. For
example:
Example 3 - A
hybrid style
A. Heading
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1. Normal text ("level 2")
2.
Normal text ("level 2")
3. Normal text
("level 2")
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B. Heading
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4. Normal text ("level 2")
5.
Normal text ("level 2")
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C. Heading
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etc. |
NOTE: In actual use, for this example you
would simply click the Select Style drop list on the Text
property bar to insert the new auto-lettered paragraph style
(level 1), type the heading, and then click a shortcut
key to start (and stop) auto-numbered paragraphs in the intervening
sections (level 2). You could also use an outline (Insert, Outline...)
to number or bullet the lower-level items. The numbered items,
however, won't show up in a Table of Contents without special
treatment.
Alternatively, you could use a different style-with-counter
for the second level of headings, as noted below.
Examples 1 and 3 use upper case letter
counters (A,B,C...) inside customized heading styles. The
letters automatically increment each time the style is applied
in the document, and maintain proper sequencing if you insert
of delete some headings. You can also create similar styles using
counters based on numbers or Roman numerals, as
in Example 2.
You can even create several such styles
to simulate an Outline scheme by creating the necessary heading
styles for each "level' -- each style containing the appropriate
counter (Roman, letter, number, etc.). However, be aware that
these styles will not act like an outline: You can't
demote or promote levels with <Tab>/<Shift+Tab>,
hide levels, etc.., as you can with an Outline. To make auto-numbered
heading styles act like WordPerfect Outlines, you should combine
multi-level outline numbering with a style, as explained in Section 2 below.
Procedure
- How to use a counter inside a Style for the first heading's
"level" and (optionally) a numbered Outline for
a second heading's "level."
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Note that if you don't need
the optional second level of numbering demonstrated in Example
3 above, just follow Steps 1-3 and skip step 4. (In either case,
please read the Tips below.)
- For the first level,
you'll need to create a custom style (or modify a standard Heading
style by editing it; see the Tips below) and place a counter
in it.
- For the second level
-- if you use it (see Step 4 to create it) -- you can use WordPerfect's
built-in automatic numbering, which is simply an Outline style's
numbering feature.
Here's how to do it.
Step 1. Create the counter first.
Click Insert, Other, Counter, Create. In the
Create Counter Definition dialog, give the new counter a name
(e.g., Letters). In the "Single level method" field,
choose "A,B,C" to use capital letters for the first
level of your outline list. Click OK, then Close.
Step 2. Next, create the custom style you
want to use for an auto-numbered Heading, and insert the counter
in it.
Click Format, Styles, Create. The Styles
Editor appears. Give the style a unique name (e.g.,
ABC Heads, NumbHead 1, etc.) and a description. Set the
"Enter key..." field to <None> (you probably
want the cursor to go back to body text when you press Enter),
and set the Type to Paragraph.
In the Contents pane, type any (optional)
label (e.g., the word "Section" in Example 2 above),
then insert the counter you just created in Step 1 above:
From the Styles Editor menu, click Insert,
Other, Counter, and make sure the new counter is selected, then
click the "Display in Document" button.
Again, click Insert, Other, Counter, and make
sure the new counter is selected, but this time click "Increase."
You should now have two codes in the Contents
field:
[Count Disp][Count Inc] -- in that order.
[The idea is to make WP display the number,
then (internally) increment it for any counter number that may
follow later in the document.]
Next, add any desired centering, attributes
(Bold, Large, etc.), or spaces before or after these codes. (Generally,
to center the heading you would place the cursor before
all material in the Contents pane and use the Styles Editor menu's
Format, Line, Center.)
As noted, add any desired text label such
as "Article" or "Section" and any space characters
to separate the label from the counter codes.
You can add tabs or indents after the
counter codes from the Styles Editor's menu: click Insert,Tab
or Format, Paragraph, Indent.
You can force the style to separate the counter
codes from what will become the next line -- the heading's text
-- with a hard return by pressing <Enter> after the counter
codes.
Tip:
Don't worry about making it perfect at this
point. When you test the style you can double-click the [Para
Style] code in Reveal Codes to bring up the Styles Editor again.
Click OK, then Close. You should now be back
in the main document.
Test the style in the current document: See
Step 3.
Notes:
1. Before exiting the current document, you
might want to save this new custom style to your default or other
template as explained here.
2. To mark this style for inclusion in any
Table of Contents, see here.
3. You can cross-reference the item later
by its Counter number with Tools, Reference, Cross-Reference,
and use "Counter" as the Reference Type. When you Mark
the item's text you should place the [Target] code where it generates
the proper number for that item. (Recall that the [Count Inc]
code increments the counter number for any following Counter.)
Step 3. Apply the new auto-numbering heading
style from the "Select Style" drop list on the property
bar (or use Format, Styles).
Then you can either -
- Type some text for this first heading. (You
can also select body text first, then apply the heading style
to the selection.) After some text is made part of the heading,
press <Enter> to go to the next line (i.e., to the body
text area). You can then press <Tab> or insert a Left Indent
(with <F7> or <F4>), if desired, to indent the body
text for that section of the document.
Or -
- Don't type any heading text. Instead, immediately
move out of the heading style with the <RightArrow> key
-- which simply functions to skip over the second part of the
[Para Style] code -- and type your paragraph text in the body
text area.
When you need the next auto-numbered heading,
repeat the process by selecting the heading style from the "Select
Style" drop list on the property bar (or use Format, Styles).
Step 4 (Optional). At this point you can
automatically number the new "second-level" paragraphs
underneath the "first-level" headings.
To number the second-level paragraphs you
can immediately click Insert, Outline/Bullets... "Numbers
2," or simply press the default shortcut key, <Ctrl+H>
(or <Ctrl+T> for those who use the DOS keyboard). This
starts paragraph numbering.
Enter as many items for this second level
as desired. The <Enter> key will "chain" the
paragraphs together, numbering each sequentially when you press
<Enter>. You can use <Ctrl+Shift+L> to insert line
breaks; this allows suspending automatic numbering inside
a numbered item. (This trick works in all WordPerfect Outlines.)
Use the same shortcut key (e.g., <Ctrl+H>)
to turn the outline numbers off before starting a new auto-numbered
level 1 heading (e.g., "B...").
Whenever you need the auto-numbering level
1 heading style in the body text area, simply apply the style
from the "Select Style" drop list on the property bar.
The letters (in our example scheme) will increment. If you want
to continue level 2 paragraph numbering, use the shortcut key
again.
Tips
- You can create custom headings by making
copies of existing heading styles (such as Heading 2)
with Format, Styles, <choose the Heading 1 style>, and
click Options, Copy, Current document. (You can always copy it
to the default template later, after testing it.) Edit the new
style and insert the counter codes in it as explained above.
- Since the outline numbering used for the
second level is separate from the new style-plus-counter,
you can use any Outline/Bullets scheme for the second level.
- To automatically and quickly create the following
five counters in any document or template ...
Lev1Numbers (Numbers: 1,2,3,...)
Lev1LettersLC (Letters, lower case: a,b,c,...)
Lev1LettersUC (Letters, uupper case: A,B,C,...)
Lev1RomanLC (Roman numbers, lower case: i,ii,iii,...)
Lev1RomanUC (Roman numbers, upper case: I,II,III...) |
... download and play the CounterCreator
macro. Using this macro, the counters that are created in
the document can then be inserted in any style using the method
explained in the above link, Use
a counter.... (Also see the information at the top of
the macro's code, which explains how to set up custom styles
to use any of the counters.)
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Section 2 -
Combine multi-level Outline numbering with a default
or custom heading style to create automatically numbered multi-level
heading styles (or any style of multi-level auto-numbered
headings).
Q: Can someone
tell me how to automatically number document section headings
with centered "legal style" numbers and text? I want
to be able to set each section number according to the level
of the section. I also want to be able to insert or delete section
Headings and Sub-headings and have the numbers of the other items
change to maintain sequential numbering.
What I want is something like this:
Example 4 - A
multi-level heading style using legal numbering
1
Heading
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Normal text
Normal text
Normal
text... |
1.1
Sub Heading
(level 2)
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Normal text
Normal text
Normal
text... |
2
Heading
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Normal text
Normal text
Normal
text... |
2.1
Sub Heading
(level 2)
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Normal text
Normal text
Normal
text... |
2.2
Sub Heading
(level 2)
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etc. |
A: I
think you are asking how to combine a format style (such
as used in Heading 1, Heading 2, etc.) with a numbering outline
(such as the Legal outline).
While early versions of WordPerfect for Windows
let you add paragraph numbering (via a special paragraph
numbering code) to a standard or custom Heading style, later
versions have problems with this method. After you insert the
numbering code inside the style code, you then must remove extraneous
codes from the Heading style, and then you must properly relocate
another [Outline] code.
Besides the bother of remembering how to do
this, you might still not get what you need, depending on the
type of numbering you use.
HOWEVER ... it should be nearly as easy, almost
as fast, and probably more reliable to do the reverse: add paragraph
formatting (large, bold, centering, etc.) to what is essentially
a numbered "heading."
This produces something similar to the second
example in Section 1 above, but with a significant
difference: all levels can be demoted, promoted, etc.
-- just like any Outline.
One clue to how this can be done is to look
at the codes (in the Reveal Codes window) when you click on Insert,
Outline/Bullets..., Legal format, OK. The "legal number"
outline that is inserted is composed of decimal numbers linked
to the system paragraph styles named Legal 1, Legal 2,
Legal 3, etc. (Edit the Legal number outline and you'll see these
styles adjacent to the numbering scheme. I.e., '1.1.1' is linked
to Legal 3 style.)
Now, if you double-click the [Para Style:
Legal 1] code in Reveal Codes, you'll get the Styles Editor for
Legal 1. If you then add a Bold and Very Large format at the
beginning of the string of codes in the Style Editor's 'Contents:'
field, then click OK, all top-level (i.e., "Heading 1"-type
style) paragraphs in the current document will be numbered 1,
2, 3, etc., in bold/very large font. Second- and subsequent-level
paragraphs can be similarly modified to resemble Heading styles
-- or any custom style that suits your needs.
How to create and use automatically numbered
headings
The PDF file below contains three samples
that demonstrate this technique: Legal-, Standard-, and Roman-style
numbered headings. (The latter two use the Level styles, not
the Legal styles, to produce their numbering styles.)
You can also make as many copies of the custom
heading as you like, each for a different purpose, and copy them
to a template, another computer, or even another (recent) version
of WordPerfect. This is explained in the following PDF file:
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Automatically Numbered
Headings is a PDF
file (115 KB; rev. 9/30/06) that you can
read here online (left-click the link) or download it (right-click
the link). |
Tip (WordPerfect
9 and later versions):
Once you create such custom-numbered headings
in a document using a Legal outline style, you can change
the numbering to skip any first level numbers (1,2,3, etc.) and
use all second-level numbers (1.1, 1.2, 1.3, 2.1, 2.2, 2.3, 3.1,
etc.). See here.
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Barry MacDonnell's