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:
• Basic information
about styles, and links to related pages on this site
• Using, creating,
and modifying outlines
• Automatic paragraph
numbering, outlines, and numbered (or bulleted) lists)
• Saving,
retrieving, removing custom styles
• Using WordPerfect
counters
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Overview
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.
[Note: Headings are not the same thing as headers: see here for more.]
WordPerfect comes with five standard Heading
styles (Heading 1 through Heading 5) 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:
[A] 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 sometimes less than satisfactory since they
probably 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 (though they can be added). The latter is almost always a good thing: you never know when
a document will require a Table of Contents. [See Section 2 for using an Outline for automatically numbered headings; otherwise, to use Heading styles continue reading.]
... Or probably more flexible and useful
for most users:
[B] You can modify a built-in
Heading style to create a custom heading style, which can include
special codes to handle automatic numbering, include
the heading's text in a Table of Contents, and so forth. Or you can create a new, custom Heading style from scratch to do the job.
Using the second method — and for our
purposes here — you can create two basic styles.
The first (single-level) style is easy to use and should
suffice for most purposes. The second (multi-level) style 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 (i.e., define
and generate) the Table of Contents in your document.
For instructions, see the section entitled How to "mark" a custom text style for automatic inclusion of its text in a Table of Contents here.
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Section 1 -
Create automatically numbered (or lettered) heading
styles.
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 (via
the Insert, Other, Counter menu) to a new or existing heading
style. [For more on WordPerfect counters see here.]
For example, after creating a counter for the heading you could then 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
|
Normal
text
Normal text
Normal text... |
B. This is another
heading
|
Normal
text
Normal text
Normal text... |
C. This is yet another
heading
|
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
|
Normal
text
Normal text
Normal text... |
Section II
|
Normal
text
Normal text
Normal text... |
Section III
|
etc. |
Notes and tips:
¤ The counter that displays the numbers 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...).
¤ The number 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.
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")
|
B. Heading
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4.
Normal text ("level 2")
5. Normal text ("level 2")
|
C. Heading
|
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.
If the headings should appear in a Table of Contents they will need to be "marked" with special format codes inside the style (for the general method see here). This can be done when you first create the style or at any time later (but before the TOC is generated in that document).
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."
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.
a. Click Insert, Other, Counter,
Create. In the Create Counter Definition dialog that appears, give the new counter a
name (e.g., Letters).
b. In the "Single level method" field, choose
"A,B,C" to use capital letters for the first level of your outline
list.
c. 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.
a. Click Format, Styles, Create.
The Styles Editor appears. Give the style a unique name
(e.g., ABC Heads, NumbHead 1, etc.) and a description.
b. Set the
"Enter key..." field to <None> (you probably want the cursor to
go back to body text when you press Enter).
c. Set the Type to
Paragraph.
d. 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:
e. From the Styles Editor's menu,
click Insert, Other, Counter, and make sure the new counter is
selected, then click the "Display in Document" button.
f. 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.
g. 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.
h. Click OK, then Close. You should
now be back in the main document.
i. 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
|
Normal
text
Normal text
Normal text... |
1.1
Sub Heading (level 2)
|
Normal
text
Normal text
Normal text... |
2
Heading
|
Normal
text
Normal text
Normal text... |
2.1
Sub Heading (level 2)
|
Normal
text
Normal text
Normal text... |
2.2
Sub Heading (level 2)
|
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:
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 [c.1999) 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 only 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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