Word 2007: Create a numbered Appendix heading style

September 22, 2010

You have a document with several appendices. You want the appendices to be listed in the Table of Contents, but you don’t want them to use the Heading 1 style. You also want your appendices to be automatically numbered so that if you move them around or add or delete some, the numbers of the others automatically update. And you want each appendix to start on a new page. You don’t want much do you? ;-)

What you REALLY want is an Appendix Heading style that incorporates numbering that’s separate from any other outline numbering you use for the headings in the main part of the document. The rest of your requirements are just part of setting up the style.

Optional: If you’re feeling confident, create this new style directly in your template. Otherwise, just create it in any document, then, once you’re happy with it, use the Organizer to copy it to your template.

So, grab a cup of coffee and let’s go! (There appear to be a lot of steps, but take it slow and you’ll find that it’s not as nasty as it seems!)

Step 1: Create a new style

  1. Open your Word 2007 document, a new document, or your template.
  2. Click anywhere in a new paragraph.
  3. Open the Styles pane.
  4. At the bottom of the Styles pane, click the New Style icon.
  5. On the Create New Style from Formatting dialog box, set the Properties (1 in the screen shot below) and Formatting (2 in the screen shot):
    • Name: Give the style a name that means something to you. In the screen shot below, I’ve called the style Appendix Heading.
    • Style type: Leave it set to Paragraph.
    • Style based on: I set it to (no style) so that changing another linked style doesn’t change this one too.
    • Style for the following paragraph: I set mine to Normal, but you can set it to whatever the main style of your body text is.
    • Formatting: Select the formatting for the appendix heading’s text — you can easily change this later if you’re not happy with it. Note: This selection does NOT set the formatting for the automatic ‘Appendix A’ or ‘Appendix 1’ part — you do that in Step 2 (sub-step 5) when you set up the numbering.

DO NOT close the Create New Style from Formatting dialog box yet…

Step 2: Set up the automated appendix heading numbering for the style

  1. Click the Format button (3 on the screen shot above).
  2. Select Numbering from the list.
  3. On the Numbers and Bullets dialog box, click Define New Number Format.
  4. By default, the Define New Number Format dialog box has the Number style set to 1, 2, 3, and there’s a period after the number in the Number format field.
  5. In this example, you’re going to change that so that you use letters for the ‘numbers’ and the word  ‘Appendix’ is shown before the letter (e.g. Appendix A, Appendix B etc.).
    • Number style: Select A, B, C from the drop-down list.
    • Number format: Put your cursor in front of the A and type Appendix followed by a space. Delete the period after the A.
    • Alignment: Leave it set to Left aligned.
    • Font: (Optional) Click the Font button to change the font settings for any text and letters/numbers displayed in the Number format field. This is where you can set the automatic Appendix X part of the heading to be bold, for example. Click OK when you have finished setting the font properties.
  6. Click OK to close the Define New Number Format dialog box.
  7. Click OK to close the Numbering and Bullets dialog box.

DO NOT close the Create New Style from Formatting dialog box yet…

Step 3: Set up other style settings

  1. Click the Format button on the Create New Style from Formatting dialog box.
  2. Select Paragraph.
  3. On the Indents and Spacingtab of the Paragraph dialog box, change these settings:
    • Outline Level: Level 1 (this is critical if you want your Appendix headings to display in the main TOC at the same level as your Heading 1 headings).
    • Indentation: Left: 0 cm (or whatever your unit of measure is)
    • Special: Hanging by 3 cm (or about 1.27 inches)
    • Spacing: Before by 12 pt; After by 6 pt (or whatever your preference is)
    • Line Spacing: Single
  4. Click the Line and Page Breakstab on the Paragraph dialog box:
    • Select the Page Break Before check box to automatically start a new appendix on a new page.
    • Leave the other settings as they are.
  5. Click the Tabs button at the bottom left of this window.
  6. Set a Left tab stop at 3 cm (or 1.27 inches), and clear any other tab stops that may be set by default.
  7. Click OK to close the Tabs dialog box.
  8. Your Create New Style from Formatting dialog box should look something like this:
  9. Click OK to close the Create New Style from Formatting dialog box.

Now you’re ready to test your new style!

Step 4: Test the new style

  1. Type some words on separate lines in the document.
  2. Open the Styles pane and apply the Appendix Heading style to the first line of words you typed above. Your should get Appendix A prefixed to that heading.
  3. Now select the second line you typed and apply the Appendix Heading style to that line. This one should go to Appendix B.
  4. And repeat for the third line (which should become Appendix C).
  5. Shift the headings around, delete some, add some more and apply the Appendix Heading style to the new ones. All the appendix heading ‘numbers’ should automatically update to reflect their new position amongst the other appendix headings.
  6. Add more words to at least one of the appendix headings so that you can see how the words wrap correctly to the next line.
  7. Finally, test that the Appendices are added to the Table of Contents by inserting a new table of contents in your document (or updating the existing one, if you’re working in an existing document). Note: You may have to modify the TOC 1 style if you find that a long title doesn’t wrap as you expect.

And you’re done!

See also:


  1. Excellent step by step instruction w/o missing anything.

  2. So far your information is the best I’ve found however I want to get the Appendix bit to sit within the text and not go to the start of the paragraph. Can you explain how to do this?

  3. So far your information is the best I’ve found however I want to get the Appendix bit to sit within the text and not go to the start of the paragraph. Can you explain how to do this?

  4. So far so good. But what I would really like is that subsections of, for example, Appendix A (for which I’m using heading 7) are A.1, A.2, etc (for which i would use Heading 8). But here doen’t seem to be any way to do that which avoids the first subsection of Appendix B being “A.1” when it should be “B.1”

    Any ideas?

  5. Brilliant.


  6. In a previous post I asked how to create styles in Word 2007 to handle Appendix section heading numbering in a way which allowed rational numbering of appendix subsections. I have now worked out a way to do this. Specifically, I wanted an autonumbering scheme using styles which would produce:
    Appendix A:
    Appendix B:
    etc, or something similar (to taste).
    This is possible in Word 2003, but not (apparently) in Word 2007.
    I worked out a way which makes it possible to do this. If there is a simpler one, maybe some real expert could provide it. The approach is described below. It is very fiddly (although doesn’t require registry editing or anything nasty like that) and I’m only going to sketch it (don’t have time or space for full details). It is not for the faint hearted, and you would only bother if you really, really, care about document formats. Unless there is an easier way to do this, maybe some expert could post more precise details.
    1 Find a machine with Word 2003 installed, open a new document and type a line of text
    2 Modify the Heading7 style to create the appendix title format you want (Format->Numbering->customize). Don’t check “Add to Template” unless you want these styles on the 2003 machine.
    3 Repeat for Heading8 and Heading9 to get the level 1 and 2 subsection headings.
    4 Save the file and copy it to the machine with Word 2007, open, and save in .docx format.
    5 Open the saved file (which should still have Heading7, 8, and 9 section headings in your appendix numbering format) and a new Word file (the new Word file has the styles from your current Normal.dotm).
    6 Copy the section headings into the new word file and save. Check that the appendix numbering still works right there. Delete all text (including the section headings) and save as a .dotm file.
    7 In the appropriate AppData folder go to Microsoft->Templates and rename Normal.dotm (for example as OldNormal.dotm), copy the new .dotm file which you created in the previous steps into the folder, and rename it as Normal.dotm. Make a copy (MyNormal.dotm) in case Normal.dotm gets trashed and is automatically re-created with the default values. You should now be good to go. You can revert to the previous template by deleting Normal.dotm and renaming OldNormal.dotm as just Normal.dotm.
    Good luck

  7. Very nice, I’ve wanted a tip like this for years!

  8. Thanks for this – very helpful … what would Bill do without you :-) Greg

  9. Thanks SO MUCH for this information. I have been fighting this for over a week. I had everything set up so nicely in Word2003 and once again MS crashes and burns things I have painstakingly developed over the last 9 years and makes it so hard to copy–

    Also as previously asked by Mark Dawson – I also would like to have subsections and even an outline that is geared for this.. See below.

    Appendix A. how to make MS word work for you
    A.1. How to do
    1. Change this thing
    a. xxxxx
    A.2. Watch out for
    1. on the list

    Appendix B. Apples and Oranges

    Thanks – I can then show colleagues how do setup documents to match !!!

  10. Patricia,
    The only problem I have found with this is that if you try to insert an internal cross reference to an appendix or appendix section by section number you get anomalous behavior. If Appendix A follows Section 10 (which has a heading 1) the cross ref appears as something like “11Appendix A”. I haven’t found any work-around for that.

    I share your frustration with the 2003->2007 transition. It was forced on me by a company “tech refresh”, with the added joy that I was also transitioned from XP to Windows 7.

    I ended up buying a comprehensive Word 2007 book (Using Microsoft Office Word 2007 by Faithe Wempen). $40, but it saved me days and days of frustration.

    The best general advice I can offer is that, after you have spent 15 minutes trying to track down some function and finally locate it, add it to the quick start tool bar.


  11. Hi Mark

    You could try two alternatives:
    * Select the numbered heading option for the x-ref — the Appendices should be listed at the end of the long list.
    * Make the appendix number a bookmark and x-ref by Bookmark name.


  12. Rhonda,

    Thanks. Unfortunately, the first alternative doesn’t work – but the anomaly doesn’t show up unless you have an intervening section between the section referencing the appendix and the appendix itself. Try this (the cross refs are as generated by Word):

    1 Heading 1 Section title
    heading number cross ref to appendix A: 2AppendixA:
    2 Another heading 1 Section Title
    heading number cross ref to appendix A: AppendixA:
    Appendix A: Appendix Title

    I know I can do it with bookmarks, but I shouldn’t have to do cross refs in two different ways in the same document, and if I produce a document which will later be maintained by others this will be extremely confusing – and usually lead to things getting messed up.


  13. Hi Mark

    I’m not sure how everything else is set up, but I just tried this on a totally clean, new Word 2007 document and it worked fine.

    I set up my outline heading numbering first (1 for Heading 1, 1.1 for Heading 2, 1.1.1 for Heading 3 etc.) and tested it by adding many extra headings to simulate a multi section document. All the outline numbering for the sections worked fine.

    I then created a new style for the Appendix headings, then went back into the Define New Multilevel List dialog box, set it to Level 1, associated it with the new Appendix heading style, and typed ‘Appendix’ in front of the number. I then applied that new Appendix heading style to several almost empty paras after the main sections, and got Appendix 1, Appendix 2 etc. numbered correctly as I expected.

    Next, I added text between the various section levels in the main body of the document and made a ‘Numbered heading’ x-ref to Appendix 1, Appendix 2 etc. Each time, I got exactly what I expected — the words ‘Appendix 1’, ‘Appendix 2’ etc. as the x-ref with NO mention of the section numbers surrounding it. NOTE: I chose the ‘Paragraph number (no context)’ option in the x-ref dialog box when I created the x-ref, in case that makes any difference.

    If you’re still having trouble, send the doc to me — my email address is on the About page. I’ll spend a few minutes looking at it to see if I can see what’s wrong. If it requires major surgery, then we can discuss payment options.


  14. Rhonda
    Thanks. The trick appears to be selecting the “Heading Number (no context) option” when you insert the cross ref. If you select just “Heading Number”, then the anomalous behavior appears (but only when the cross ref is to an appendix). Pretty weird, even for Microsoft

  15. Hey, this is kinda on a different note but, my course in college is requiring us to do homework and I can’t figure out how to make this, Appendix B: Standard Forms for Business Documents, Table B-2, that’s the directions but I can’t figure out how to do it!! Its not even in our book which I find really dumb. HELP!!!!

  16. […] Create a numbered Appendix style and add it to the TOC: https://cybertext.wordpress.com/2010/09/22/word-2007-create-a-numbered-appendix-heading-style/ […]

  17. thank you. Very well written.

  18. I really appreciated your comment. However, I had one problem when I was working: the drop-down menu where I can specify which Outline Line I want the Appendix headings to go is faded out and I can’t click on it. Do you know why this might be or have any tips for making it available for me to choose?

  19. Hi Kate

    I’ve never seen the Outline Level on the Paragraph dialog box (I assume that’s what you meant) become not available for selection, so I don’t know how you would fix that. Faded out drop-down lists usually mean that something else isn’t selected correctly.

    Just a thought… On the ‘Create new style from formatting’ dialog box (shown in Step 1), did you perhaps select ‘Character’ instead of ‘Paragraph’? That would likely do it.


  20. Great, :D.

    BUT, and there is a but ;)
    what if I want “A NEW NUMBERING”?
    like: alfa, beta, gamma, . . .
    or like any thing new, some thing not previously defined.
    Appendix A, Appendix B, Appendix C, . . . is really A, B, C, . . . . I need some thing new :(
    where can I define it?
    the best explanation yet though :D thanks.

  21. Follow my instructions of 3 July 2011, and in step 2 where you create the heading 7/8/9 styles in Word 2003 you have considerable flexibility about the number format. There may not be sufficient flexibility to do exactly what you want, but that is a microsoft limitation and I don’t see any way round that

    Mark Dowson

  22. No help at all. To long did not save me time. Took me even longer to figure out what this was saying and still don’t get it.

  23. To create something like the following in Word 2007
    Appendix A:
    Appendix B:

    When I have created the base style for each level of the appendix, I set the numbering type to be “None” for each of those styles.

    Then go to the home menu and click on the multi level list and click on “define new multi level list”. Define how each level will look.

    Each level then needs to be linked to each style that you have created. On the right hand side of the multilevel list definition window there is a drop down called “Link level to style”. By clicking on “click level to modify ” (top left hand corner) and then linking to the level, it will attach the numbering style to the level. Repeat this for each level of heading.

  24. Thanks for sharing, Peter.


  25. Outline Level selection is not active in the >format>Paragraph dialog box. double checked directions and did not miss anything.

  26. Thank you so much. The only quirk is my table of contents has some extra spacing. The spacing before “NORMAL” does not appear in the actual Appendix title. It just shows up in the TOC. I can fix it in the TOC, but the space just re-appears when I regenerate the TOC.


  27. Hi Ed

    I’m not 100% sure what you mean, but I suspect it may be the paragraph spacing above the appendix heading in the TOC, right? As the TOC level for the appendix is set to “1”, the way you change it is by modifying the “TOC 1” style’s paragraph settings.

    However, that will also change the amount of space above/below ALL your Heading 1 headings in the TOC too.

    That said, there is a check box on that Paragraph settings dialog box below the Above/Below settings for “Don’t add space between paragraphs of the same style” (in Word 2007 and 2010 at least). If that’s checked, then the space between those headings will close up; if it’s not checked, then the above/below settings will apply every time.

    Experiment with that check box to see if it solves your problem.


  28. I hope someone can help…I have something of a “reverse” question about MS Word Styles…

    Our organization has a project management database with many projects. I can “publish” a project in a word document with number headers beginning each section and subsection. The format of each document is identical.

    I want to import these project documents into an Excel spreadsheet so that each section is in its own row. The goal is to be able to look across multiple columns in the same row and compare the verbiage from one project to another.

    When I “show control characters”, I see a small black box before each header and suspect that has some ascii value I can trigger on. I’m thinking I might be able to use find/replace to add some character (e.g. ~) before each header and use that to parse the document as I import it into Excel.

    None of these ideas has worked so far, so I was hoping an expert could point me in the right direction.

    Thank-you very much!!

  29. I think the little black boxes you see are those I’ve documented here: https://cybertext.wordpress.com/2010/05/10/word-show-all-marks/. They represent some paragraph formatting applied to the paragraph, such as ‘keep with next’, page break before’ etc. If you check what’s applied, you may be able to use that as the splitting point to convert to Excel.


  30. Well, its amazing what you can do with wild card searches, (given patience) and a bit of Word VBA. I would start like this:

    In your document, set search/replace as follows
    – check wild card search
    – in the “find what” field, set Format (at the bottom left of the search window) to Styles->Heading1, and enter (*^13) in the Find What box
    – in the replace window (without any style selected) enter xyz\1
    – do “Replace All”
    What you have done is to prefix all level 1 headings with “xyz”.
    Now turn off the style selection on the Find field, and if you wild card search for xyz*xyz you will pick up the first level 1 heading, and all the text between it and the next level 1 heading.

    Now it would be easy to write a Word macro to pick up that selected text, and paste it into the first row of the first column of a Word table (pasting into Excel would be a disaster because of intervening line breaks) and so on for subsequent sections. Then you can find replace to get rid of the redundant “xyz”s

    Of course, by the sound of it, you want a finer granularity than just main sections (between level 1 headings) so you’d have to repeat the original Find/replace for the different heading levels (Heading2, Heading3, etc depending on your document structure) maybe replacing with a different string than “xyz”.
    Of course, this is just a sketch. You will have hours of fun working out the details.
    There is an excellent treatment of wild card search at http://word.mvps.org/FAQs/General/UsingWildcards.htm


  31. Thanks so much for your detailed response, Mark! Hopefully this will get Tom on his way.


  32. Thank you! Thank you! Thank you! You have saved my butt!

  33. This article was quite useful and I created multilevel Appendix numbering and it updated great with the Table of Contents. To take this one step further, how do I create a Table of Contents that automatically includes the Appendix lettering (e.g., “A-24”, or “B-3”, etc.)? BTW, if you can answer this one, I’ll be buying you more than one coffee. Thks, Craig

  34. Hi Craig

    Do you mean the appendix page numbering? Unfortunately, Word’s only options for including a ‘chapter’ number in the page numbering format are for Heading styles 1 through 6, not for any other style. Perhaps this is why some people use a modified Heading 6 style for their Appendix headings.

    Try asking this question on the Microsoft Answers forum for Word — someone there may have an answer.


  35. Thank-you for the prompt reply. Yes, appendix page numbering is what I meant.

    Perhaps another way around this– do you know if hard text can be inserted into a field code? If so, perhaps the hard coded appendix letter and hyphen (e.g., “A-“) could be prefixed to the existing appendix page numbering (e.g., { Page \* MERGEFORMAT }) and then be picked up by the TOC generation?

  36. Hi Craig

    I just tried your suggestion but it didn’t work. I’m not sure if you can add ‘hard-coded’ text into a field code like this.


  37. Rhonda,

    I tried as well—conceptually it sounded good, but too good to be true. Thank-you for trying.

    V/r, Craig

  38. Hi

    I found out 2007 links “multi level lists” to styles.
    This is how you can create custom appendix styles including “alpha”, “beta”, etc

    I could describe it here or simply link you to:


    At least I now understand what it is they have done!!!

    Have fun!

  39. Thanks, it worked great for me. Wonderful, easy to follow, documentation.

  40. […] […]

  41. I have figured out how to create an appendix and correctly number it. My book has about 45 appendices and I want to reference them from the text. “See Appendix 23.”

    How do I insert that reference into the text?

    Thanks very much!

    Don Hoke, donhoke@tx.rr.com

    (972) 955-7614

  42. Hi Donald

    You need to insert a cross-reference to it — the option you choose is ‘Numbered item’, then scroll to the bottom of that list where you will see your appendices listed. insert the cross-reference as ‘Paragraph Number (no context)’.


  43. I have followed this extremely helpful guide. Now I am using endnotes and I want the endnotes to be presented before appendix A. Not after all my appendices. Any idea how I do this?
    The bookmark suggestion is really great, thanks. The other heading was of refering created the whole new heading chain and was awful

  44. Hi Graeme

    You only have two choices for positioning endnotes, according to the Footnote and Endnote dialog box — end of document or end of section. If you only have a single section for the entire document before the appendices, then you could choose ‘end of section’, but it’s likely you have more than one section, so you’ll either have to have the endnotes at the end of the document (i.e. after the appendices), or at the end of EACH section.

    You might be able to ‘fudge’ it by putting the appendices in a separate doc, then PDF that doc separate to the main doc and add those PDF pages to the PDF’ed Word doc (assuming you’re going to PDF the main Word doc, of course).


  45. I’ve been struggling with how to make the appendices come in at level 1 in the outline and TOC without having to use heading 1. I had most of this figured out on my own but was using update style to match current settings rather using the settings on the Line and Breaks tab and and tab setting tab. Your instructions are clear, concise, and very useful. Thank you so much. I just wish I had come across your instructions before I spent two days trying to make my appendices work the way I wanted them to.

  46. I found a really easy way to add levels after doing the first step way above to create an APPENDIX A format in Word 2007. Just create some text, click on the APPENDIX A format, click on the increase indent button. It gave me an A.2 style in the level one format. Save the selection as a new style, then go into the Define New Multilevel List and link the new stype to your main document level 2 style. It kept the A.2 style but put it in my level two format.

  47. My problem is this: I have created the Appendicies this way and have inserted cross references to the Appendicies. BUT, then I moved some sections around in the document and therefore wanted to move around the Appendicies to reflect the new order in the document. Unfortunately, now all my cross references are ‘wrong’. For example, my document might say ‘For more information see Appendix A’ but that information is now in Appendix D.

    Any suggestions?

  48. Hi Sally

    Select all (ctrl+a), then right click and select Update All Fields. You may need to do this twice.


  49. Thank you so much! That worked! I have no idea why it didn’t work when I was individually clicking on the cross references and pressing F9? Anyway, I don’t mind – it worked, that’s the important thing!

    Thank you again for your quick reply.


  50. OMG…. THANKS!

  51. WORD 2010 Creating a separate ToC for Appendices

    Hi, Any suggestions how to create a separateToC for Appendices numbered from restaring as 1, 1.1. 1.2 etc which doesn;t overwrite the ToC for the main document, but is a separate second or third mini ToC just positioned within each Appendix? I have read extensively and tried very hard, without success …. Any suggestions please?

  52. Hi Helen

    Word 2010 allows you to insert multiple TOCs in a document. Just say ‘No’ to replacing the existing TOC, then modify it to pick up the Appendix heading styles (see the second option below).

    I can think of two possible options.

    The first option is detailed here (I haven’t tried this technique with appendices, so I’m not sure how it will work with them, but it’s worth a try): https://cybertext.wordpress.com/2011/03/04/word-adding-a-toc-for-a-section/

    The second option assumes your Appendix numbering is NOT part of the standard Heading 1, 2, 3 styles. You will likely need to use separate styles (e.g. App H1, App H2, App H3) for this option. See the section near the end of this post on ‘Add or remove a level from a TOC’: https://cybertext.wordpress.com/2010/07/23/word-2007-create-an-automatic-table-of-contents/ What you would need to try with this is to manually insert a TOC and set it up so that H1, H2, H3 were removed from the list, and App H1, App H2 and App H3 were added.


  53. Hi Rhonda, sorry if this is duplicate reply. Previous one got lost after I scrolled down.
    Thank you so much for your trouble. I am still having no success. The first paragraph of your reply – regardless of whether I specify heading 6&7 for the Appendices, ToC still includes main content of ToC. Headings 6&7 are NOT based on Style 1 and I have even tried no style. The report requires the numbering for each Appendix to start back at 1, then 1.1, 1.2 etc but nearest I can get is to switch to straight numbering 1,2,3 but cant get outline numbering to work for these Appendices. So 2 problems, the Appendices tOC and the numbering within them. Would you be prepared to help me if I pay as I have spent so many days now, and just getting more confused. I have tried very hard and have to admit I have also read the articles you mentioned. Clearly I am missing something! Could you let me know either way please. My deadline is very overdue to get this done. Many thanks . Helen

  54. You may be able to extract/adapt the headings you want from the attached. The App headings are Heading 7, 8, 9.


  55. Sorry, I don’t think the attachment survived the transition to WordPress. Rhonda may be able to pass it on if she thinks it might be useful.


  56. Thanks for the coffee!
    oh, yeah, also for the great article

  57. Well done, well documented.


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