How to automatically add serial numbers to headings in Microsoft Word

When creating a multi-page document in Microsoft Word, adding paragraph or serial numbers to the headings, like “1. Introduction” or “1.2. Precondition” is often useful.

While you can insert these numbers manually, this can be a labor-intensive task. For example, when you need to insert a new heading in the middle of the document, you must modify the section numbers by hand. It is tough.

In this article, we’ll explain how to automatically add serial numbers – such as chapter, section, paragraph numbers, etc. – in Microsoft Word.

Example of Operation

STEP

Enter the “Introduction”.

STEP

Set the paragraph style to “Heading 1”.

STEP

Click the “Multilevel List” button, and select the 3rd style, “1.1.1. ” of the List Library.

STEP

Click the “Multilevel List” button again, and select the “Define New Multilevel List…”.

STEP

Click the “More >>” button.

STEP

Select “Heading 1” from the “Link level to style:” combo box.

This operation, which links to the “Heading 1” paragraph style, is essential.

STEP

Select “2” from the “Click level to modify:” and select “Heading 2” from the “Link level to style:”.

STEP

Repeat the process from step 7. Link level 3 to “Heading 3”.

STEP

Click the “OK” button.

STEP

Enter “Assumptions” into the second line, and set the paragraph style to “Heading 2”.

STEP

Enter the “Terms” into the third line, and set the paragraph style to “Heading 3”.

STEP

Drag the left indent to the position where the first line indent is 0. If the ruler is not visible, click the “View” in the toolbar and turn on “Ruler”.

Numbers are updated automatically

As demonstrated in the example, paragraph numbers are automatically inserted by linking the levels of multilevel lists to a paragraph style of headings. For example, suppose you apply the style of a paragraph in the middle of the document to the heading. In that case, paragraph numbers appear later than that paragraph and are updated automatically.

When you create a long document, it is better that link levels to the heading first.

Conclusion

The key point of this article is the importance of “Linking levels to heading styles”.

This option isn’t displayed until you click the “More” button, making it easy to overlook.

Sequential numbers also appear when you only click the “Numbering” button or the “Multilevel List” button. However, these must be assigned as paragraph or section numbers to ensure everything is clear.

To prevent this issue, it’s best to initially link levels to heading styles.