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Microsoft Office Suite TechGuides

Add chapter numbering to your Word documents

If you've ever tried to organize a dropped stack of documents, you know the importance of chapter and page numbering. In this tip, Mary Ann Richardson tells how you can automatically add chapter numbering to your Word documents.


Microsoft Word

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Add chapter numbering to your Word documents

Readers will find it easier to navigate a Word document if you divide the document into separate, numbered sections or chapters. For example, let's say your document will consist of two chapters, and you want to precede each page number with its corresponding chapter number. You would also like to restart page numbering at the beginning of each chapter. Follow these steps:

1. Open a blank document.
2. Click the Style Box in the formatting toolbar and select Heading 1.
3. Go to Format | Bullets And Numbering and click the Outlined Numbered tab.
4. Select the fourth box in the second row and click OK.
5. Press [Enter].
6. Go to Insert | Break.
7. Click Next Page, and then click OK.
8. Click the Style box and select Chapter 1, Heading 1.
9. Press [Enter].
10. Go to Insert | Break.
11. Click Next Page, and then click OK.
12. Click in the blank line after the Chapter 1 heading.
13. Go to Insert | Page Numbers.
14. Click the Format button.
15. Click the Include Chapter Number check box.
16. Click the Start At radio button and then click OK.
17. Click in the blank line after the Chapter 2 heading.
18. Go to Insert | Page Numbers.
19. Click the Format button.
20. Click the Include Chapter Number check box.
21. Click the Start At radio button and click OK.

Now you are ready to type the text in your document. As you enter text in the Chapter 1 section, the pages will number automatically as 1-1, 1-2, and so on. Page numbers for the Chapter 2 section will be 2-1, 2-2, and so on.

In documents where sections are titled differently (such as Module 1, Module 2, etc.), you can customize the heading by following these steps:

1. Go to Format | Bullets And Numbering.
2. Click the Outlined Numbered tab.
3. Click the fourth box in the second row.
4. Click Customize.
5. Click and drag Chapter in the Number Format box and change it to Module.
6. Click OK twice.

Microsoft Excel

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Create high-impact charts with Excel's AutoShapes

Try adding AutoShapes to make your Excel charts stand out from the crowd. For example, suppose you have a line chart that compares the sales of notebooks and desktop PCs over the last quarter. Rather than have your audience spend time matching the chart's lines to the legend, replace the legend with callouts identifying the data series. Then, to emphasize that notebooks outpaced desktops in your sales data, combine the image of the chart with an AutoShape of a laptop. To do so, follow these steps:

1. Open the worksheet that contains the chart.
2. Right-click a toolbar and select Drawing.
3. Click AutoShape and go to Callouts.
4. Click Rectangular Callout.
5. Click and drag the mouse to create a callout near the line representing Notebook Sales.
6. Drag the yellow tip of the callout so that it points to the line.
7. Right-click the callout border and select Format AutoShape.
8. Click the Font tab and select White from the drop-down color box.
9. Click the Color And Lines tab and under Fill select Black from the drop-down color box.
10. Click OK.
11. Click inside the Callout and type Notebook Sales. Resize the callout as needed.
12. Repeat steps 3 through 11 for the Desktop Sales Callout.
13. Delete the Legend, if necessary.
14. Select the chart, and press [Ctrl] while selecting the two callout shapes.
15. Click Draw in the drawing toolbar, and then click Group.
16. Click AutoShapes and then click More AutoShapes.
17. Scroll to the image of the laptop and double-click.
18. Click and drag a corner of the laptop shape to enlarge it.
19. Click and drag a corner of the chart to resize it to fit within the laptop shape's screen.
20. Move the resized chart to position it within the laptop screen.
21. With the chart still selected, click Draw in the drawing toolbar.
22. Go to Order, then click Bring To Front.
23. With the chart still selected, press [Ctrl], and then click the laptop shape.
24. Click Draw in the drawing toolbar, then click Group.

By grouping the AutoShapes with the chart, you can now work with the combined AutoShapes as you would any other graphic object. For example, you can resize it as a whole, or copy and paste it to a PowerPoint slide or Word document.

Microsoft Access

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Using combined parameter queries in Access

Parameter queries are a powerful tool for analyzing Access data, but they are even more powerful when they give users the ability to specify more than one parameter at a time. For example, you can create three single-parameter queries for an employee database: one for finding out which employees started at your company within a certain timeframe, another for listing the employees by gender, and another for listing the employees by home city. But if you want to create a query that provides statistics regarding employees hired during a specific time frame, you would need to create a query that includes all three parameters. To do so, follow these steps:

1. Open the Employees database and click Queries under Objects in the database window. Click New.
2. Select the Employees data table and add the appropriate fields to the grid.
3. Click in the HireDate criteria cell, and enter Between [Start Date] And [End Date].
4. Click in the Gender criteria cell and enter [Enter Male or Female] OR [Enter Male or Female] Is Null.
5. Click in the City criteria cell and enter [Enter City] OR [Enter City] Is Null.

From this query, you can list all employees from a particular city within a certain time frame, or learn how many males or females were hired, or a combination of both.

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