Number sections with heading styles

In this lesson

Link a multilevel list to heading styles, move the Booking section and check its new numbers in the contents.

Example

A small travel policy

The travel policy has Eligibility, Booking and Expenses, with two subsections under Booking. Its author typed 1, 2 and 3 into the headings. Adding a section left two headings numbered 2. Link the heading styles to a multilevel list so Word can renumber them.

How it works

A heading-linked multilevel list numbers sections and subsections together. Heading 1 can show 1, 2, 3; Heading 2 can show 2.1, 2.2 under section 2. Typed digits are ordinary text and will not change when sections move.

Keep the document outline in one heading-linked list. Use a separate list for numbered instructions in the body. Continue Numbering and Restart at 1 control that body list; changing its sequence should not change the section numbers.

Steps

Create Heading 1 paragraphs Eligibility, Booking and Expenses. Under Booking, add Heading 2 paragraphs Approval and Travel options. Remove any numbers typed into the heading text.
Click the first Heading 1. In Home › Multilevel List, choose a pattern whose preview names Heading 1, Heading 2 and Heading 3.
Check that main sections show 1, 2 and 3, and Booking’s subsections show 2.1 and 2.2. If a heading is unnumbered, check its paragraph style first.
Insert Heading 1 “Changes” before Expenses, then Heading 2 “Cancellations” under Changes. Expenses should move to 4; Cancellations should begin with Changes’ section number.
For a custom pattern, open Define New Multilevel List › More. Link each level to its heading style and set each lower level to restart after its parent level. Check the preview for each level.
Under Booking, add a separate three-item numbered checklist. Use Continue Numbering or Restart at 1 for that checklist as needed, then check that main-section numbers have not changed.
Insert an automatic table of contents. In the Navigation pane, move Changes before Booking, update the entire contents and compare its numbers with the headings.

Try it yourself

Add another Heading 2 under Booking. Move the whole Booking section before Eligibility, update the contents and check the resulting numbers. Leave the body checklist in its own list.

Show expected result

The main sections now read Booking 1, Eligibility 2, Changes 3 and Expenses 4. Booking’s subheadings use the 1.x prefix.
The contents matches the headings. The body checklist keeps its own sequence, and no heading number has been typed by hand.

If something goes wrong

A main section starts at 1 in the middle of the document.: Check whether it uses a separate list definition. Apply the same heading-linked pattern used by the other sections; do not type over the number.
A subsection has a whole number instead of 2.1 or similar.: Apply Heading 2 and check that list level 2 is linked to it. Indenting a Heading 1 paragraph does not turn it into a Heading 2.

Quick check

Try these questions after the exercise. Check the result in your app before marking the lesson complete.

1. What should a numbered main section use?

Manually typed digits onlyHeading 1 linked to a list levelAn image of a number

2. Why remove manually typed prefixes?

They do not automatically renumberThey prevent the file from savingThey turn all text into tables

3. What must you update after moving sections?

The monitor resolutionThe paper trayThe entire table of contents

Choose an answer for all 3 questions to check your understanding.

Optional: try it with Copilot

If you have Copilot, try this after the exercise. Keep the original file and compare its suggestions with your own result.

Suggest a two-level outline using the topics in this travel policy. Separate section headings from numbered instructions and point out misplaced subsections. Do not add policy rules.