Column of numbers in word

Why would anyone ever need column numbers? Well, sometimes it is easy to design multiple pages in one page of your document and columns are handy tool. When printed each column can be treated as a different page. Now, our problem is how to show page numbers for those columns as if each column is a separate page.

This question was asked by Krishna Verma as a comment in one of the Practical Sets ICT Trends has published. This post is in response to his query.

Lets start solving the problem:

Create columns in your document (say, 3 for my example). Your document may have multiple pages. If it has only one page, there is nothing to work hard – you can just insert text boxes and type 1, 2 and 3 on three text boxes and position it properly. The problem is only when you have multiple pages and each page contain 3 columns.

The real trick is to insert Field Code below each column and enter formula on those field code so that it will produce 1, 2 and 3 on the first page while, 4, 5 and 6 on the second page and so on.

1. What Multi-level Numbering Looks Like

Often used in the legal profession or in large corporate documents, multilevel numbering creates a logical hierarchy and easy navigation within the document. The headings can also be summarised later on in a table of contents. Here is a simple example:

2. How to Set Up Multilevel Numbering

Here is the correct process:

Each table should be referenced in the document content. Typically, tables have a number and a title, which are referenced. Microsoft Word offers functionality to create automatically updated numbers for figures, tables, and equations. The numbers and titles, created using the Captions functionality, are used to cross-reference tables in a document and create a List of Tables.

The word Table and a number identify a table then follows the caption. A caption is a short block of text that explain table contents without referring to the document content:

See more about creating numbers and captions for figures: images, pictures, charts, etc., creating captions for equations, and creating captions for photographs.

Attention! We highly recommend checking the formatting requirements, accepted by your college, university, company, or established on the project, etc.

Insert a caption for tables

To add automatically updated numbers and a title (caption) for a table, select it by:

• Selecting all rows or columns of the table one by one, or
• Moving the mouse over the table until you see the table selection icons in the upper-left corner of the table and clicking it:

  

  Note: You can also click on the table selection icon in the bottom-right corner for the same effect. See how to select table elements for more details.

After selecting a table, do one of the following:

• On the References tab, in the Captions group, click the Insert Caption button:

  

• Right-click on the selection and select the Insert Caption… in the popup menu:

  

In the Caption dialog box:

Select the label and its position

• Under Options:
  • From the Label dropdown list, select the item type you need:

    

    • Table,
    • Equation – see how to create captions for equations,
    • Figure (selected by default) — see how to create captions for figures,
    • Another label (in this example, My Caption) was created using the New Label… button (see how to create a new label below).

    Note: Remember that each type of object you labeled will be numbered sequentially within its group.

  • From the Position dropdown list, select one of the options:

    

    • Above selected item (selected by default for the Table label), or
    • Below selected item (selected by default for the Figure label).

    Note: The captions for tables are usually located above the tables.

Exclude label from caption

• Select the Exclude label from caption check box if you don’t need to add the label to the caption:

  

  Some requirements recommend using the lowercase word table instead of the automatically added Table in Word cross-references.

  The option Exclude label from caption hides the label from being displayed in cross-references or a List of Tables.

  For example:

  • When you insert a cross-reference with the selected option Entire captions or Only label and number (see more details how to use cross-references in Word), Word adds the capitalized label and number, as you see in the Caption field of the Caption dialog box. E.g., “are listed in Table 3” or “are listed in Table 3 Number of articles by statuses and products”.
  • All captions, created with selected option Exclude label from caption, Word adds in cross-references as their numbers without the labels. Type the word table (as required) and insert a reference to a caption (e.g., “are listed in table 3”).

Add a new label

• Click the New Label… button to create a new label:

  

  In the New Label dialog box, type a new label name:

  

Note: See also how to delete a custom label.

Modify caption numbering

• Click the Numbering… button if you want to change any of the numbering options:

  

  In the Caption Numbering dialog box:

  

  • In the Format dropdown list, select the numbering format you need (some requirements recommend using Latin capital letters instead of numbers for tables):

  

  • Select the Include chapter number check box to include the chapter number in the caption number. After selecting this option, two more options will be unlocked:
    • From the Chapter starts with style dropdown list, select the heading level you need to include in the caption:

      

    • In the Use separator dropdown list, select the punctuation you need to insert between the chapter number and the table number:

      
    • At the bottom of the dialog box, see how your choices will look in the Examples section. E.g., Table 2.3” means the third table in chapter 2.
    • Click the OK button.

Add a title

• To add the text of your caption, click after the table number and enter the text. E.g.:

  

Notes:

1. There are several standard requirements for table titles:
   • Chicago style recommends using the table title in line with the label and number. E.g.:

     

   • In opposite, APA (American Psychological Association) and MLA (Modern Language Association) styles recommend using the table title with one double-spaced line below the table number (see how to adjust line spacing). E.g.:

     

     To create such a title, don’t type any text in the Caption field, leave it, then do the following:

     1. Create a caption without a title.
     2. Position cursor after a caption number and add a new line (by pressing Shift+Enter) in which type of title you need.

        Note: You can press Enter and create a new paragraph instead of a new line. See how to create a List of Tables (Table of Figures) for more details.

     3. Format the caption to adjust line spacing (see how to change caption line spacing).
   • In addition, MLA style recommends using a hanging indent to the second line of long titles. E.g.:

     

2. Word offers very helpful functionality to create a text that can be displayed in a List of Tables instead of a caption text. See how to create a Table of Contents Entry.
3. For most requirements, the number and the title should be without an ending period. If you need a period after a number, type it in the Caption field.
4. If a table spans more than one page, the first page of that table should have a complete caption; the subsequent pages should have an abbreviated caption consisting of a label, a number, and the word Continued. E.g., “Table 3. Continued”.

Using an AutoCaption

See Adding captions with AutoCaption.

Group a table and its caption

According to all requirements, a table (or its part) with its caption should appear on the same page. Word adds captions for tables as a regular paragraph with selected Keep with next option. See how to keep lines and paragraphs together for more details.

See also how to keep a table row on one page and keep a table on one page of a Word document.

Edit or modify a caption

Microsoft Word adds numbers in captions as fields.

You can show all fields in a document with a gray background, see how to turn on or turn off highlighting of fields in a Word document.

• Labels:

  If needed, you can change the label. Word for Microsoft 365 will update the reference if available. In this case, Word will not create a new label and a separate numbering. Be careful!

• Numbers:

  DO NOT edit caption numbers! If you change a number:

  • In some cases, Word will update it, and you will lose your changes,
  • Otherwise, the caption number may stop updating automatically.
• Text:

  To add or modify a caption text, click on it and change what you need, like in a regular paragraph.

Do not forget to format a caption according to the requirements you use!

Delete a caption and an unnecessary label

If you need to remove some caption, select the caption paragraph (full line or several lines) and press Delete. Do not forget to update fields in the document!

To remove the unnecessary label, do the following:

   1.   Open the Caption dialog box.

   2.   In the Label dropdown list, select the label you want to remove.

   3.   Click the Delete Label to remove a custom label:

Note: You can’t delete predefined labels: Equation, Figure, and Table.

Update caption numbering

Word automatically updates references and numbering if you insert a new text. However, copying, deleting, or moving context often leads to confusion in the document. After such operations, you have to update all dependencies manually.

To update fields in the document, select the entire document by clicking Ctrl+A, and do one of the following:

• Press F9,
• Right-click on any of the fields and select Update Field in the popup menu:

  

Word will update all fields. You can be sure that the numbering and references are correct.

We strongly recommend checking a document at least visually after changes!

You have a column of numbers with a variety of lengths and decimal places. But no matter what you do with the paragraph alignment buttons, they just won’t line up properly at the decimal point.

For example:

As with most things in Word, there are a couple of ways you can solve this problem — and the critical thing you need to know is that that what you want is called a ‘decimal tab’.

The procedure for setting a decimal tab is very similar for both Word 2003 and 2007.

1. Turn on the ruler if it’s not already displayed (Word 2003: View > Ruler; Word 2007: View tab > Ruler check box).
2. Select the column of numbers.
3. Set the column’s contents so that the ‘paragraphs’ are left-aligned.
4. Click the tab icon at the top left of the ruler several times (typically three times) until it looks like this:

   

   Decimal tab icon

5. Now, click in the ruler between the ‘flags’ where you want the decimal tab alignment to be.
   
6. All your numbers are now aligned at the decimal point!

If you want to align several columns of numbers at once using the same decimal tab alignment, then the procedure is much the same:

1. Select all the columns you want to align to the decimal tab and make sure the ‘paragraphs’ are left-aligned.
2. Click the tab icon at the top left of the ruler until it shows the decimal tab icon.
3. Click in the ruler between the grayed out ‘flags’ of the first column. All columns have the decimal tab applied to them at once.

If you don’t like using the tab icons on the ruler, then you can set a decimal tab in the Alignment section of the Tabs dialog.

To open the Tabs dialog:

• Word 2003: Format > Tabs
• Word 2007: Home tab > Paragraph group > dialog box launcher (which then opens the Paragraph dialog)  > Tabs button (at the bottom left of the Paragraph dialog).