How to Add and Modify Heading Numbers in Microsoft Word (PC & Mac)

This tutorial shows how to add heading numbers in Microsoft Word. The heading numbers can include labels such as “Article,” “Section,” and “Chapter.”

We will also look at how to modify the numbers and labels attached to each heading level. For example, you may want to change “Article I” to “Proposal 1.”

Quick Links:

How to Add Heading Numbers
How to Modify Heading Numbers

This tutorial’s companion video shows all the steps in real time.

Watch more than 150 other writing-related software tutorials on my YouTube channel.

The images below are from Word for Microsoft 365. These steps also apply to Word for Microsoft 365 for Mac (a.k.a., Word for Mac), Word 2021, Word 2019, Word 2016, and Word 2013.

How to Add Numbers to Headings

Important Notes

This process is for existing headings created with Word’s built-in heading styles.
You don’t have to have every heading complete. However, the first Heading 1 level should already be inserted.
If you are new to working with headings or need a refresher, please see “How to Create and Customize Headings in Microsoft Word.”

Select the Heading 1 in your document.

Heading level 1 selected in Word 365 — Figure 1. Heading with level 1 style selected

Select the Home tab in the ribbon.

Home tab in Word 365 — Figure 2. Home tab

Select the Multilevel List button in the Paragraph group.

Multilevel List button in Word 365 — Figure 3. Multilevel List button

Select a style from the List Library. Remember that you can modify these styles, so choose the one that is closest to the format you want.

Pro Tip: Hover over each option to see a larger example.

List Library in Word 365 — Figure 4. List Library

Your headings should now feature the multilevel list numbers.

Headings with Multilevel List numbers applied in Word 365 — Figure 5. Headings with Multilevel List numbers applied

How to Modify Heading Numbers

These steps assume you have already added numbers to your headings, as shown in the section above.

Important Note: Word’s Multilevel List function includes many advanced options. This section features the options I believe are the most useful for the majority of people.

Select the first numbered heading in your document.
Select the Home tab in the ribbon (see figure 2).
Select the Multilevel List button in the Paragraph group (see figure 3).
Select Define New Multilevel List from the drop-down menu.

Define New Multilevel List option in Word 365 — Figure 6. Define New Multilevel List option

Select a level in the Click level to modify menu in the Define new Multilevel List dialog box.

Click level to modify menu in the Define new Multilevel list dialog box — Figure 7. Click level to modify menu

1. Type the words, symbols, or punctuation before or after the number in the gray shading in the Enter formatting for number text box.

Important Note: Don’t delete or alter the number in the gray shading. If you delete or alter the number in the gray shading, the automatic numbering will stop functioning.

Pro Tip: If you add words, symbols, or punctuation after the number, also add a space after the final character so that a space appears before the heading text.

Enter formatting for number text box in the Define new Multilevel list dialog box in Word 365 — Figure 8. Enter formatting for number text box

(Optional) Choose a new number style from the Number style for this level menu.

Number style for this level menu in the Define new Multilevel list dialog box in Word 365 — Figure 9. Number style for this level menu

(Optional) Select the Font button to change the font, style, size, color, and other appearance options.

Font button in the Define new Multilevel list dialog box in Word 365 — Figure 10. Font button

(Optional) Adjust the number position as necessary.

Position options in the Define new Multilevel list dialog box in Word 365 — Figure 11. Position options

Select the More button.

More button in the Define new Multilevel list dialog box in Word 365 — Figure 12. More button

(Optional) Enter a different number in the Start at text box if you don’t want the level to start with the current number.

Start at text box in the Define new Multilevel list dialog box in Word 365 — Figure 13. Start at text box

(Optional) Select Space, Tab character, or Nothing from the Follow number with menu. For most users, Space will be the best option. (The Tab character can put too much space between the number and label and the heading text.)

Follow number with menu in the Define new Multilevel list dialog box in Word 365 — Figure 14. Follow number with menu

Select the next heading level that you want to modify in the Click level to modify text box (see figure 8).
Repeat steps 6 through 13, as necessary.
Select the OK button.