How to Add an Appendix to a Word Document

By James T Wood

Adding an appendix to a Microsoft Word document requires using separate sections. This gives you added control over how the appendix is formatted. Using the heading styles allows you to create an automatic table of contents to point to your appendix. The section breaks and headings function similarly to separate pages and links on a Web page, allowing for quick navigation between the separate parts of the whole. So you can easily navigate from the body of your document to the appendix and back again.

Define Sections

Step 1

Open Microsoft Word and the document you want to edit. Navigate to the place between the body and the appendices.

Step 2

Place your cursor at the point of the section break, choose the "Page Layout" tab in the menu bar and select "Breaks."

Step 3

Choose the type of section break you want. The Next Page section break will create a new section starting on the next page. The Continuous break creates a new section but doesn't change to a new page. The Odd Page and Even Page breaks create a new section and start the next one on either an odd or even page. This is helpful if you want your appendix to be on a left or right page in a book layout.

Step 4

Define sections breaks between the appendices, if you want each appendix to use separate page numbering, headers or footers otherwise all the appendices can be in the same section. Sections can have their own page layout, headers and footers, page numbering, borders and columns that are independent from other sections in the document.

Create Headings

Step 1

Highlight the heading for your appendix On the Home tab of the menu bar click "Heading 1" in the Style section. If you don't see Heading 1, use the arrow to the left of the listed styles to find it.

Step 2

Change the format of the heading to the one you want for your document by using the controls in the font section of the Home tab.

Step 3

Select your heading text again, right-click on Heading 1 in the Style section and select "Update to Match Selection." Now the Heading 1 format is defined by the formatting you just applied.

Step 4

Use the Heading 1 Style for all the top-level headings in your document -- for example appendices, chapter titles and bibliographies. You can use the same tool to create secondary and tertiary headings, if you want sub-headings in your appendix.

Table of Contents

Step 1

Browse to the Reference tab in the menu bar. Select the Table of Contents button on the far left and choose "Custom Table of Contents."

Step 2

Choose the formatting you want in the Table of Contents dialog box that appears. For example, you can choose to show page numbers or not, and determine which headings are included in the table.

Step 3

Click "OK" when you're done formatting and the Table of Contents will be inserted into your document. If you then make changes to the rest of the document -- such as headings changing or adding pages -- you can update the table.

Page Numbering

Step 1

Select the Insert tab of the menu bar, click "Page Number" and choose where you want to enter the page number -- at the top of the page or at the bottom. This opens the header and footer Design tab where you can further define the page numbering.

Step 2

Select the header for the first page of your appendix. In the Navigation section of the Design tab click "Link to Previous" to turn off the link to the previous section, so you can define a new numbering scheme.

Step 3

Choose "Page Number" from the Header & Footer section and select where you want the page number to go. Select "Format Page Numbers" to bring up a dialog box that allows you to choose the numbering format -- Arabic numerals, Roman numerals, or alphabetic -- and what number to start with.

Tips & Warnings

  • Change all the styles for the headings and text in your document with the Change Styles button on the right side of the Styles section of the Home tab. If you made extensive changes to the styles for your document and you want to use them later you can save your own Quick Style Set with the same button.
  • Use the Show/Hide feature -- found on the Paragraph section of the Home tab with the ¶ icon -- to show all the non-text information in your document, so you can see where all of the section breaks are.
  • The information in this article applies to Microsoft Word 2013. It may vary slightly or significantly with other versions or products.