MS Office Tuts - Kamaraj Mani: Multi-Level Numbering

In this Tutorial, I am going to explain you how to insert multi-level numbering using Formulas in Excel. Click here to download the exercise spreadsheet.

Details available in the Excel sheet (KM_Ex3_Multi-level_Numbering.xls) are -

Column A	Chapter Numbers	24 Chapters
Column B	Titles	247 Titles
Column C	Count	247 Titles

Before we start, just estimate how much time it will take to number the 247 titles along with Chapter numbers like 1-1, 1-2….27-1, 27-2….27-n. I guarantee that we can number them within 15 seconds.

Is that possible?

Let us try it out..

Step 1:

Insert a column between A & B;
Enter the cell value as ‘1’ in Cell B3. i.e. we are starting with Chapter 1.
Enter the following formula in Cell B4

=IF(ISBLANK(A4),B3,B3+1)

Picture A: If fuction

Formula Explanation:

ISBLANK(A4): This formula checks whether any value/formula exists or not in Cell A4. If any value is there, the function returns the message "FALSE" (i.e. the cell has some value in it). If no value/formula exists, it returns “TRUE”.
IF(ISBLANK(A4),B3,B3+1):

Formula Structure: =(logical_test,value_if_true,value_if_false)
Condition (logical_test): We need to check whether A4 is blank or not. We are using ISBLANK(A4) as a logical test. We will get either TRUE or FALSE as a result.
True Value (Value_if_true): If the ISBLANK(A4) returns TRUE, we are going to retain the same chapter number. Hence we put B3 as Value_if_true.
False Value (Value_if_false): If the ISBLANK(A4) returns FALSE, next chapter is started. we need to add 1 with the previous chapter number. Hence we need to put B3+1 as Value_if_false.

Step 2:

Double click the Fill Handle

Fill Handle: The small black square in the lower-right corner of the selection. When you point to the Fill Handle, the pointer changes to a black cross

Picture B: Fill Handle

All the remaining 245 rows will be filled with corresponding Chapter Numbers as shown in below picture.

Picture C: Chapter Numbers

Chapter number for all the 24 chapters are ready now.

Step 3:

Now we are going to insert title numbers.

Insert a new column between B & C
Enter the cell value as ‘1’ in Cell C3. i.e. we are starting with Title number 1.
Enter the following formula in Cell C4

=IF(ISBLANK(A4),C3+1,1)

Picture D: IF Function

Formula Explanation:

ISBLANK(A4): This formula checks whether any value/formula exists or not in Cell A4. If any value is there, the function returns the message "FALSE" (i.e. the cell has some value in it). If no value/formula exists, it returns “TRUE”.
IF(ISBLANK(A4),C3+1,1):

Condition (logical_test): We need to check whether A4 is blank or not. We will get either TRUE or FALSE as a result.
True Value (Value_if_true): If the ISBLANK(A4) returns TRUE, we are still in the same chapter and need to add 1 with the previous title number to get Number for next title. Hence, we need to put C3+1 as Value_if_true.
False Value (Value_if_false): If the ISBLANK(A4) returns FALSE, Next Chapter is started. We need to put ‘1’ as first title number for that chapter. Hence, put 1 as Value_if_false.

Double click the Fill Handle
All the remaining 245 rows will be filled with corresponding Title Numbers. Check C17, it is started with 1 as a title number for next chapter (Chapter 2).

Picture E: Title Numbers

Step 4:

Insert a new column between C & D
Select D3, click insert function icon

Insert Function dialog will pop up

Select Text from the Select a category drop down box.

Select CONCATENATE from the Select Function list box

Press OK

Enter the field with the values as given in the below image and press OK

Double click the Fill Handle
Column D represents the multi-level numbering for the titles.
Now select Column B,C & D.
Press Ctrl+C.
Right click on the Cell B1, Select Paste Special.
Paste Special Dialog will appear. Now select Value under Paste group and Click OK