How to Create an Appendix in Word

How to Create an Appendix in Word

How to Create an Appendix in Word

An appendix is essentially a page attached to the end of your document, and it’s used to add information that supports your work but doesn’t fit into the main body of the text. For example, an appendix may include source notes, interview transcriptions, tables or charts that didn’t quite fit onto their own dedicated pages in the text, or even a copy of an article or book chapter you used as research for your own writing.

How to Create an Appendix in Word

Whatever information you decide to put in your appendix, here’s how to create one in Word for Windows.

Add the Table of Contents

An appendix is a section of text at the end of a book, separate from both its main body and table of contents. Depending on your writing needs, you can use an index (for alphabetical information) or a table of contents (for organizational information).

When placing tables or images within an appendix, they should be organized numerically by their corresponding page numbers in order to make it easier for readers looking for specific content. For example, if you have an image on page 3 and another image on page 46, they would appear first and second within your list of appendices.

Alternatively, if you wish to hide material that might confuse or distract your reader base, add Appendix A at its beginning for quick reference.


Add your Tab Number Before the Page Number

You can insert a tab character using these methods: The quick and dirty way is to type Ctrl+9. On older versions of Word, you’ll see Tab with its default character code, which is 09. With Page Layout view enabled, highlight either a single paragraph or multiple paragraphs by clicking and dragging with your mouse.

(Word 2013 for Windows users: You don’t need to select anything; just place your cursor on or next to where you want a tab.) On both PC and Macs, click at least twice—once while holding down Ctrl+Shift (Windows) or Command+Option (Mac), then once again when releasing those keys—and you’ll get a good old-fashioned tab character between those two clicks.

To insert a tab number, click at least twice without holding down any keys—once to place a normal tab character, and once more where you want your tab number. Make sure you have a field code enabled for fields such as Tabs (Ctrl+1) before adding a custom tab number.


Note that inserting a nonbreaking space or soft return within or after that second click won’t work; you’ll get spaces and returns, but they won’t wrap at that spot. Instead, use Paragraph dialog box settings to add hard returns (inserted characters will remain on their current line until you add another hard return), nonbreaking spaces (characters will be put on new lines by Word), and other types of formatting characters.

Create a New Page Section with Page 1 and Save

To add a new page section, click New Page Section on your Insert tab, and then type a name for your new section. The name appears on your screen and at the top of your list of pages; it will also be included in any printed or online documents.

To move from one-page section to another as you’re writing, you can use page breaks or headings within headers and footers. To learn more about headers and footers and see how they work, see Create custom headers and footers (Word).

Remove any Extra Space After Page Breaks

To make sure you don’t have any extra space at all, highlight your text and go under Page Setup in Word, select Odd Page, and click OK. Then, delete any extra spaces on your next page break.

Alternatively, change your margins and size from your printer preferences (go to File > Options). The margins should be set to None by default, but if they aren’t and you end up with extra space after each page break or margin, change them there.

This will also help you get rid of any extra spaces that happen because of headers or footers. Change your header/footer space: If you have a header and/or footer set up, they may be adding more page breaks than necessary.


Try removing some of them from your document (go to View > Header and Footer). In addition, remove any automatic text from these areas; for example, if there’s Page X of Y at the bottom on every page, delete it by highlighting it and clicking Delete Header Text under Paragraph group in your ribbon bar.

Edit Wordcount via the Main Menu

Appendixes are useful ways of including extra information that’s either too long or not relevant enough to warrant its own spot. Use tabs as separators, then just make sure your References page has a list of where your appendixes can be found.

If you don’t need any footnotes on your Appendix, choose a letter (like A) and use that at the beginning of each section.

If you want footnotes, type those and note numbers at beginning of each section.


Mark Start/end of the Document with Tabs

Formatting your document is crucial if you want it to look professional. When creating a document, you’ll want to make sure that everything is formatted correctly. Luckily, you can easily change the formatting of your tabs by changing their indentation.

To do so, select Paragraph under Home on your toolbar and go to Indents and Spacing. Next, hit Ctrl + Shift + : (colon) and choose how many spaces you want for each tab. This will help your work look more professional and easy to read when printed or shared with others. Learn more about indents and spacing here.

Save your Document

In order to save your document as a PDF file, you will need a program called Adobe Acrobat. Open a document that already has an appendix; then right-click on it and select Save As. This will open up your standard Save As dialogue box.


In that box, click on Browse near where it says Save as type, which is above where you enter a name for your file. Select Adobe PDF (Portable Document Format) from that list and click OK. You can change some other settings on that page too if you want, but we’ll skip those for now. The only thing left to do is click Save at the bottom of that dialogue box and then choose where you want it saved.

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