Starting Figures Over at 1 Again in Word

Automatic Numbering in Microsoft Word

What You Will Larn

After completing this lesson, you will be able to:

Other Chapters Related to Topics Covered in this Lesson

Additional Written (and Spider web) Resources

	Give-and-take'south Numbering Explained by John McGhie, MVP - comprehensive and non pretty (Downloadable pdf file in letter size) - Reading this is vital to anyone attempting to use automatic numbering or bullets in a law office setting or other places where the documents are likely to be reused or heavily edited. See also How to Create a Template with a downloadable template with style-based numbering. I strongly recommend that y'all read both of these earlier doing anything with the contents of this affiliate.
	OutlineNumbering by Shauna Kelly, MVP (This is sort of a Cliff Notes™ edition of John McGhie'due south article with lots of graphics and examples.)
	How to Control Bullets in Microsoft Give-and-take by Shauna Kelly, MVP. Bullets and numbering are very much related in Give-and-take.
	Microsoft Knowledge Base of operations Article — Full general Information Well-nigh Bullets and Numbering — http://back up.microsoft.com/support/kb/articles/Q159/9/43.asp http://back up.microsoft.com/back up/kb/articles/Q212/3/76.ASP
	Number Alignment by Suzanne Barnhill, MVP
	Discussion for Law Firms by Payne Consulting Grouping:
	How to number headings and figures in Appendices by Shawna Kelly
	How to Remove Manually-Typed Numbering from a Document (VBA solution on MVP website)
	Numbering FAQ on MVP Website.
	Methods for Restarting List Numbering by Margaret Aldis
	Create a numbered list using SEQuence fields past Dave Rado, MVP, et al.
	Contrary-numbered lists by Greg Maxey, MVP
	Converting Automatic Numbering to Manual Numbering by Allen Wyatt
	Numbering Conundrums and variations by Cindy Meister, MVP (web archive)
	Using a-z numbering - Afterwards z use aa, ab, air conditioning instead of aa, bb, cc.
	Numbering Alignment by Suzanne Barnhill, MVP
	How to notice out the number, or list level, or outline level, that is applied to a listing-numbered paragraphs, using VBA
	How to Number Headings and Figures in Appendices past Shauna Kelly, MVP
	Automated Numbering in Word by Bob Blacksberg in Woody'due south Office Watch More on Paragraph Numbering,  Word Automatic Numbering (continued), More Discussion Numbering, Restarting AutoNumber Sequences, More Numbering Intricacies,
	How to have more than ix levels for outline numbering - not easy!
	Continuation headings and other creative use of fields in tables by Peter Jamieson
	Line Numbering in Word
	Microsoft Discussion 2010 Bible by Herb Tyson, MVP

Numbering Macro Packages

Page Numbering is not covered in this chapter (CK note)

This page last edited by Charles Kenyon on Wednesday 06 Apr 2022

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Numbering Overview

Police force firms apply numbered lists daily to set up contracts, pleadings, letters and memos. Discussion makes activating and customizing numbering fairly straightforward. You can create simple numbered lists, such as A, B, C and one, ii, 3. Y'all can also customize these lists to setup specific numbering styles for your firm and practice group. Multilevel lists such equally I, A, i are handled through Word'south Outline Numbering feature, which is explained later in this affiliate. Many firms rely on outline numbered lists to draw up contracts and pleadings. Like numbered lists, outline numbered lists can be customized.

CK Annotation: Word 2007 - 2013 interface has an dissimilar automatic numbering scheme which I have been told is much less subject to corruption. Microsoft Word 2010 Bible by Herb Tyson, MVP. Yet numbering is notwithstanding very imperfect in these afterward versions. I still recommend following Shauna Kelly'southward stride-by-step instructions (see above) if setting up numbering in a template or in a document likely to be heavily edited. If you start without doing this and end up with "spaghetti numbering," fixing it will be a very large chore!

Tip  Microsoft strongly recommends that you link your numbering to styles. The importance of this will be very apparent during the Outline Numbered section. Likewise, there is more data on the importance of styles when working with numbering in the Styles chapter. CK Note: I strongly recommend reading the following article. Information technology may save your sanity (or at least your job). Come across Word's Numbering Explained past John McGhie. Somewhat easier reading and still very useful are Shauna Kelly'south articles (run across above) on outline numbering and bullets. This chapter (spider web page) takes you through how numbering is supposed to work in Word and the various controls. Information technology is useful, but primarily on SEQ fields and simple numbered lists and too as reference showing the menus, dialogs and controls and going through the concepts for outline numbering. To actually set upwards outline numbering that works, refer to the Kelly and McGhie articles.

Automatic Numbered Lists

One of the easiest ways to begin applying numbers is by starting to type a numbered list. Word recognizes that you are creating a list and responds accordingly by converting text that yous blazon into numbered items. The number scheme, delimiter characters that marking the first or end of a unit of information and formatting are all based on what you have typed.

Note  Discussion does not convert typing to an automatic numbered listing if the AutoFormat option is not activated. From the Tools menu, cull AutoCorrect. Select the AutoFormat As Y'all Type tab, and check the option for Automatic numbered lists.

Practice: Employ Automatic Numbers

1. Create a new blank document.
2. Type the number 1 on the first line, followed by a period, and so press the SPACEBAR or the TAB key.
3. Type some text and press ENTER. Give-and-take converts the manually typed number into an machine number and adds the next sequential number to the showtime of your new paragraph.
4. Press BACKSPACE to remove the automatic number.

If you start to blazon in what appears to be a numbered list, Discussion formats your manually typed "numbers" to an automatic numbered list. The main benefit of this option is that you do not need to click any push button to start numbering and you can choose your numbering style every bit well. For example, if you lot type "(a) some text" and printing Enter, it starts numbering using the "(a)" format.

Unintentional Results with Automated Numbering

Some drawbacks to this feature are that you lose a footling control when you are typing. Word formats for you and some users do non like this. As well, on certain items, you will get a number when yous do not expect or need ane. For example, you have an attorney whose name begins with an initial (A. George Smith). When you blazon the name and press ENTER, the starting time initial "A." converts to an automated number.

Practice: Unintentionally Apply Automatic Numbers

1. On a blank line, type A. George Smith.
2. Press ENTER. The name A. George Smith is converted to an automatic number and the next sequential number (B) is placed on the next line.
3. From the Edit menu, choose Disengage (or CTRL+Z). This will disengage the automated numbering formatting.

Simple Numbered Lists

If the list you want is equally unproblematic every bit "1", "2", "3", yous'll appreciate how piece of cake information technology is to utilise this type of numbering in legal documents. Unproblematic numbered lists are different in Give-and-take 2000 than they were in Word 97. In Word 2000, the default for even the almost basic list is multi-level. For example, if yous number an item and press Enter and and then press the TAB key, Word automatically formats this number equally the second level in an outline numbered list format. Single and multi-level numbering are explained after in this affiliate.

Applying Basic Number Format

The fastest style to get numbers into your document is to click the Numbering button on the Formatting toolbar. This button gives you either Word's default numbering scheme in your document (1, 2, three) or the terminal numbering scheme used during this session of Word. Give-and-take's default numbers are Arabic numerals followed by a catamenia.

You lot tin can too use numbers by using a menu command. From the Format card, choose Bullets and Numbering. In that location are different advantages to both. The following exercises show how to employ each method to applying bones numbers to a list.

Exercise: Use the Numbering Toolbar Button

1. Click the Numbering button on the Formatting toolbar. An automatic number appears.
2. Type some text and printing ENTER.
3. Type several additional items pressing ENTER later on each item. You now have a numbered listing in your certificate.
4. Printing ENTER twice to plough off numbering.
5. Click the Numbering push button to continue with the next sequential number in the list.
6. Select the list that you just typed.
7. Click the Numbering button to turn off numbering.
8. Click the Numbering button again to plow numbering dorsum on. The Numbering toolbar button acts every bit a toggle.
9. Turn off Numbering and leave the certificate open for the next practice.

If you need more numbering options, you can employ a carte command to cull different number formats such every bit A, B, C.

The numbered tab contains seven default gallery positions for numbers, each of which tin can be customized.

Practice: Employ the Menu Control To Utilise Bones Numbering

1. Select the listing from the previous do. It should contain items without numbers applied.
2. From the Format carte, choose Bullets and Numbering, and select the Numbered tab.
3. Select the number format that y'all want and click OK.
4. Close the document without saving.

Turning Off Numbering

You may want to start and terminate numbering while you are creating your list. The numbering button acts as a toggle, which means it is used to plow on and off the numbering. All you lot have to do is click inside the paragraph where y'all desire to plough numbering on or off and click the Numbering button.

To stop Word from numbering boosted paragraphs:

Alarm  Some people like to use BACKSPACE to remove numbering. This method does remove the number merely leaves the cursor indented to whichever level you happened to be in, especially in Outline Numbered paragraphs. The two methods mentioned above volition remove the number and restore your cursor to the left margin.

Continue the Numbered List

In a legal document, it's rare for every paragraph in the document to be numbered. Usually, you alter betwixt numbered paragraphs and non-numbered (plain) paragraphs of text. When Word sees you switching between these types of formats, information technology normally tries to help by restarting your numbered listing dorsum at "1" (or the first value of your listing, such equally "A"). There are a few different ways to make the number follow the last number of your paragraphs. In Discussion, this is called Go on from Previous List.

Exercise: Keep from Previous List

1. Create a new document.
2. Click the Numbering button.
3. Blazon Send Fax and press ENTER.
4. Type File Motion and press ENTER.
5. Type Phone call Opposing Counsel and printing ENTER. Now y'all'll add text without numbers.
6. Click the Numbering button to plough off numbers.
7. Type John Smith 555-1234 and press ENTER.
8. Type In the office from 12-3pm and press ENTER. Y'all are now set to add more numbered items to the document.
9. Click the Numbering button to turn on numbering. Notation that Word restarts your numbering dorsum to "1".
10. From the Format card, choose Bullets and Numbering. The Format Numbering dialog box displays.
11. Choose Go on previous listing (at the bottom of the dialog box).
12. Click OK. Your number should alter from a "1" to a "4".

Restart Numbering

You tin can employ the same technique to restart a numbered list dorsum at the kickoff number as y'all did to continue with the previous list. In the Bullets and Numbering dialog box, choose Restart numbering, so click OK.

Lining Upwardly Not-Numbered Text With a Line Break

If you want to add more lines of text under the first line of a numbered paragraph and you would like to line the text upwardly, one solution is to insert a line break. A line break gives you a new line without a new paragraph. In WordPerfect, this is called a soft render. To get a line break, printing SHIFT+ENTER.

Exercise: Insert a Line Break After a Numbered Listing

1. In a new document, click the Numbering button on the Formatting toolbar.
2. Blazon Approximate and press ENTER.
3. Type Jury and press ENTER.
4. Click the mouse after the word Judge.
5. Press SHIFT+ENTER. The new line of text is aligned under the text but without a number.

Customizing Numbering

When you cull a numbering format or use Word'southward default, it non just provides you lot with numbering settings (i,2,three or A,B,C, etc), you also receive other formatting as well such as indents and tabs. In social club to satisfy unlike user's styles of numbering, you lot may demand to customize the list accordingly. You are probably meliorate off using the Define New MultiLevel List dialog as described in How to create numbered headings or outline numbering in Ribbon Versions of Give-and-take past Shauna Kelly.  Here is the dialog Word ribbon versions provide for customizing a apartment list:

Here is the dialog in the before carte versions.

Word provides numerous formatting options for numbered lists. All the same they removed the command over indents in the Ribbon versions.

Annotation  Most of the formatting to numbered lists needs to be done from within the Bullets & Numbering dialog box. Otherwise, whatsoever alter you make will only utilise to the one paragraph instead of the entire list. The post-obit table describes each of the items in the Customize dialog box and the office of each characteristic.

Field Option	Description
Number Format	Allows you to add text and punctuation to your number. For instance, y'all can add parenthesis effectually the number or add a flow. Fifty-fifty add the discussion INTERROGATORY if yous want.
Number Manner	Cull number formats such as 1, 2, 3 or I, II, III.
Start At	Determines what value the listing should starting time at. For example, this certificate may be an addendum to another document and should start numbering at 25.
Number Position	This affects how numbers line upwardly in a document, whether they are right, left, or center aligned. For example, y'all may desire decimals to align for lists with double-digit numbering and thus would choose Right alignment. Settings in this surface area do non affect the text nevertheless. This is not bachelor in the Ribbon versions.
Aligned At	This setting defines how far from the left margin the number should be aligned. This is similar to First Line Indent formatting.This is non available in the Ribbon versions.
Text Position	This setting is where you specify where you lot want the text on all subsequent lines to align (using the left margin). This feature is like to a Hanging Indent.This is not bachelor in the Ribbon versions.

For changes to the last three items in Ribbon versions of Word, use the Define New MultiLevel List dialog every bit described in How to create numbered headings or outline numbering in Ribbon Versions of Give-and-take by Shauna Kelly.

Practise: Change Indents

1. Create a new document.
2. Type =RAND() and press ENTER to put iii paragraphs of random text into the document.
3. Select all of the text. To exercise this quickly, you can use the keyboard shortcut CTRL+A.
4. Click the Numbering button. Notice that the number appears at the margin and the text is aligned at 0.25 inches.

Notation  Brand sure that your cursor is positioned within at least ane numbered paragraph. It is not necessary to have all paragraphs selected for the next stride.

5. From the Format menu, cull Bullets and Numbering. The Bullets and Numbering dialog box displays.
6. Click Customize.
7. In the Number position section, set Aligned at to 0.5. Y'all can either type 0.5 or increase the number in the spin box by using the up arrow.
8. Under Text position, type 0 in the Indent at department.
9. Click OK to apply the changes made to your numbered list.

The number is now indented and the paragraph text wraps to the margin.

Note  When you customize a number scheme, Word replaces the original numbering scheme in the Numbered tab of the Bullets and Numbering dialog box. To render to Give-and-take'south default numbering schemes, click Reset.

Outline (Multi Level) Numbering

Understanding outline numbering and how outline numbering interacts with styles is crucial to your success in using Give-and-take with legal documents. I recommend using the Define New MultiLevel List dialog as described in How to create numbered headings or outline numbering in Ribbon Versions of Word by Shauna Kelly Basic outline numbering tin exist handled much the aforementioned way as bullets and numbering. Seven default outline numbered lists come with Discussion. 3 of the lists format the paragraphs with outline numbers. These lists are in the top row of the dialog box. The remaining iv format the paragraphs with outline numbers and utilise heading styles to the paragraphs and can be establish in the bottom row.

To select outline numbering without changing the formatting of the paragraph, brand certain that you select an outline numbered list that is not linked to the Heading Styles feature. Microsoft strongly recommends using numbering that is linked to styles. For more than data on using styles in Word, run across the Styles chapter.

The vii schemes displayed are in a gallery with each numbering scheme occupying a gallery position.

Word includes seven default outline-numbering styles. These take changed over the years.

Applying Outline Numbers

In Word 97, outline numbering will non apply automatically as you type. You utilise outline numbering from the Format menu by choosing Bullets and Numbering so selecting the Outline Numbered tab.

In Word 2000, when you begin a numbered list, it is an Outline Numbered list by default. Therefore, you do non need to get into the Bullets & Numbering command unless you plan on changing the default scheme.

If y'all know in accelerate that you lot demand outline numbering for your paragraphs, y'all will want to choose the right format from the Bullets and Numbering dialog box. Applying i of the preset formats to a paragraph or paragraphs that are already bulleted or numbered applies it to the entire list. There is a specific tab for outline numbers — the Outlined Numbered tab.

In one case outline numbers are applied to paragraphs, use the TAB key, or the Increment or Decrease Indent toolbar buttons to accelerate to different levels inside the outline numbered mode.

Practice: Utilize Outline Numbers in Discussion 97

1. Create a new document.
2. From the Format carte, choose Bullets and Numbering.
3. Select the Outline Numbered tab.
4. Select an pick from the top row of the vii gallery positions.
5. Click OK.
6. Type text and press ENTER. A new number should appear.
7. To move to the next outline numbered level, press TAB.
8. Blazon boosted text and press ENTER. Word continues in the same level as the last particular you typed.
9. Press TAB over again to motility to level 3.
10. Type more text and press ENTER.
11. Press SHIFT+TAB to move to the previous level.

Yous can use the Increase and Subtract Indent buttons to movement to different outline levels as well.

Note  If TAB and SHIFT+TAB do not piece of work for changing the indents for outline numbering, you probably have the pick Tabs and Backspace set left Indent turned off. To modify this setting, from the Tools menu, choose Options. Select the Edit tab and bank check the selection Tabs and backspace ready left indent. As an alternative to turning this option on, you can instead use ALT+SHIFT+LEFT ARROW or Right ARROW to increase or decrease outline numbering.

Practice: Apply Outline Numbers in Word 2000

1. Create a new certificate.
2. Click the Numbering button to start Outline numbering. Your beginning level number should appear.
3. Type some text and press ENTER.
4. To motion to the adjacent outline numbered level, press TAB.
5. Type additional text and press ENTER. Discussion continues in the same level as the last item you lot typed.
6. Press TAB over again to movement to level three.
7. Type more than text and press ENTER.
8. Printing SHIFT+TAB to move to the previous level.

To choose a unlike numbering scheme, you will need to go into the Bullets & Numbering dialog box.

Unexpected Results With Applying Outline Numbers in Discussion 2000

Since Discussion 2000 applies outline numbering past default, as you press TAB or SHIFT+TAB in a numbered list, you lot are moved to the side by side or previous outline level. If y'all are in a numbered list that has outline numbering generated past the method described in the previous exercise, when you cull Bullets and Numbering from the Format card (or alternating-click a portion of the numbered list), the Numbered tab appears on the Bullets and Numbering dialog box. Notwithstanding, if you first select the entire list and choose Bullets and Numbering from the Format menu, the Outline Numbered tab from the Bullets and Numbering dialog box is selected.

Do: View Bullets and Numbering Tab While Applying Outline Numbers

1. Click in one of the numbered lines from the previous practise.
2. Alternate-click the single numbered detail and choose Bullets and Numbering from the shortcut menu. The Numbered tab is selected.
3. Click Cancel.
4. Select the entire numbered list.
5. Alternating-click the selected list and choose Bullets and Numbering from the shortcut bill of fare. The Outline Numbered tab is selected.

To choose a different numbering scheme, you will demand to go into the Bullets & Numbering dialog box.

Customize Outline Number Formats

You can utilize the Customize button to alter the outline numbered lists to your specifications. When y'all modify a list, it changes that placeholder's preset numbering format. This is how y'all salvage your customizations. Y'all have vii presets and they are stored in the Registry key List Gallery Presets.

Tip  You can always reset your numbering formats back to Word's defaults by clicking on the Reset button in the Bullets and Numbering dialog box. You volition accept to reset each numbering scheme individually.

You are able to customize the numbering scheme at whatsoever fourth dimension: before, during or after you employ it. You tin customize all 9 heading levels or just the levels you are planning to utilise. Some fields in the Customize dialog box are the same as the Numbered Listing Customize dialog box. The fields unique to Outline Numbers are:

Field	Description
Level	Select which level yous want to customize before you make any customizations.
Previous Level Number	Give-and-take will include the number from the previous level in the numbering scheme.
Font	Click Font to make changes to the font formatting of the number.

Table 2 — Unique customization options to Outline Numbering.

I recommend using the Define New MultiLevel List dialog as described in How to create numbered headings or outline numbering in Ribbon Versions of Word by Shauna Kelly.

Field	Description
More than (Less)	This button toggles and either expands to show additional features in the dialog box, or contracts to prove less options.
Link level to style	Attach a formatting style to a specific level of a numbering scheme not merely to apply numbers, but to format text as well.
Follow number with	Specify whether a TAB, space or nothing should follow your number.
Legal style numbering	This setting allows you to fix up numbering formats that use Roman and Standard arabic numerals together in the aforementioned list. For example, ARTICLE Iii changes to Article three.

Tabular array 3 — Options available past clicking the More button.

CK Note: I strongly advise attaching your numbering levels to styles for all levels at i fourth dimension. Come across the articles by John McGhie and Shauna Kelly listed in a higher place. McGhie's article explains the why of this, the Kelly Article gives step-by-step instructions.

Do: Customize Outline Numbering

1. Create a new document.
2. From the Format menu, choose Bullets and Numbering.
3. Select the Outline Numbered tab.
4. Select the second option on the acme row. The default is 1, 1.1, 1.1.ane, etc.
5. Click Customize. Level i should be selected. If not, select level 1 from the Level area. Figure 4 shows the Customize Outline Numbered List that is used to change number formatting, such as indents, tabs, and numbering styles.
6. In the Number format field, type Commodity before the number that appears in the box.

Alarm  Do not delete the number that appears in the Number Format box. If you practise so accidentally, select a number fashion from the Number Mode drop-downward list to put it back. If the Overtype feature is active, this will crusade the number to be easily deleted.

7. From the Number style list, select I, II, Three.
8. Select 2 from the Level list.
9. Click More than.
10. Check the box adjacent to Legal style numbering and I.i will change to 1.one.
11. Select 3 from the Level list.
12. From the Number style drib-down list, select a, b, c.
13. In the Number format field, add and remove the necessary text to accept the format appear equally (a).
14. Customize whatever level that you'd like and click OK to apply the numbering within your document. Article I should appear within the document since you added the word commodity before level ane through customization.
15. Type Introduction on a new line and printing ENTER.
16. Press TAB to modify to the next level in the outline.
17. Type Definitions and press ENTER.
18. Printing TAB to move to the side by side level (a).
19. Blazon Lessee and printing ENTER.
20. Type Lessor and printing ENTER.
21. Press SHIFT+TAB to move to the previous level (i.two).
22. Type additional text and press ENTER.
23. Printing SHIFT+TAB to move to the previous level (Article 2).
24. Type additional text.
25. Go out this document open for the next exercise.

Utilize Aligned At and Indent At to fix the indents if necessary.

Notation  The number format 1.ane, 1.one.1, etc. uses the Previous Level button to ensure that each level changes when the highest level is changed.

Tip  Outlined Numbered Lists give yous the option to use numbering and bullets in the same scheme. Select the particular level, and in the Number Manner field, gyre down and choose i of the bullet choices for that level.

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Sharing Customizations

If you have created keen numbering schemes and would like to share them with some other person, it is not an like shooting fish in a barrel task to re-create your schemes to another motorcar equally the schemes are registry settings and difficult for the typical user to get to. If yous open up a document with the scheme to be saved, it's easy to add and salve the scheme for you to use.

Practice: Share a Numbering Scheme with Someone Else

Send the document that contains the numbering scheme to another person. If you accept received a document and you want to save the numbering scheme to your estimator, only open the certificate.

1. From the Format carte, choose Bullets and Numbering, and and so select the advisable numbering tab.
2. Click Customize.
3. Click Abolish.
4. Click OK. This tricks Discussion into saving the numbering scheme into your estimator registry.

The next time you go into the Bullets and Numbering dialog box, the saved scheme appears as an item on either the Numbered tab or the Outline Numbered tab.

Note  Don't try to sympathize the Registry. This is something that the typical user should non venture into, as inadvertent changes tin cause serious bug with your calculator.

Alert  Making even modest changes to an outline numbering scheme won't necessarily change the initial position you've selected in the gallery, but rather may create a new gallery position, overwriting an existing ane. Because of this trouble, attaching numbering to styles is strongly recommended. This is covered in greater detail later in this affiliate and in the chapter on Styles.

Warning (CK Note) To share a numbering scheme with another person or accept it work for you over a long menstruation of fourth dimension or on a different computer, your numbering must be combined with styles (as set forth beneath). Failure to do this can outcome in what has been called "spaghetti numbering" and corrupted documents. Encounter Discussion's Numbering Explained by John McGhie, MVP - comprehensive and not pretty (Downloadable pdf file in letter size) - Reading this is vital to anyone attempting to apply automatic numbering or bullets in a police force office setting or other places where the documents are likely to be reused or heavily edited. See also How to Create a Template with a downloadable template with fashion-based numbering.

Combine Numbering With Styles

Outline Numbering becomes much more powerful when you attach styles to each level. Styles provide the text formatting while outline numbering provides the numbering format. Together, you can save yourself a great bargain of time.

For instance, you would like to have your first level of numbering to be Bold and Centered. In the previous section, you experienced that when yous used Outline Numbering alone, y'all had to format each paragraph individually to be centered. When you utilise styles, the centering takes place automatically once you've defined the way to be centered.

Word comes with some default Outline Numbering schemes that already have Styles attached simply that doesn't hateful you are simply express to those styles or those schemes. For more information on styles, encounter the chapter on Styles.

Practice: Use Styles with Numbering

1. Create a new certificate.
2. From the Format menu, choose Bullets and Numbering, and then select the Outline Numbered tab.
3. Notice the bottom row of schemes. Beside each level you should encounter "Heading1", "Heading 2", etc. These are numbering templates with Word styles already attached.

Note  If yous exercise not see the Heading styles, you may need to reset the scheme. Select each scheme and click Reset to restore Word'southward defaults.

4. Choose the start option in the bottom row.
5. Click Customize. Notice in the Preview area, there is a style listed abreast each level.
6. Expand the Customize dialog box past clicking More.
7. Customize whatsoever of the levels as you lot meet fit.
8. For each level, in that location is a "Link Level to Style" drib downwards list.

You can choose whatsoever style you would like to use from this list.

Note  You can only use a style once in each Numbering scheme.

9. Click OK. The Article I paragraph number appears in your document, forth with the formatting of Heading i.
10. Type some text beside the number and press ENTER.
11. The new paragraph is formatted with Normal style in example you would similar to type a non-numbered paragraph of text.
12. Press CTRL+ALT+2 to put the 2nd level of numbering into the document.

Tip  You lot tin utilize these shortcut keys, the numbering button or the Fashion dialog box in the Format menu to apply the correct numbering level. You can also use numbering that is linked to heading styles by clicking the Style box drib-down arrow.

13. Type more text and press ENTER. Discover the text formatting that applies along with the paragraph number.
14. CTRL+ALT+1 will requite you another Level 1 heading/number. Type more text and printing ENTER.
15. Go on until you take a variety of numbered paragraphs containing styles.
16. Shut the document. You do non need to save.

For data on changing the format of your text, run into the Using Styles affiliate.

Tip  Yous tin can also use ALT+SHIFT+LEFT ARROW and ALT+SHIFT+Right ARROW to promote and demote your outline levels, respectively. If these keyboard shortcuts don't work, try TAB and SHIFT+TAB.

Numbering Items Within A Paragraph

If yous demand to apply numbering within a paragraph rather than to the unabridged paragraph, you utilise Discussion's ListNum feature. Using the ListNum feature will permit you to have advantage of the numbering system you're currently using in your document (it volition use the one you implemented most recently if you're not currently using a numbering arrangement). The ListNum Field is available in Word 97 and later and interacts with multi-level list numbering (which should be linked to styles every bit set forth here). Here is a brief caption of differences betwixt the ListNum field and the Seq field.

Do: Number Items Inside a Paragraph

1. Start a new blank document.
2. Blazon Delight include the post-obit data with your application and press the SPACEBAR.
3. Press ALT+CTRL+L to insert the ListNum field.
4. To change the level of the ListNum field, select the number and press the TAB fundamental. Continue to press TAB or SHIFT+TAB to increase or decrease the level of the field.

Annotation  If Tabs and Backspace Set Left Indent are turned off, press ALT+ SHIFT+Right arrow or ALT+SHIFT+Left arrow to change the level of the ListNum field.

5. Printing the SPACEBAR after the number and type passport. Press the SPACEBAR.
6. Press ALT+CTRL+L to insert some other ListNum field.
7. Press the SPACEBAR after the number, type commuter'south license, and press the SPACEBAR.
8. Printing ALT+CTRL+L to insert some other ListNum field.
9. Printing the SPACEBAR later the number and type police degree.
10. Close the document. You practise not need to save.

You may wonder whether typing 1, ii, and iii would exist easier than using the ListNum field. Although doing that may be easier initially, the value of using the ListNum field becomes apparent when y'all cut and paste. When a paragraph contains multiple numbered items that you motion or delete, Word automatically updates the ListNum fields. Using ListNum fields assures you of accurate numbering within a paragraph throughout the document.

Tip  If you would similar to create a numbered listing that is non attached to the current numbering scheme in your document, you can utilize the SEQ field to insert numbers. This is discussed near the end of this chapter.

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Common Legal Customizations

CK NOTE: I have separated legal customizations from Troubleshooting because I think they are split concepts. These were combined in the original affiliate on numbering. Customizations explored are:

Equally you can see, Word provides numerous options for formatting an outline numbered list. There are a few additional things that law firms typically want to practice that are covered in this section.

Centering Text Under the Number

A very common numbering scheme involves the commencement level of the numbering scheme to be centered, with the text under it as shown in this example:

Commodity I.
Introduction

If you try to set upward a numbering scheme to do this, you will observe that your number disappears when yous press ENTER to type the text or the text may seem off-center. The following exercise walks you through centering text below a number.

Practice: Center Text Beneath a Number

1. You should nonetheless have the document open from the last practice.
2. Position your cursor in the offset paragraph (Article I. Introduction)
3. From the Format menu, choose Bullets and Numbering.
4. Select the Outline Numbered tab.
5. The second option from the top row should exist selected.
6. Click Customize. Level ane should be selected.
7. Prepare the Number Position to be Left.

Warning  Don't choose Center in this case, equally just the number and not the paragraph will be centered. This is one of the reasons the heading looks off-center.

8. The Aligned At position should be 0.
9. The Indent At position should exist 0.
10. In the More section of the dialog box, choose Nothing under Follow Number With.
11. Click OK. Your text volition wait a fiddling odd now with Article I and Introduction not separated.
12. Press the Eye button to center the text.
13. Click in front of the discussion "Introduction" and press SHIFT+ENTER. This will move the text to the next line without turning off or giving a new paragraph number.
14. Follow Steps 12 and 13 on the Article II paragraph.
15. Keep the document open up for the next exercise.

Styles with numbering would prevent you from having to heart each paragraph.

Add Formatting to Text without Affecting Paragraph Number

If yous want numbered headings to exist underlined, but practice not want a line nether the number, information technology can be difficult if you don't know how it works. This is considering by default, the format of the number follows the format of the text that follows it. For example, let'south say you desire to underline a paragraph in a Heading ii style. Chances are it will await like this:

1.1  Definitions

when you expected it to look like this:

1.1Definitions

This formatting must be done through the Customization dialog box of Bullets & Numbering.

NotationIMPORTANT Discussion 2000 Annotation In Word 2000, the underlining characteristic for outline numbered lists is turned off past default.

Practice: Remove Underline from the Paragraph Number

1. Select paragraph ane.1 Definitions.
2. Apply underline formatting by clicking the Underline toolbar push. Detect that the number too becomes formatted with the underline.
3. From the Format menu, choose Bullets and Numbering.
4. Select the Outline Numbered tab. The 2d selection on the top row of the gallery positions should be selected.
5. Click Customize.
6. Select Level 2.
7. Click Font. When the Format Font dialog box displays, everything is grayed out or unavailable.

Note  All of the controls in the dialog box are either blank or grayed out because by default, the font formatting of the number follows the font formatting of the text that comes after-unless you explicitly declare exceptions as in the side by side stride.

8. Select None from the Underline driblet-down list. In that location is a big difference in leaving something blank and choosing None. Bare means that it will follow the formatting of the text. None ensures that the number will never exist underlined regardless of text formatting.
9. Click OK. The number is no longer underlined.

This formatting is changed on a level-by-level basis. Yous will demand to customize each level of numbering that you want to utilise.

Tip  Using the same logic for removing underlining from a number, you lot tin can make the paragraph number bold without having the text of the paragraph formatted as assuming. In the Customize window of the Bullets and Numbering dialog box, choose the applicable level and click Font. Select Bold, and click OK twice.

Include Patently Text on Same Line Every bit Heading

(And Only Have Heading Appear in the Table of Contents)

Word uses styles to create Tables of Contents. A common practice in law firms is to generate outline numbered styles that have bold or underlined heading text immediately followed past paragraph text on the same line. Because the paragraph is formatted with a manner, Word tries to place the entire paragraph in the Tabular array of Contents.

One solution is to format the heading with the style and follow it with a hidden paragraph mark. Y'all should format the text in the next paragraph with a fashion that is non included in the Table of Contents. A hidden paragraph mark keeps the text together on ane line when it is printed, even though it is actually two separate paragraphs. The Table of Contents command picks up only those paragraphs with heading styles and places them into the Table of Contents.

Practice: Format Heading for TOC and Non-TOC Text on Same Line

1. Create a new blank document.
2. Blazon Agreement and press the SPACEBAR.
3. Format Agreement with Heading Fashion 1 (y'all can press ALT+CTRL+1).
4. Press ENTER.
5. Blazon This should not be included in the TOC.
6. Brand sure that you lot are viewing non-printing characters by clicking the Show/Hide push button on the toolbar (the push button with on it). You should see paragraph marks side by side to the word Agreement if you are viewing these characters.
7. Select the paragraph marker that follows Agreement.
8. From the Format card, cull Font. Check the option for Hidden and click OK.
9. Hide non-printing characters by clicking the Prove/Hide push on the toolbar.

When the document is printed, it appears as though the heading text for the TOC and the plain text are on the aforementioned line.

Tip  Y'all may desire to change the color of the Hidden Paragraph Mark to make it more than visual to other users that edit the document. CK Tip: You may even want to insert a comment to explain what is going on!

Sequence Fields for Numbering - CK Introductory Note

Microsoft Reference on Sequence Fields

Sequence fields are the first method that Discussion developed for automatic numbering and, in the words of John McGhie, the most robust. They are almost unbreakable. Here is a link to the Microsoft Office reference folio for them in Discussion 2010. As far as I know, the syntax and the switches have remained unchanged since before Windows.

Create Sequence Fields for Interrogatories and More

A Sequence field tracks differently numbered lists within a document. Combining Sequence fields and AutoText entries requite you a fast and easy fashion to insert Interrogatories, Requests for Production, and Requests for Admission.

Practice: Utilize Sequence Fields

1. Type INTERROGATORY NO. followed past a space.
2. Printing CTRL+F9 to insert field characters.
3. Type SEQ Rog within the field characters.

Notation  The "Rog" in this example is the name of the Interrogatory numbering scheme. This name volition keep this numbering scheme unique from any other schemes that may be running in the document. See Tip beneath for more than information.

1. Press F9 to update the field. A number "1" should appear.
2. Select INTERROGATORY NO. 1, and printing ALT+F3 to create a new AutoText entry.
3. Type rog for the AutoText entry name, and click OK.
4. Type Request for ANSWER followed by a space.
5. Press CTRL+F9 to insert field characters.
6. Type SEQ Ans within the field characters.
7. Select Respond 1, and press ALT+F3 to create a new AutoText entry.
8. Type Ans for the AutoText entry name, and click OK.
9. Blazon Ans and press F3. The next sequential number for an Answer appears.
10. Press ENTER and type rog and printing F3. The next sequential Interrogatory appears.

To use the AutoText entry, simply blazon rog and press F3.

Tip  Follow the same steps (above) to create Request for Production or Request for Admissions. The simply departure would be in Footstep iii, you would change the "rog" to "rpf" or "rfa". This will continue unique numbering schemes running in the aforementioned document. Therefore, yous could take an Interrogatory No.1 as well equally Asking for Product No.ane. Keep in mind that if yous cut, re-create or paste sequence codes, you'll need to select them and printing F9 to update the field codes. They do not update automatically.

Utilise Sequence Fields for Tickets and More

A Sequence field tracks differently numbered lists within a document. Using different sequence fields can give you the power to print a number of tickets on a page, make a stack of pages, cut the stack into tickets and take the tickets numbered sequentially.

Question:

I've been printing tickets that require sequential numbering and have that working but I have some issues that are bigger then my knowledge.

I have a word certificate with a table of six exact cells on a total page table. In those prison cell areas I have been printing tickets with a listing and a post merge and updating labels. I telephone call to an excel list of 1-2000 and then I generate all the pages through the Finish and Merge choice. This all works perfect. I go 2000 individually numbered tickets to impress...withal...I so accept six tickets printed on a page of paper with ticket numbers 1, two, 3, four, 5 ,6 and so the adjacent page has seven,8,ix,10,11,12. This is fine just I then accept to cut and stack these tickets in groups of 6 and at that point none of the numbering is sequential. The tickets are basically random.

Any suggestions on the best way to split the half-dozen regions so that the top left region would be one-335, and then the centre peak would be 336-670, Then the top right would be 671-1005, then lesser left would be 1006 - 1340, Then bottom center would be 1341-1675, then the final bottom correct region would be 1676-2010?

Respond: Employ Sequence Fields

1. Instead of a merge, utilise a page of labels with 6 SEQ fields ready for unlike sequences and with an interval of half dozen. The outset folio would be your initial set of fields with numbering 1, 35, 69, 103, 137, and 171.
2. The offset field would exist { SEQ Ticket1 /r i /# "0000" }.
3. The second would be { SEQ Ticket2 /r 35 /# "0000" } and so forth.

Remember  the { } braces for fields cannot be typed. They must exist inserted by Discussion. In Word 2007 and afterward using Insert > QuickParts > Field or Ctrl+F9. In Word 97-2004 utilize Insert > Field or Ctrl+F9.

4. Labels are Word Tables.
5. Create your offset folio, what you are using for a merge page at present. Use the six SEQ fields instead of the Mail Merge field.
6. Copy the entire tabular array on the first folio and paste it creating a second page.
7. On the second page press Alt+F9 to toggle brandish of field codes.
8. Modify the fields to drib the /r switch, i.east.
   The starting time field on the second folio would be { SEQ Ticket1 /# "0000" }.
   The 2nd would be { SEQ Ticket2 /# "0000" }
   and so forth.
9. Printing Alt+F9 once more to toggle back to field results.
10. And so copy that folio and paste until you have a total of 34 pages of tickets.
11. Press Ctrl+A to select the entire document and press F9 to update the fields.
    You should have 2004 tickets numbered so you lot can cut them in sequential stacks.
    That is, the acme stack would be numbered 1-34, the 2d stack numbered 35-68, and so forth. Subsequently you cut them, you can put the offset attack tiptop of the second, on pinnacle of the 3rd...
12. For larger numbers, increment the interval betwixt each sequence and use that number of pages. What I suggested is based on 34 pages of 6 then the interval is 34. For each boosted folio of vi you would increase that interval between the starting numbers by one.

A similar question arose except with 10 tickets per folio and 500 tickets. The aforementioned analysis applies. Alternatives using Mail Merge are offered there that are easier but do non provide for sequentially numbered stacks of tickets.

1. Figure the number of pages to get the separation between the sequences. 500 tickets / 10 per page = 50 pages.
2. That fifty is the value needed to dissever the dissimilar sequences on each ticket.
3. The offset page starts the sequences.
4. The following pages use those sequences merely omit the starting number.

Note that Word uses SEQ fields when it inserts Captions.

Even- or Odd-numbered SEQ fields - skipping numbers - CK Annotation

The Sequence Field has no switch to change the interval between numbers. It is ever the next integer from the last ane unless you are restarting the numbering. So, if you desire a sequence of odd (ane, 3, 5, 7,...) or even (2, iv, 6, 8, ...) numbers, how can you generate information technology using the SEQ field?

The reply is to use a pair of fields with 1 having the \h switch to hide that field and thus skip the number.

For an odd-numbered sequence for the MySeq identifier you would use the following pair of fields:

{ SEQ MySeq }{ SEQ MySeq \h }

For an fifty-fifty-numbered sequence for the MySeq identifier you lot would utilise the post-obit pair of fields:

{ SEQ MySeq \h }{ SEQ MySeq }

The fields in the each pair will only display 1 number, but volition use up two numbers in the sequence.

This idea from posts by Peter Jamieson and Greg Maxey on the Microsoft Office Answers Forum.

Using SEQ and other fields to brandish continuation headers in tables

Continuation headings and other artistic utilise of fields in tables by Peter Jamieson

The Bookmark function of the syntax { SEQ Identifier [Bookmark ] [Switches ] } is optional and is when adding Cantankerous-Reference text every bit role of the SEQ field.

The Switches are also optional and are as follows:

\c

Repeats the closest preceding sequence number. This is useful for inserting affiliate numbers in headers or footers.

\h

Hides the field result. Use it to refer to a Seq field in a cantankerous-reference without printing the number. For instance, y'all might want to refer to a numbered chapter merely non print the chapter number. The \h switch doesn't hide the field result if a Format (\*) switch is also present.

\n

Inserts the adjacent sequence number for the specified items. This is the default.

\r northward

Resets the sequence number to the specified number n. For instance, { SEQ figure \r 3 } starts figure numbering at three.

\s

Resets the sequence number at the heading level following the "s". For instance, { SEQ figure \southward ii } starts numbering at the Heading 2 way.

Troubleshooting

My changes to my List Number Style don't stick

The post-obit screen shots are from Word 2010 but this applies to all versions of Word. (Hither is the same question and reply using Word 2003 screen shots.) This is CK's response to a question on the Microsoft Answers site.

Question: Why does Word 2010 yet indent lists in blank documents based on Normal.dotm, fifty-fifty though I've modified the lists and styles in the Normal.dotm file?
The motorcar-indenting feature of bullets and lists has ever frustrated me. EVERY fourth dimension y'all utilize a numbered or bulleted listing, you've got to set the indents. I want my lists to exist indented at the very left of the page, flush with the residual of the paragraphs. Just no, Microsoft insists that yous desire them indented past 0.63cm and hanging at 1.27cm (WHY 0.63? Why not 0.7? Or one.0cm? But that'south a question for a unlike session.) (I know, it's because MS is American and all the same uses inches etc...)

So I spent some time trying to figure it out, playing with Normal.dotm and the diverse styles (List paragraph, List Number, Listing Bullet etc etc). And finally, when I've got Normal.dotm open (i.eastward. I'm editing that template file), I get my result: I use a standard numbered listing, and it comes up flush left (i.e. not indented) and hanging at 1.0cm (cos I don't use inches...) and with a tab stop practical at 1.0cm equally well - funky stuff!

Pleased with myself (ever a fatal thing when the gods of calculating are around), I burn down up a blank certificate and press the numbered list button.

My centre sinks. It's indented at 0.63, hanging at 1.27cm, no tab stop. For crying out loud! Why does information technology work when I've got the actual Normal.dotm file open up, but Not when it generates a new document BASED on Normal.dotm?

What am I missing, folks?

Response: First, the best manner to do numbering is past tying information technology to styles, in particular to the heading styles.
How to create numbered headings or outline numbering in Word 2007 and Word 2010
When you lot apply a list using the buttons, y'all are non applying a style.  If you lot driblet downward the styles list, does it show "Listing Number" as the style in apply? On my computer it shows the same style I started with, i.east. Body Text.  When y'all apply a list number way directly, from the Styles list, practice your changes to that way apply?

If not, the changes you are making may non be sticking because of an Add-In or other problem with saving changes to normal.dotm. As a brusk-term experiment, when you lot have normal.dotm open up type a phrase on the page like:
Kilroy was here!
Relieve information technology. Create a new document. Is your phrase in the new document? If it is, reopen normal.dotm and remove it! If it is not, you have something blocking your saving of normal.dotm or yous are opening the wrong normal.dotm.
Normal Template in Microsoft Discussion - How to Open

Here are some screen shots of the same text simply with the insertion bespeak (focus) in dissimilar spots. The first i is after but pressing on the numbering button.

Note that the style remains "Body Text" even though a number has been applied. Annotation also the font and the indents in the ruler.

The second shot (below) has the insertion point in the second numbered paragraph, the one where the List Number style was practical.

Fifty-fifty though it looks like I clicked on the numbering push at the top, I did not. I applied the list number style. That style has different indents and a different font. Those are the settings in the List Number Fashion.

Agreement Styles in Microsoft Discussion

Numbering in Microsoft Word is broken, sort of. Information technology has been for many years. (It is actually better now than it has been.) By attaching it to Styles, you tin can tame it. This is not fair; it is not easy; but, it isn't rocket science and it can exist done.

Otherwise, that button at the top is for quick lists in documents that are not probable to be edited and where yous are OK with the defaults that Word picks for you.

Change Automatic Numbers to Transmission

While Automatic Numbering is very useful, there are times when you may desire to freeze numbers. This cannot be easily undone, just the process is described here: Converting Automatic Numbering to Manual Numbering

No Tab Option Setting

You may discover that when you are customizing an outline numbered list, you do not have an option to gear up the value of the Tab that follows the number. You lot tin can simply cull whether a tab, space, or nada follows the number.

Warning  You can modify the tab or remove it individually in each paragraph. Only, each time you make a customization to your numbering scheme, the .25" tab will reappear in all the paragraphs that are a function of the listing. This behavior occurs whether the numbering is tied to styles or not.

Note  By default, Word follows the number with a tab that is gear up at 0.25" afterward the number. If you set up your Indent Position to be larger than the Number Position, this volition control the position of the tab after the number as well as the text that follows it. Merely if you lot want text to wrap back to the margin, the default 0.25" tab will appear. Nonetheless, using Styles with Numbering tin can make this a niggling less abrasive. Once your certificate is complete, the last step should be to fix the tab and update the style. It will at least preclude you from having to change each paragraph individually.

See also Troubleshooting

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