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#1
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Restart numbering using LISTNUM
I do techncial support in a law firm. We use the following Heading Styles
with numbering applied for our Paragraph (Outline) Numbering: Heading 1 = 1. Heading 2 = (a) Heading 3 = (i) Heading 4 = A. In some documents, we require numbering with a paragraph (see example below). The numbering must appear as roman numberals regardless of the numbering style applied to the paragraph i.e., Heading 1 or 2. I have recommended to staff to use the LISTNUM field to insert the numbers within the paragraphbut there is a problem. In the first paragraph of the example below, the Heading Style 1 is applied to the paragraph. When the LISTNUM field is inserted within the paragraph the resulting number is (a). By right-clicking on the LISTNUM field and selecting Increase Indent the numbering style changes to (i). This is exactly what we need. However, for the following paragraph when the Heading Style 2 is applied, a (b) instead of an (a) appears. I understand that this is because Word is detecting the LISTNUM field in the first paragraph. Is there an easy way to restart the numbering for subsequent paragraphs when using the LISTNUM field? Would a different Word field provide the results we are looking for? EXAMPLE: 1. The Borrower shall deliver to the Bank a certificate of its chief financial officer, certifying that (i) no Default has occurred, (ii) the attached financial statements have been prepared in accordance with generally accepted accounting principles, and (iii) the attached certificate correctly sets forth the calculations for determining the ratios specified in Sections 5.08, 5.09, and 5.10. (b) Preparation of the following documents shall be approved by the Borrower including (i) financial statement, (ii) annual report, and (iii) shareholder's summary. -- Christina |
#2
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Hi Christina
There are several ways of kludging the numbering back to what you want, but they may give you grief later, especially if you cut and paste paragraphs. You could (assuming Word 2002 or later) simply right click on (b) and Restart Numbering at that point - but see http://www.word.mvps.org/faqs/number...tartFromUI.htm for some of the issues with that. Also this won't work if a similar problem occurs with a missing level 2 further through the sequence. It seems to me the underlying issue here is that you have a hierarchical structure which assumes that there will be a level 2 before level 3 - so when you insert the level 3 LISTNUM in your example you've broken your own "rules". If the "within paragraph" numbering is actually separate from the paragraph outline numbering then it might be cleaner to set up a separate numbering sequence. You could do that with a separate named LISTNUM field, or with a SEQ field. Otherwise, I think the safest and simplest compromise would be to use a LISTNUM field with an explicit start number in place of the paragraph number in the next Heading 2. You'll need to create a style that is the unnumbered equivalent of Heading 2 (with appropriate tab setting). The LISTNUM field you need will be something like {LISTNUM \l 2 \s 1} (level 2, restarting at 1 - i.e. (a) in the chosen numbering format). An alternative would be to include a hidden field in the paragraph that is "missing" its second level numbering - for example {LISTNUM \l 2 \s 0}. This field restarts numbering for the second level at zero, so the value for next second level number will be 1 - producing (a). Hope this helps -- Margaret Aldis - Microsoft Word MVP Syntagma partnership site: http://www.syntagma.co.uk Word MVP FAQ site: http://www.word.mvps.org "Christina" wrote in message ... I do techncial support in a law firm. We use the following Heading Styles with numbering applied for our Paragraph (Outline) Numbering: Heading 1 = 1. Heading 2 = (a) Heading 3 = (i) Heading 4 = A. In some documents, we require numbering with a paragraph (see example below). The numbering must appear as roman numberals regardless of the numbering style applied to the paragraph i.e., Heading 1 or 2. I have recommended to staff to use the LISTNUM field to insert the numbers within the paragraphbut there is a problem. In the first paragraph of the example below, the Heading Style 1 is applied to the paragraph. When the LISTNUM field is inserted within the paragraph the resulting number is (a). By right-clicking on the LISTNUM field and selecting Increase Indent the numbering style changes to (i). This is exactly what we need. However, for the following paragraph when the Heading Style 2 is applied, a (b) instead of an (a) appears. I understand that this is because Word is detecting the LISTNUM field in the first paragraph. Is there an easy way to restart the numbering for subsequent paragraphs when using the LISTNUM field? Would a different Word field provide the results we are looking for? EXAMPLE: 1. The Borrower shall deliver to the Bank a certificate of its chief financial officer, certifying that (i) no Default has occurred, (ii) the attached financial statements have been prepared in accordance with generally accepted accounting principles, and (iii) the attached certificate correctly sets forth the calculations for determining the ratios specified in Sections 5.08, 5.09, and 5.10. (b) Preparation of the following documents shall be approved by the Borrower including (i) financial statement, (ii) annual report, and (iii) shareholder's summary. -- Christina |
#3
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Thank you, Margaret. I appreciate the variety of recommendations you
provided. I will present these options to the secretaries who will most likely benefit from these options and determine what the next step will be. -- Christina "Margaret Aldis" wrote: Hi Christina There are several ways of kludging the numbering back to what you want, but they may give you grief later, especially if you cut and paste paragraphs. You could (assuming Word 2002 or later) simply right click on (b) and Restart Numbering at that point - but see http://www.word.mvps.org/faqs/number...tartFromUI.htm for some of the issues with that. Also this won't work if a similar problem occurs with a missing level 2 further through the sequence. It seems to me the underlying issue here is that you have a hierarchical structure which assumes that there will be a level 2 before level 3 - so when you insert the level 3 LISTNUM in your example you've broken your own "rules". If the "within paragraph" numbering is actually separate from the paragraph outline numbering then it might be cleaner to set up a separate numbering sequence. You could do that with a separate named LISTNUM field, or with a SEQ field. Otherwise, I think the safest and simplest compromise would be to use a LISTNUM field with an explicit start number in place of the paragraph number in the next Heading 2. You'll need to create a style that is the unnumbered equivalent of Heading 2 (with appropriate tab setting). The LISTNUM field you need will be something like {LISTNUM \l 2 \s 1} (level 2, restarting at 1 - i.e. (a) in the chosen numbering format). An alternative would be to include a hidden field in the paragraph that is "missing" its second level numbering - for example {LISTNUM \l 2 \s 0}. This field restarts numbering for the second level at zero, so the value for next second level number will be 1 - producing (a). Hope this helps -- Margaret Aldis - Microsoft Word MVP Syntagma partnership site: http://www.syntagma.co.uk Word MVP FAQ site: http://www.word.mvps.org "Christina" wrote in message ... I do techncial support in a law firm. We use the following Heading Styles with numbering applied for our Paragraph (Outline) Numbering: Heading 1 = 1. Heading 2 = (a) Heading 3 = (i) Heading 4 = A. In some documents, we require numbering with a paragraph (see example below). The numbering must appear as roman numberals regardless of the numbering style applied to the paragraph i.e., Heading 1 or 2. I have recommended to staff to use the LISTNUM field to insert the numbers within the paragraphbut there is a problem. In the first paragraph of the example below, the Heading Style 1 is applied to the paragraph. When the LISTNUM field is inserted within the paragraph the resulting number is (a). By right-clicking on the LISTNUM field and selecting Increase Indent the numbering style changes to (i). This is exactly what we need. However, for the following paragraph when the Heading Style 2 is applied, a (b) instead of an (a) appears. I understand that this is because Word is detecting the LISTNUM field in the first paragraph. Is there an easy way to restart the numbering for subsequent paragraphs when using the LISTNUM field? Would a different Word field provide the results we are looking for? EXAMPLE: 1. The Borrower shall deliver to the Bank a certificate of its chief financial officer, certifying that (i) no Default has occurred, (ii) the attached financial statements have been prepared in accordance with generally accepted accounting principles, and (iii) the attached certificate correctly sets forth the calculations for determining the ratios specified in Sections 5.08, 5.09, and 5.10. (b) Preparation of the following documents shall be approved by the Borrower including (i) financial statement, (ii) annual report, and (iii) shareholder's summary. -- Christina |
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