[Peter T. Daniels]

Note that whenever you create a Word document, you are using Styles --
even if only the "Normal" style, with individual formatting applied on
top.

It's curious that you've made "macros to easily call" styles -- when
styles are easily applied either from the dropdown style list, or by
opening the Styles & Formatting panel (Ctrl-Shift-Alt-S), which can
dock unobtrusively at the side.

On Apr 20, 5:10*pm, Dogwoodnc
wrote:
Thank you for your suggestions!
Indeed, in previous Office versions, we have been using a 'defined'
multilevel list, but not a true style, due to other software limitations. *
(For many years, after we finished our Word docs, others copied them into
Lotus Notes & served them to the intranet via Domino, for viewing by various
browsers. *Unfortunately, there were poor online results when we used Styles,
so we developed the defined lists as a workaround.)

Fortunately, we are not using that methodology now, so we have already
started implementing Styles in other aspects of our documents. *So, for new
documents, the solution of defining and using a multilevel style should work
well. *Again, thank you for that suggestion! *I've already defined these
styles, made macros to easily call them, and added them to a custom tab on
the ribbon, which we plan to distribute via a startup template. *So that's
progress!

I'm still a bit concerned about revising existing documents (since there are
SO many of them and some are extremely large), since they still exhibit the
flaky numbering as described earlier when steps are added/deleted/rearranged
-- until we are able to reformat them all. *I think reformatting (using
styles) will be the optimal solution -- but it may be a long time before we
can reformat EVERYthing.

Any additional suggestions would be appreciated! *Thanks!

"Pamelia Caswell via OfficeKB.com" wrote:



It is not clear from your *post whether you are using W2003's outline
numbered list feature in your current documents. *From the description of the
problems, I am guessing no. In *W2007 the outline numbered list is called
multilevel list and, by either name, list levels *linked to paragraph styles
is the key to getting what you want. *The suggestions below are based on your
description of your documents. *

Dogwoodnc wrote:
Background: *My workgroup is preparing to migrate to Word 2007 very soon. *
We create/maintain hundreds of large procedure manuals, each containing
multiple chapters (sometimes up to 40-50 per manual). *Each chapter consists
of steps, using multi-level numbered lists -- the first level is a "1, 2, 3"
type list, and the second level is an "A, B, C", type list. *Often, there are
tables or notes interspersed between the steps, and sometimes the steps are
multiple paragraphs long.

Therefore, we need to be able to:

a) Set up a multilevel list in each chapter -- with each chapter's list
starting at step #1
See b.

b) Restart a series of steps after a break (such as after a table or a Note)

This is doable by setting up a *multilevel list where list levels are linked
to chapter, note, table, the 1,2,3 list, and *the A,B,C list paragraph styles.
The level for list 1,2,3 should be set to restart after the table level (it
will restart after level 1 and after level 2 as well as after level 3 (the
tale level).

The built-in List and List 2 paragraph styles and their "list continue"
counterparts may suit for the *list paragraph styles or you could define your
own styles. *

c) Skip numbering the second paragraph of a step
Style not linked to a list number level do not carry a number (as long as
they are not based on a numbered style), *so the built-in List continue
styles would work here.

d) Revise the information in the steps (adding/deleting/rearranging) as
needs dictate, without adversely impacting the overall numbering, *(In other
words, if you have a series of steps 1, 2, 3, 4, A, B, *5 -- if you delete
#3, the new steps would be 1, 2, 3, A, B, *4 -- not 1, 2, 4, A, B, 5 or 1, 2,
1, A, B, 2, or 1, 2, 3, 4, 5, 6.)
Should not be a problem. *Many , if not all, of the problems you describe
below should become a distant memory. * *If you are not familiar with setting
up outline/multilevel lists, see *
http://www.shaunakelly.com/word/numb...umbering.html*
while you still have W2003. *Your thought to get the to work in W2003 is a
good one. *When you get W2007, either search this site for instructions on
how to create multilevel lists *or write back.

For later, after you've *spent some time with W2007( or 10), *you can make
applying styles easier for users by customizing the quick styles gallery for
your template. *Because your list is so customized, you may want to consider
defining a "List style", which can be shared to other documents.