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Word 2007: how to format numbered list?
How do I format a numbered list in Word 2007 as in older versions?
(My actual need is how to have a new list start numbering again rather than continuing, but I assume there's a generic solution somewhere!) |
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Word 2007: how to format numbered list?
Hi, Eric ~
1. Put the cursor on the text of the first paragraph in your document where you want numbering to start (or on the first heading in the document where you want the numbering to start over each time you use that heading, even if that heading itself will not be numbered). 2. In the Home tab/Paragraph group, click on the dropdown arrow of the Multilevel List button, then click on "Define New Multilevel List." (NOTE: you can add a button to your Quick Access Toolbar for this function if you use auto-numbering a lot.) 3. In the Define new Multilevel list window that opens, click on the More button in the lower left corner of the window. Now you're ready to set up your numbering levels. 4. In the top left corner of the window, click on Level 1. Under the heading Number format, click on the dropdown arrow under "Number style for this level:" and select the number style you want to use for Level 1 (e.g., I., A, 1, a, bullets, etc.). If you don't want Level 1 to have a number, then delete whatever appears in the "Enter formatting for number:" window; as soon as you do that, the word "(none)" will appear in the window under "Number style for this level." 5. If your Level 1 paragraph or heading will be numbered, the "Font" button to the right of the "Enter formatting for number:" window lets you format the number ONLY (NOT the paragraph style for Level 1). 6. A little further down the window under the heading "Position," ALWAYS set your Number alignment for "Left," even if you plan to center Level 1 on the page. (You can set up the center alignment after you've finished defining your new outline, when you're back in your document.) If you set the Number alignment to "Center," Word centers the line (assuming it's a heading) on the NUMBER _only_, not on the whole heading, and this can make your document look funny if you've added text, like the words "Article" or "Section," before the number. 7. "Aligned at:" selects how far to the right of the left margin the first line of the numbered paragraph will be indented. "Text indent at:" selects where the second (and all other) lines of the paragraph will wrap. 8. The most important part of the whole outline process is the "Link level to style:" window. Whether you use Word's heading styles to apply your outline to the document, or make up your own style names, Level 1 numbering must be linked to a specific style in order for the numbering process to remain stable and work correctly. (In our office, we created numbering paragraph styles that are only intended to be used for auto-numbered paragraphs, so we link Level 1 paragraph numbers to Level 1 numbering style.) 9. Leave "Level to show in gallery:" and "ListNum field list name:" alone. 10. If you want to use legal-style numbering (e.g., Section 1.1 or 1.01, etc.), select the number for the paragraph (e.g., 1 or 01), type a period to the left of the number where it appears in the "Enter formatting for number:" window, then put your cursor to the left of the period and click the box labeled "Legal style numbering." Select the number for the first part of the paragraph number from the previous numbering levels shown in the window labeled "Include level number from," so that your number style will change from ".01" (in the "Enter formatting for number:" window) to "1.01." If you want the paragraph heading to contain the words Article or Section, type them in to the left of the numbering fields. 11. The default Word setting for space after the auto-number is Tab character (in the "Follow number with:" window). If your numbered heading is going to be centered, change the "Follow number with:" setting to Nothing. 12. Now, go back to the top left corner of the window, click on Level 2, and go through steps 4-11, setting up the Level 2 numbering and linking it to a specific style. If your outline will have more than 2 levels, then when you're done setting up Level 2, go back to the top left corner, click on Level 3, and go through steps 4-11 again. Repeat until you have all the outline levels you need, then click OK. 13. You'll find that the paragraph where you put your cursor to start with (step 1 above) is numbered according to your outline. If you need to center the heading, click on the center alignment button, then update your style. If the numbering in that paragraph is not correct, then go back to step 1 above and start over from the beginning. There's no shortcut for doing this but I promise you, if you go through the steps methodically and described above, your outline will be stable and each level of the outline will chain to (start over after) the level above it. 14. If, as you're working with your outline, Level 3 goes crazy and stops chaining back to Level 2 (if it's supposed to), Never, never, NEVER open the Define new Multilevel with your cursor in the Level 3 paragraph where the problem started. The only correct way to fix any problems with your numbering outline is to put your cursor back in the first paragraph or heading in the document where auto-numbering started, fix the whole outline again, then click OK and go back to typing. If you do this, make sure that each level of your outline is still linked to its style. After you've set up a auto-numbering outline that you may or are likely to use again, you can save the auto-numbering styles in that document as a New Quick Style Set that you can use in any other document, without having to "reinvent the wheel" everytime you want to use those styles. Please post again if you have any questions about this process. -- Cyndie Browning Software Support Specialist GableGotwals Tulsa, OK "Eric Deeson" wrote: How do I format a numbered list in Word 2007 as in older versions? (My actual need is how to have a new list start numbering again rather than continuing, but I assume there's a generic solution somewhere!) |
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