Word multilevel list headings not working

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Ingeborg Hawighorst (Microsoft MVP / EE MVE)

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These are great comments. Thank you.

"Headings are normally only one line, followed by a Normal paragraph."

I agree, that is the case for many documents. But what about something like a legal document in which every paragraph is numbered? How are they created? I can't imagine that with every press of the Enter key (ie every new paragraph), the user is required to Click a heading from the Styles list in order to apply the correct numbering and formatting, etc. — especially when there is no change from the previous paragraph.

"…modify the Heading styles and set the "Style for following paragraph" to something other than Normal."

I have not used this before so thanks for mentioning it. It does cause the new line to be inserted as a heading and, as you pointed out, which of the headings to use can be defined (eg same as previous, next level down, etc.)

"…you can use Shift-Enter to make a new line in the same paragraph (and style)"

This is also something I did not know before but the drawback I see (after trying it a few times) is that, while it does maintain the same Heading (Style), it does not enter numbering. That's obviously not a drawback if you want to begin a new un-numbered paragraph under the current heading but it does not help in specifically what I'm looking for.

"Click the View Ribbon > Outline"

You are right; that View option does exactly what I'm after. I've used Outline view extensively but it introduces some other issues which are problematic (for me at least).

I will have to keep looking and hopefully other suggestions will be included in this thread. My goal is to hopefully find a way to retain the benefits that come with using Headings & Styles, etc., but also have the typical features present in simple* outlines (eg Enter key to auto-insert the next correct number, Tab key to adjust a line to the next Heading level or Shift+Tab to adjust up to the preceding level, and others).

Thanks again

*By simple outlines I mean the type that are automatically created if in a Word document, you begin a paragraph with "1.". In that case, it always seems to jump to the right and insert hanging formatting, etc., for that paragraph. And then when the Enter key is pressed, it automatically inserts the next number (eg "2."). And if the Tab key is pressed, it automatically jumps further to the right and changes the numbering to "a.".

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Ingeborg Hawighorst (Microsoft MVP / EE MVE)

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DrTribos

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Thanks for the additional comments.

I guess I didn't really recognize that there's a difference between headings and a multi-level list but I do now thanks to the explanations. Maybe the best thing would be to respond to this sentence:

"I'm still not clear about what you want to achieve, in principle."

The best scenario for what I'm after would include the following (in order of highest priority):

1) auto-numbering/lettering/bulleting (NLB) for new lines when the Enter key is pressed
2) adjustment of levels by pressing Tab or Shift-tab (or something just as simple)
3) auto-adjusting of NLB when a line is deleted or inserted, etc.
4) a straightforward method for setting and changing the NLB scheme (eg indent, formatting, etc.)
5) reliable changing of all content at a given level by changing one row and clicking "Update style to match current selection"
6) ability to insert non-outline styles without affecting NLB
7) collapse and expand ability
8) toggle back and forth between Print Layout & Outline view without losing any outline-structure integrity
9) an end to all war, violence, hunger & prejudice throughout the world
10) an inexhaustible, nonpolluting and cheap source of energy

The last two items are not necessarily lower in priority than the others but I tacked them on at the end thinking that, with the convoluted gemisch of settings, terminology, menus and options, etc., I've been through over the years trying to figure this out, for anyone who can successfully combine the first eight items into a single document,* #'s 9 & 10 would be a snap. :P

Thanks

* You wouldn't even need to spend a bunch of time explaining it. Just include a sample as an attachment and I will be off and running. ;)

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DrTribos

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Ingeborg Hawighorst (Microsoft MVP / EE MVE)

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Here's some screenshots which may be helpful:

When I open a new email in Outlook and enter a number or letter followed by a period and space, it automatically switches to some type of outlining mode and displays the little lightning tooltip (Figs. 1 & 2). (The same thing used to happen in new Word docs but I must have changed some setting because Word no longer behaves that way.)

In the email, it also automatically applies sequential numbering and indentation automatically as I press Enter and/or Tab. And once created, any row can easily be demoted or promoted by pressing Tab or Shift+Tab.

Next, if the numbered outline from Outlook is Copy/Pasted into a new Word doc, it appears basically the same (Fig. 3). However, every single level is assigned to the style, "List Paragraph". How are you expected to make changes in a given level's formatting with that being the case?

The good news is that as new lines are created or inserted (blue in Fig. 4), they appear with the correct level characteristics and subsequent numbering is altered appropriately.

In the past, I've tried to use this basic or default outline as a starting point from which to modify the numbering & indent scheme but always run into problems. In other words, this method satisfies priority items #1, #2 & #3 from my previous post but fails miserably in item #4 and each subsequent item.

Thanks

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Success!

It’s been years coming but thanks to:

• the comments in this and several past threads,
• Shauna Kelly's great site and
• some doggedly persistent googling,

I believe I've finally found all of the required pieces to get an MS Word numbered outline to function as I want. I did not anticipate it was even possible at the time of my earlier post, but as far as I can tell, the attached file satisfies all eight of the items listed there.

By the way, to avoid forgetting them, the attachment includes the steps I followed and some notes — arranged of course, in a nice orderly & numbered outline. :) I even discovered Outline- & Print Layout-view shortcut icons for the QAT which I will be using frequently from now on.

Thanks a bunch to all who have contributed. I am indebted.

2014-02-12-Custom-Outline-Number.docx