Word Numbering Continued From Previous List

Multilevel Numbering in Word - The Missing Guide

Multilevel numbering in Word is the #1 headache for many people working with large documents. Believe it or not, it's not complicated. It just takes somebody to lead the way and point out the pitfalls you need to avoid.

Today that pleasure falls to me!

Before I start, grab your free multilevel numbering troubleshooting guide  that shows you the steps to get multilevel numbering working properly first time, every time, together with answers to over 20 FAQs and plenty of real client examples constructed step by step to help you fix what isn't working with your numbering.

1.  What Multi-level Numbering Looks Like

Often used in the legal profession or in large corporate documents, multilevel numbering creates a logical hierarchy and easy navigation within the document. The headings can also be summarised later on in a table of contents. Here is a simple example:

Multilevel numbering in Word 01

2. How to Set Up Multilevel Numbering

Here is the correct process:

1.Select the text that you want to number (this can be a section of text or the whole document).

Multilevel numbering - where to start

2.Select the Home tab.

3.Click the multilevel numbering icon in the Paragraph group.

Multilevel numbering icon

4.You can either select an existing layout from the list to use as a starting point, or you can create a new numbering system from scratch. As you hover over each thumbnail image, Word provides a larger image of the numbering system.

5.Choose Define New Multilevel List to display the control dialog.

Define new multilevel list

The dialog box can be broken down as follows:

#1 Click level to modify

In the top left is a list of levels. As you select each level, the settings in the rest of the dialog box changes.

Level 1 is the highest level, i.e. the main headings such as chapter or section titles.

Level 2 is subordinate to level 1.

Level 3 is subordinate to level 2.

Click Level to Modify

#2 Enter formatting for number

This is where the level number is constructed. If you include a previous level number, it will be displayed with a grey background, as will the number for the current level.

Type anything you wish to put in between the numbers such as dots, dashes, brackets etc.

Clear any text in the 'Enter formatting for this number' box.

#3 Include level number from

When creating a subordinate level (or child level), you can first specify the level number of the parent.

For example, for section 3.2

  • '3' is the parent level (level 1) and
  • '2' is the child level (level 2)

Multilevel numbering in Word 05

#4 Number style for this level

Each level can have its own number style. It may be a standalone style, e.g. 1, 2, 3 or a, b, c or continue on from a higher level, e.g. 1.1.1 or 1.a.i.

  • When creating 1.1 numbering, this option is 1, 2, 3.
  • When creating 1.a numbering, this option is a, b, c

Multilevel numbering in Word 06

#5 Font

Set the font formatting for the selected level, if you want.

Enter formatting for number

#6 Position

What position from the left margin do you want items for each level of numbering. For example, level 1 items may be 0cm from the left margin, level 2, 1cm from the left margin and level 3, 2cm from the left margin.

Here's what they mean:

  • The Aligned At determines how far from the left margin the number appears.
  • The Text indent at figure determines how far from the left margin the text following the number is.

Multilevel numbering in Word 08

6.Click OK to save all the settings and close the dialog box.

The text you selected in step 1 now looks like this.

Multilevel numbering - initial numbering

The next part is where the magic happens ...

3. How to Apply Multilevel Numbering

Once you have created your numbering system:

1.Position the cursor at the beginning of a line.

Multilevel numbering - place the cursor at the start of the line

2.Press the TAB key to move the text down a level (demote).

Multilevel numbering - press TAB to demote and SHIFT TAB to promote

3.Press the SHIFT and TAB keys together to move the text up a level (promote).

Multilevel numbering - press SHIFT TAB to promote

If you prefer, you can also click the indent icon to demote and the outdent icon to promote between levels.

Multilevel numbering - you can use the indent and outdent icons to demote and promote between numbering levels

4. How to Change Multilevel Settings

Once you have created your numbering system:

1.Reselect all text that is using the multilevel numbering.

2.Click the multilevel numbering icon and select Define New Multilevel List (yes, you choose this option even if you are modifying an existing multilevel list).

Redefine multilevel list

The original settings that you defined are redisplayed.

3.In the top-left box select the level that you wish to change, then change your settings.

4.Repeat for the other settings.

5.Click OK to save the settings. Your numbered list should now reflect your new settings.

5. Linking Multilevel Numbering to Styles

Each level of a multilevel numbering system can be linked to a style. This means that as you apply styles throughout the document, the numbering is applied appropriately and automatically. You can either use the built-in Heading 1, Heading 2, Heading 3 styles or use your own custom styles.

1.In the Numbering dialog box, click the MORE button in the bottom-left corner to expand the dialog box.

2.Select level to modify in the top-left box.

3.Open the Link level to style drop-down list and choose the style you wish to connect to the numbering level.

Link level to style

4.Click OK.

5.In the document, apply the Heading 1, Heading 2, Heading 3 styles where needed.

It's a good idea to create a body text style and apply that where appropriate, so that the body text does not inadvertently get caught up in the multi-level numbering.

6.Select the whole document (or the portion of the document where you want to apply your numbered sections).

7.Click the  icon in the Paragraph group (Home tab).

8.Select your custom numbering style from the gallery. The thumbnail image should show the linked styles.

Multilevel numbering in Word 12

6. How to Use Styles to Set Number Levels

1.Select all the text that you wish to apply the same number level to. Alternatively, if you wish to go line by line, you can place the cursor anywhere in a line of text.

Multilevel numbering - place the cursor at the start of the line

2.In the Styles gallery, click the style that corresponds to the number level you wish to apply. For example, to apply the top level numbering click Heading 1 and for the third level numbering click Heading 3 (assuming those are the styles you assigned).

The numbering and all the numbering settings will be applied to the selected text or the paragraph in which the cursor was positioned.

Multilevel number styles

And that, my friend, is how you do multilevel numbering in Word with no loose ends.

How to set up a dual-multilevel numbering system in Word

7. Two resources to help you

1. Grab your free multilevel numbering troubleshooting guide.

Multilevel Numbering Troubleshooting Guide

2. Watch over my shoulder as I set up multilevel numbering from scratch.

Click to watch video

8. What next?

Please feel free to post any questions you have into the comments below. And before you leave this page, I want to give you one quick little action item!

ACTION ITEM: Comment below with ONE thing you picked up from this post and share how it has helped, or will help, you. It's good to share your successes because it encourages others and provides an instant boost.

Enjoy the rest of your day!

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About Jason Morrell

About the author

Jason Morrell

Jason loves to simplify the hard stuff, cut the fluff and share what actually works. Things that make a difference. Things that slash hours from your daily work tasks. He runs a software training business in Queensland, Australia, lives on the Gold Coast with his wife and 4 kids and often talks about himself in the third person!

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Source: https://officemastery.com/_word-multilevel-numbering-word/

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