Page 1 of 2 12 LastLast
Results 1 to 15 of 25
  1. #1
    Bronze Lounger
    Join Date
    Jan 2001
    Location
    Virginia, USA
    Posts
    1,560
    Thanks
    37
    Thanked 1 Time in 1 Post

    Paragraph numbering & styles

    I'm using Word 2000 with Windows 98. The document I'm working with has paragraphs A,B,C and subparagraphs (1), (2), (3) etc. I've set up custom styles: Paragraphs A-B-C are style "Level1"; the numbered subparagraphs are style "Level2." Now, I've done this many times before, and I've never had the problem I'm about to describe. Let's say Para A has three subparagraphs: (1), (2), and (3). When I start Para B, Word wants to start numbering B's subparagraphs (4), (5), (6), etc. This has never before been a problem: I just go to Format/Bullets and Numbering and click on the radio button for "Restart numbering," right? It's always worked for me...till now. Today, when I clicked on Format/Bullets and Numbering, the "Restart numbering" feature was grayed out, even though the radio button was active. I just returned from a week's vacation, and I feel like I must have lost my mind while was away! What am I missing here?

  2. #2
    Bronze Lounger
    Join Date
    Jan 2001
    Location
    Virginia, USA
    Posts
    1,560
    Thanks
    37
    Thanked 1 Time in 1 Post

    Re: Paragraph numbering & styles

    Hoo-boy! OK, I follow what you're saying in principle, but here's what happened when I followed your suggestions. The subparagraph that had been numerical--i.e., (1) [or what I named "Level2"]--is now alphabetically numbered. That is, I have main paragraph A ("Level1), and beneath it (at "Level2") is subparagraphs B, C, D. Then the next Level1 paragraph is E, and the next subparagraphs under E are F, G, and H!! Argh-h-h! I'm sure there's something very obvious that I'm overlooking, but I can't find it! Thanks for your help!

  3. #3
    Super Moderator
    Join Date
    Dec 2000
    Location
    New York, NY
    Posts
    2,970
    Thanks
    3
    Thanked 29 Times in 27 Posts

    Re: Paragraph numbering & styles

    In addition to Karen's suggestions, here's another thing to observe when customizing outline numbering:

    Never customize an outline numbered list from anywhere but a Level 1 paragraph.
    For example, suppose you suspect that there's a problem with your Level 2 style (perhaps it may be unlinked).

    To investigate and fix this problem, first place your cursor in a Level 1 paragraph, and then go to the Bullets&Numbering>Customize dialog (btw you can access this dialog either via Format>Style>Modify etc. OR via Format>Bullets and Numbering - when it comes to outline numbered styles, these two dialogs are linked).

    Once in the Customize dialog, step down to Level 2 and do whatever fixing you need to do. Then you can OK your way out.

    If you enter Customize from a style that is anything other than Level 1, you're actually creating an additional list template, that isn't connected to the original one (that's why you often see multiples of your list in the gallery area of Bullets&Numbering).
    Once this kind of break has been made, there's no setting it right, other than by starting at a Level 1 paragraph, going back into Customize and setting everything straight again.

    Hope this helps,
    Gary

  4. #4
    5 Star Lounger
    Join Date
    Dec 2000
    Location
    Tallahassee, Florida, USA
    Posts
    901
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Paragraph numbering & styles

    <img src=/S/kiss.gif border=0 alt=kiss width=15 height=15>Thanks, Gary!

    Ceasar, please forgive my oversight in providing the instructions, and in rereading my response I can see why you would have began the process from Style Level2. I sincerely apologize, and am going to edit my original so as not to lead others astray.
    Karen

  5. #5
    5 Star Lounger
    Join Date
    Dec 2000
    Location
    Tallahassee, Florida, USA
    Posts
    901
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Paragraph numbering & styles

    Edited to clarify. Please see post in this thread by Gary Frieder for a more complete description.

    You don't want to "Restart Numbering." You need to redefine the styles. Place your cursor in Level 1 style and click Format / Style / Modify / Format / Bullets & Numbering / Customize / More. Select level 2 and verify that at the bottom of the dialog it indicates it should restart after level 1, etc.
    Karen

  6. #6
    Bronze Lounger
    Join Date
    Jan 2001
    Location
    Virginia, USA
    Posts
    1,560
    Thanks
    37
    Thanked 1 Time in 1 Post

    Re: Paragraph numbering & styles

    OK...thank you both, Karen and Gary! I'll try to do as you suggest when I get to work today, and I'll let you know how things work out!

  7. #7
    3 Star Lounger
    Join Date
    Dec 2000
    Location
    Toronto, Ontario
    Posts
    254
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Paragraph numbering & styles

    <font face="Georgia"><font color=448800>I was very interested in this part of your post:</font face=georgia></font color=448800>
    <<To investigate and fix this problem, first place your cursor in a Level 1 paragraph, and then go to the Bullets&Numbering>Customize dialog (btw you can access this dialog either via Format>Style>Modify etc. OR via Format>Bullets and Numbering - when it comes to outline numbered styles, these two dialogs are linked).>>
    <font color=448800><font face="Georgia"> Our firm was told by (?experts?) more than 3-4 years ago when we switched to Word that this was a bad thing to do - and never link the B&N through format, style. <img src=/S/shrug.gif border=0 alt=shrug width=39 height=15> So you learn something new every day - thanks for this information. <img src=/S/thumbup.gif border=0 alt=thumbup width=15 height=15>
    </font face=georgia></font color=448800>

  8. #8
    Bronze Lounger
    Join Date
    Jan 2001
    Location
    Virginia, USA
    Posts
    1,560
    Thanks
    37
    Thanked 1 Time in 1 Post

    Re: Paragraph numbering & styles

    Well...I won't even attempt to describe what happened when I tried to follow Karen and Gary's recommendations. Let me take this whole project back to the beginning. I acquired the document by scanning it from a printed original. My HP ScanJet 5200C sent the document to WordPad (not to Word--it's not on the scanner's list of targets, but that's a whole different subject). Then I saved the final 10-page product as a Word document and proceeded to ATTEMPT to do the formatting and numbering. The original document has paragraphs set up exactly as I've tried to do in Word, i.e., paragraph A, subparagraph (1), (2), (3) etc. Let's suppose this were your project, and you'd just converted the scanned document into MS-Word. Where would you go next? Assume there are NO CUSTOM STYLES to use...yet. You've got whatever styles are available in any virgin Word document. Truth to tell, I've never messed with the "Outline Numbered" tab under Bullets&Numbering very much, so I'm a bit uncomfortable there. Nevertheless, I desperately want to learn how to use these and other features in Word. I really appreciate the time you folks have given to this problem. Undoubtedly, you'll save my sanity!

  9. #9
    kelliel
    Guest

    Re: Paragraph numbering & styles

    Almost everyone I have spoken with over the last 6 years using Word has lamented Word's paragraph numbering. And the number one problem is that people believe numbering is a paragraph feature. It isn't.

    Word's Numbering is a document feature (or in terms of programming, a document object). This means that the changes need to be made on the document level, and not on the paragraph level.

    Just like you set margins on a document level (with the exception of using section breaks, which produces what I have termed "virtual" documents within a physical document), you work with Numbering on the document level.

    Therefore, I would like to expand on Gary's post. Always, Always, Always, Always, Always change formatting of a numbered paragraph via Format, Bullets and Numbering. Never, Never, Never, Never, Never do it through Format, Paragraph.

    If you do it through Format, Paragraph, you are attempting to change a document feature via paragraph formatting. Won't work.

    After also training Word for about 5 years, I have found that this confusion usually comes from (a) people who have used Word Perfect quite extensively and ([img]/forums/images/smilies/cool.gif[/img] no one has told people that Word's numbering does not work like Word Perfect's.

    Enjoy.

  10. #10
    3 Star Lounger
    Join Date
    Dec 2000
    Location
    Toronto, Ontario
    Posts
    254
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Paragraph numbering & styles

    If the document isn't too big

  11. #11
    5 Star Lounger
    Join Date
    Dec 2000
    Location
    Tallahassee, Florida, USA
    Posts
    901
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Paragraph numbering & styles

    To expand upon what Lawrence has added, there is a "Bible" of sorts to using Word's Outline numbering. It's called by Sherry Kappel at Microsystems. You can peruse on-line or download in either Word or pdf format. In fact, there are several <font color=red>free</font color=red> resources at the <A target="_blank" HREF=http://www.microsystems.com/expert.htm>Microsystems DocXpert page. Sherry colaborated with Bob Blacksberg on one of the the Word of Law series in WOW, and you will see that many of the items are geared toward the legal environment. But don't let that scare you...
    Karen

  12. #12
    kelliel
    Guest

    Re: Paragraph numbering & styles

    100% That resource to which you point is one of the greatest! Thanks for pointing it out.

  13. #13
    Platinum Lounger
    Join Date
    Dec 2000
    Location
    Queanbeyan, New South Wales, Australia
    Posts
    3,730
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Paragraph numbering & styles

    <hr>I have a 20 page illustrated guide to setting up outline numbering manually<hr>
    Gary,

    I (or you) can post this if you elsewhere- geocities is OK- if you don't have anything inthe top right had corner where their annoying little ad pops up!
    Subway Belconnen- home of the Signboard to make you smile. Get (almost) daily updates- follow SubwayBelconnen on Twitter.

  14. #14
    Bronze Lounger
    Join Date
    Jan 2001
    Location
    Virginia, USA
    Posts
    1,560
    Thanks
    37
    Thanked 1 Time in 1 Post

    Re: Paragraph numbering & styles

    Yes! Yes! That's precisely the kind of paragraph numbering I'm working for! You nailed it! I'll write you directly to request a copy of that 20-page illustrated document--sounds very interesting and helpful. Thank you!

  15. #15
    Bronze Lounger
    Join Date
    Jan 2001
    Location
    Virginia, USA
    Posts
    1,560
    Thanks
    37
    Thanked 1 Time in 1 Post

    Re: Paragraph numbering & styles

    Thanks! I'm not among those folks who've "used WordPerfect quite extensively." I have virtually no experience with WordPerfect, but I've worked with many folks who seem unable or unwilling to let go of it. I'm trying to help these people as best I can, although obviously I need a little help myself. I really appreciate your contribution!

Page 1 of 2 12 LastLast

Posting Permissions

  • You may not post new threads
  • You may not post replies
  • You may not post attachments
  • You may not edit your posts
  •