Numbering Options

For many documents, the single numbering scheme outlined in Creating a Numbered List is all that is necessary. For more sophisticated needs, one or more of the following techniques will be useful.

Modifying Selected Paragraphs

Multiple paragraphs can be numbered, changed, or affected in several ways.

To set several paragraphs to a numbering level use the following steps:

Select (or block) the desired paragraphs.

Verify that the Scheme desired appears on the Select Schemes button.

Example:

Click the Level Number button of the desired level .

Note: On most systems, use Ctrl+Alt+1 through Ctrl+Alt+9 as a shortcut key to apply the desired level. To turn off numbering, use Ctrl+Alt+0 (zero). If the Word options are set properly, the TAB and Shift+TAB keys can be used to increase or decrease the outline level, respectively.

Changing an Entire Scheme

If change to an entire numbering scheme is needed, it is not necessary to select multiple paragraphs.

To change an entire numbering scheme use the following steps:

Click the Select Schemes button.

Now an expanded menu will appear. The user may Select an existing scheme, a whole new scheme, or modify the existing scheme.

The Schemes Options box appears:

To modify an existing scheme, select the desired scheme and click the selection.

The Scheme Selection dialog box appears. As you can see, there is a new tab in the dialogue box for Document Schemes.

This existing scheme may be altered just as any other type of scheme.

Also by selecting either the System or Personal tabs, the scheme may be replaced with an entirely different scheme.

Click OK to apply the changes to the existing scheme and all of the paragraphs within that scheme.

Restarting with a Specific Number

When it is necessary to start a numbering scheme with a specific number, or to restart a scheme at level 1, follow these steps:

Click the Select Schemes button. The modification menu automatically appears.

The Schemes Options box appears:

Click the Restart At button.

Note: The current paragraph is now numbered with the starting number you chose.

Important Note! The term "Restart" is used here, but in fact, an entirely new Numbering Scheme has been created. Clicking the Schemes button shows the separate Schemes, which can be used independently.

For more information, see Multiple Numbering Schemes.

In-Paragraph Numbering

The previous examples apply numbering to an entire paragraph. Occasionally, automatic numbers are required within the text of a paragraph. ListTricks provides an easy method for accomplishing this.

Note: Though there are several ways to do this, ListTricks uses the "ListNum Field" method as it is a native Word feature and the most commonly used method encouraged by trainers.

To create an in-paragraph numbered list use the following steps:

Position the insertion point in the text of a paragraph where an In-Paragraph number is desired.

Select the In-Paragraph drop-down menu button from the ListTricks Button Bar.

Select the desired level from the drop-down menu list.

In-Paragraph button drop-down menu list:

By default, level one will insert a lower case letter in parenthesis.

Example:

Move the insertion point to other locations within the paragraph and insert additional numbers / letters in the same way.

Note: The letters/numbers will continue to increment if applied within the same paragraph. However, if inserted into a new paragraph, the letters/numbers will restart. This is the default setting, but it can be changed.

In-Paragraph Continue

To force the numbering to continue from the previous paragraph, select the In-Paragraph button and choose the "Continue" option.

In-Paragraph Restart

To force the numbering to return to the default setting and restart for the paragraph, select the In-Paragraph button and choose the "Restart" option.

Note: A "savvy" user may notice that the "ListNum" fields inserted by ListTricks do not match the levels indicated. This is normal behavior. Level 1 is used to control the restart for each paragraph. Therefore, actual numbering starts with level 2 and uses up to level 7.

More About In-Paragraph Numbering

Independent Numbers

This type of In-Paragraph numbering is "Independent" of the numbering schemes. It is simple to use, but has some disadvantages.

• It is difficult to cross reference.
• It may not survive processing through Redlining Software.
• The numbering styles are "fixed" and cannot be easily changed.

Scheme Based Numbers

ListTricks also supports "Scheme Based" In-Paragraph numbering.