Automatic Numbering in Microsoft Word

What You Will Learn

Additional Written (and Web) Resources

Numbering Macro Packages

Page Numbering is not covered in this chapter (CK note)

This page last edited by Charles Kenyon on Monday 14 October 2024

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Numbering Overview

Law firms use numbered lists daily to prepare contracts, pleadings, letters and memos. Word makes activating and customizing numbering fairly straightforward. You can create simple numbered lists, such as A, B, C and 1, 2, 3. You can also customize these lists to setup specific numbering styles for your firm and practice group. Multilevel lists such as I, A, 1 are handled through Word's Outline Numbering feature, which is explained later in this chapter. Many firms rely on outline numbered lists to draw up contracts and pleadings. Like numbered lists, outline numbered lists can be customized.

CK Note: Word 2007 - 2013 interface has an different automatic numbering scheme which I have been told is much less subject to corruption. Microsoft Word 2010 Bible by Herb Tyson, MVP. However numbering is still very imperfect in these later versions. I still recommend following Shauna Kelly's step-by-step instructions (see above) if setting up numbering in a template or in a document likely to be heavily edited. If you start without doing this and end up with "spaghetti numbering," fixing it will be a very large chore!

One of the easiest ways to begin applying numbers is by starting to type a numbered list. Word recognizes that you are creating a list and responds accordingly by converting text that you type into numbered items. The number scheme, delimiter characters that mark the beginning or end of a unit of data and formatting are all based on what you have typed.

1. Create a new blank document.
2. Type the number 1 on the first line, followed by a period, and then press the SPACEBAR or the TAB key.
3. Type some text and press ENTER. Word converts the manually typed number into an auto number and adds the next sequential number to the beginning of your new paragraph.
4. Press BACKSPACE to remove the automatic number.

If you start to type in what appears to be a numbered list, Word formats your manually typed "numbers" to an automatic numbered list. The main benefit of this option is that you do not need to click any button to start numbering and you can choose your numbering style as well. For example, if you type "(a) some text" and press Enter, it starts numbering using the "(a)" format.

Unintentional Results with Automatic Numbering

Some drawbacks to this feature are that you lose a little control when you are typing. Word formats for you and some users do not like this. Also, on certain items, you will get a number when you do not expect or need one. For example, you have an attorney whose name begins with an initial (A. George Smith). When you type the name and press ENTER, the first initial "A." converts to an automatic number.

Practice: Unintentionally Apply Automatic Numbers

1. On a blank line, type A. George Smith.
2. Press ENTER. The name A. George Smith is converted to an automatic number and the next sequential number (B) is placed on the next line.
3. From the Edit menu, choose Undo (or CTRL+Z). This will undo the automatic numbering formatting.

Simple Numbered Lists

If the list you want is as simple as "1", "2", "3", you'll appreciate how easy it is to apply this type of numbering in legal documents. Simple numbered lists are different in Word 2000 than they were in Word 97. In Word 2000, the default for even the most basic list is multi-level. For example, if you number an item and press Enter and then press the TAB key, Word automatically formats this number as the second level in an outline numbered list format. Single and multi-level numbering are explained later in this chapter.

Applying Basic Number Format

The fastest way to get numbers into your document is to click the Numbering button on the Formatting toolbar. This button gives you either Word's default numbering scheme in your document (1, 2, 3) or the last numbering scheme used during this session of Word. Word's default numbers are Arabic numerals followed by a period.

You can also apply numbers by using a menu command. From the Format menu, choose Bullets and Numbering. There are different advantages to both. The following exercises show how to use each method to applying basic numbers to a list.

Practice: Use the Numbering Toolbar Button

1. Click the Numbering button on the Formatting toolbar. An automatic number appears.
2. Type some text and press ENTER.
3. Type several additional items pressing ENTER after each item. You now have a numbered list in your document.
4. Press ENTER twice to turn off numbering.
5. Click the Numbering button to continue with the next sequential number in the list.
6. Select the list that you just typed.
7. Click the Numbering button to turn off numbering.
8. Click the Numbering button again to turn numbering back on. The Numbering toolbar button acts as a toggle.
9. Turn off Numbering and leave the document open for the next exercise.

If you need more numbering options, you can use a menu command to choose different number formats such as A, B, C.

The numbered tab contains seven default gallery positions for numbers, each of which can be customized.

Practice: Use the Menu Command To Apply Basic Numbering

1. Select the list from the previous exercise. It should contain items without numbers applied.
2. From the Format menu, choose Bullets and Numbering, and select the Numbered tab.
3. Select the number format that you want and click OK.
4. Close the document without saving.

Turning Off Numbering

You may want to start and stop numbering while you are creating your list. The numbering button acts as a toggle, which means it is used to turn on and off the numbering. All you have to do is click inside the paragraph where you want to turn numbering on or off and click the Numbering button.

In a legal document, it's rare for every paragraph in the document to be numbered. Usually, you change between numbered paragraphs and non-numbered (plain) paragraphs of text. When Word sees you switching between these types of formats, it usually tries to help by restarting your numbered list back at "1" (or the first value of your list, such as "A"). There are a few different ways to make the number follow the last number of your paragraphs. In Word, this is called Continue from Previous List.

Practice: Continue from Previous List

1. Create a new document.
2. Click the Numbering button.
3. Type Send Fax and press ENTER.
4. Type File Motion and press ENTER.
5. Type Call Opposing Counsel and press ENTER. Now you'll add text without numbers.
6. Click the Numbering button to turn off numbers.
7. Type John Smith 555-1234 and press ENTER.
8. Type In the office from 12-3pm and press ENTER. You are now ready to add more numbered items to the document.
9. Click the Numbering button to turn on numbering. Note that Word restarts your numbering back to "1".
10. From the Format menu, choose Bullets and Numbering. The Format Numbering dialog box displays.
11. Choose Continue previous list (at the bottom of the dialog box).
12. Click OK. Your number should change from a "1" to a "4".

Restart Numbering

You can use the same technique to restart a numbered list back at the first number as you did to continue with the previous list. In the Bullets and Numbering dialog box, choose Restart numbering, and then click OK.

Lining Up Non-Numbered Text With a Line Break

If you want to add more lines of text under the first line of a numbered paragraph and you would like to line the text up, one solution is to insert a line break. A line break gives you a new line without a new paragraph. In WordPerfect, this is called a soft return. To get a line break, press SHIFT+ENTER.

Practice: Insert a Line Break After a Numbered List

1. In a new document, click the Numbering button on the Formatting toolbar.
2. Type Judge and press ENTER.
3. Type Jury and press ENTER.
4. Click the mouse after the word Judge.
5. Press SHIFT+ENTER. The new line of text is aligned under the text but without a number.

Customizing Numbering

When you choose a numbering format or use Word's default, it not only provides you with numbering settings (1,2,3 or A,B,C, etc), you also receive other formatting as well such as indents and tabs. In order to satisfy different user's styles of numbering, you may need to customize the list accordingly. You are probably better off using the Define New MultiLevel List dialog as described in How to create numbered headings or outline numbering in Ribbon Versions of Word by Shauna Kelly.  Here is the dialog Word ribbon versions provide for customizing a flat list:

Here is the dialog in the earlier menu versions.

Word provides numerous formatting options for numbered lists. However they removed the control over indents in the Ribbon versions.

Practice: Change Indents

1. Create a new document.
2. Type =RAND() and press ENTER to put three paragraphs of random text into the document.
3. Select all of the text. To do this quickly, you can use the keyboard shortcut CTRL+A.
4. Click the Numbering button. Notice that the number appears at the margin and the text is aligned at 0.25 inches.

The number is now indented and the paragraph text wraps to the margin.

Understanding outline numbering and how outline numbering interacts with styles is crucial to your success in using Word with legal documents. I recommend using the Define New MultiLevel List dialog as described in How to create numbered headings or outline numbering in Ribbon Versions of Word by Shauna Kelly Basic outline numbering can be handled much the same way as bullets and numbering. Seven default outline numbered lists come with Word. Three of the lists format the paragraphs with outline numbers. These lists are in the top row of the dialog box. The remaining four format the paragraphs with outline numbers and apply heading styles to the paragraphs and can be found in the bottom row.

To select outline numbering without changing the formatting of the paragraph, make sure that you select an outline numbered list that is not linked to the Heading Styles feature. Microsoft strongly recommends using numbering that is linked to styles. For more information on using styles in Word, see the Styles chapter.

The seven schemes displayed are in a gallery with each numbering scheme occupying a gallery position.

Word includes seven default outline-numbering styles. These have changed over the years.

Applying Outline Numbers

In Word 97, outline numbering will not apply automatically as you type. You apply outline numbering from the Format menu by choosing Bullets and Numbering and then selecting the Outline Numbered tab.

In Word 2000, when you begin a numbered list, it is an Outline Numbered list by default. Therefore, you do not need to go into the Bullets & Numbering command unless you plan on changing the default scheme.

If you know in advance that you need outline numbering for your paragraphs, you will want to choose the correct format from the Bullets and Numbering dialog box. Applying one of the preset formats to a paragraph or paragraphs that are already bulleted or numbered applies it to the entire list. There is a specific tab for outline numbers — the Outlined Numbered tab.

Once outline numbers are applied to paragraphs, use the TAB key, or the Increase or Decrease Indent toolbar buttons to advance to different levels within the outline numbered style.

Practice: Apply Outline Numbers in Word 97

1. Create a new document.
2. From the Format menu, choose Bullets and Numbering.
3. Select the Outline Numbered tab.
4. Select an option from the top row of the seven gallery positions.
5. Click OK.
6. Type text and press ENTER. A new number should appear.
7. To move to the next outline numbered level, press TAB.
8. Type additional text and press ENTER. Word continues in the same level as the last item you typed.
9. Press TAB again to move to level 3.
10. Type more text and press ENTER.
11. Press SHIFT+TAB to move to the previous level.

You can use the Increase and Decrease Indent buttons to move to different outline levels as well.

1. Create a new document.
2. Click the Numbering button to start Outline numbering. Your first level number should appear.
3. Type some text and press ENTER.
4. To move to the next outline numbered level, press TAB.
5. Type additional text and press ENTER. Word continues in the same level as the last item you typed.
6. Press TAB again to move to level 3.
7. Type more text and press ENTER.
8. Press SHIFT+TAB to move to the previous level.

To choose a different numbering scheme, you will need to go into the Bullets & Numbering dialog box.

Unexpected Results With Applying Outline Numbers in Word 2000

Since Word 2000 applies outline numbering by default, as you press TAB or SHIFT+TAB in a numbered list, you are moved to the next or previous outline level. If you are in a numbered list that has outline numbering generated by the method described in the previous exercise, when you choose Bullets and Numbering from the Format menu (or alternate-click a portion of the numbered list), the Numbered tab appears on the Bullets and Numbering dialog box. However, if you first select the entire list and choose Bullets and Numbering from the Format menu, the Outline Numbered tab from the Bullets and Numbering dialog box is selected.

Practice: View Bullets and Numbering Tab While Applying Outline Numbers

1. Click in one of the numbered lines from the previous exercise.
2. Alternate-click the single numbered item and choose Bullets and Numbering from the shortcut menu. The Numbered tab is selected.
3. Click Cancel.
4. Select the entire numbered list.
5. Alternate-click the selected list and choose Bullets and Numbering from the shortcut menu. The Outline Numbered tab is selected.

To choose a different numbering scheme, you will need to go into the Bullets & Numbering dialog box.

Customize Outline Number Formats

You can use the Customize button to modify the outline numbered lists to your specifications. When you modify a list, it changes that placeholder's preset numbering format. This is how you save your customizations. You have seven presets and they are stored in the Registry key List Gallery Presets.

1. Create a new document.
2. From the Format menu, choose Bullets and Numbering.
3. Select the Outline Numbered tab.
4. Select the second option on the top row. The default is 1, 1.1, 1.1.1, etc.
5. Click Customize. Level 1 should be selected. If not, select level 1 from the Level area. Figure 4 shows the Customize Outline Numbered List that is used to change number formatting, such as indents, tabs, and numbering styles.
6. In the Number format field, type Article before the number that appears in the box.

Use Aligned At and Indent At to fix the indents if necessary.

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Sharing Customizations

If you have created great numbering schemes and would like to share them with another person, it is not an easy task to copy your schemes to another machine as the schemes are registry settings and difficult for the typical user to get to. If you open a document with the scheme to be saved, it's easy to add and save the scheme for you to use.

Practice: Share a Numbering Scheme with Someone Else

Send the document that contains the numbering scheme to another person. If you have received a document and you want to save the numbering scheme to your computer, simply open the document.

1. From the Format menu, choose Bullets and Numbering, and then select the appropriate numbering tab.
2. Click Customize.
3. Click Cancel.
4. Click OK. This tricks Word into saving the numbering scheme into your computer registry.

The next time you go into the Bullets and Numbering dialog box, the saved scheme appears as an item on either the Numbered tab or the Outline Numbered tab.

Outline Numbering becomes much more powerful when you attach styles to each level. Styles provide the text formatting while outline numbering provides the numbering format. Together, you can save yourself a great deal of time.

For example, you would like to have your first level of numbering to be Bold and Centered. In the previous section, you experienced that when you used Outline Numbering alone, you had to format each paragraph individually to be centered. When you use styles, the centering takes place automatically once you've defined the style to be centered.

Word comes with some default Outline Numbering schemes that already have Styles attached but that doesn't mean you are only limited to those styles or those schemes. For more information on styles, see the chapter on Styles.

Practice: Use Styles with Numbering

1. Create a new document.
2. From the Format menu, choose Bullets and Numbering, and then select the Outline Numbered tab.
3. Notice the bottom row of schemes. Beside each level you should see "Heading1", "Heading 2", etc. These are numbering templates with Word styles already attached.

You can choose any style you would like to use from this list.

For information on changing the format of your text, see the Using Styles chapter.

If you need to apply numbering within a paragraph rather than to the entire paragraph, you use Word's ListNum feature. Using the ListNum feature will allow you to take advantage of the numbering system you're currently using in your document (it will use the one you implemented most recently if you're not currently using a numbering system). The ListNum Field is available in Word 97 and later and interacts with multi-level list numbering (which should be linked to styles as set forth here). Here is a brief explanation of differences between the ListNum field and the Seq field.

Practice: Number Items Within a Paragraph

1. Start a new blank document.
2. Type Please include the following information with your application and press the SPACEBAR.
3. Press ALT+CTRL+L to insert the ListNum field.
4. To change the level of the ListNum field, select the number and press the TAB key. Continue to press TAB or SHIFT+TAB to increase or decrease the level of the field.

You may wonder whether typing 1, 2, and 3 would be easier than using the ListNum field. Although doing that may be easier initially, the value of using the ListNum field becomes apparent when you cut and paste. When a paragraph contains multiple numbered items that you move or delete, Word automatically updates the ListNum fields. Using ListNum fields assures you of accurate numbering within a paragraph throughout the document.

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Common Legal Customizations

Centering Text Under the Number

A very common numbering scheme involves the first level of the numbering scheme to be centered, with the text under it as shown in this example:

If you try to set up a numbering scheme to do this, you will notice that your number disappears when you press ENTER to type the text or the text may seem off-center. The following exercise walks you through centering text beneath a number.

Practice: Center Text Beneath a Number

1. You should still have the document open from the last exercise.
2. Position your cursor in the first paragraph (Article I. Introduction)
3. From the Format menu, choose Bullets and Numbering.
4. Select the Outline Numbered tab.
5. The second option from the top row should be selected.
6. Click Customize. Level 1 should be selected.
7. Set the Number Position to be Left.

Styles with numbering would prevent you from having to center each paragraph.

Add Formatting to Text without Affecting Paragraph Number

If you want numbered headings to be underlined, but do not want a line under the number, it can be difficult if you don't know how it works. This is because by default, the format of the number follows the format of the text that follows it. For example, let's say you want to underline a paragraph in a Heading 2 style. Chances are it will look like this:

1.1  Definitions

when you expected it to look like this:

1.1  Definitions

This formatting must be done through the Customization dialog box of Bullets & Numbering.

1. Select paragraph 1.1 Definitions.
2. Apply underline formatting by clicking the Underline toolbar button. Notice that the number also becomes formatted with the underline.
3. From the Format menu, choose Bullets and Numbering.
4. Select the Outline Numbered tab. The second option on the top row of the gallery positions should be selected.
5. Click Customize.
6. Select Level 2.
7. Click Font. When the Format Font dialog box displays, everything is grayed out or unavailable.

This formatting is changed on a level-by-level basis. You will need to customize each level of numbering that you want to use.

(And Only Have Heading Appear in the Table of Contents)

Word uses styles to create Tables of Contents. A common practice in law firms is to generate outline numbered styles that have bold or underlined heading text immediately followed by paragraph text on the same line. Because the paragraph is formatted with a style, Word tries to place the entire paragraph in the Table of Contents.

One solution is to format the heading with the style and follow it with a hidden paragraph mark. You should format the text in the next paragraph with a style that is not included in the Table of Contents. A hidden paragraph mark keeps the text together on one line when it is printed, even though it is actually two separate paragraphs. The Table of Contents command picks up only those paragraphs with heading styles and places them into the Table of Contents.

Practice: Format Heading for TOC and Non-TOC Text on Same Line

1. Create a new blank document.
2. Type Agreement and press the SPACEBAR.
3. Format Agreement with Heading Style 1 (you can press ALT+CTRL+1).
4. Press ENTER.
5. Type This should not be included in the TOC.
6. Make sure that you are viewing non-printing characters by clicking the Show/Hide button on the toolbar (the button with on it). You should see paragraph marks next to the word Agreement if you are viewing these characters.
7. Select the paragraph mark that follows Agreement.
8. From the Format menu, choose Font. Check the option for Hidden and click OK.
9. Hide non-printing characters by clicking the Show/Hide button on the toolbar.

When the document is printed, it appears as though the heading text for the TOC and the plain text are on the same line.

Microsoft Reference on Sequence Fields

Sequence fields are the first method that Word developed for automatic numbering and, in the words of John McGhie, the most robust. They are virtually unbreakable. Here is a link to the Microsoft Office reference page for them in Word 2024/365. As far as I know, the syntax and the switches have remained unchanged since before Windows.

See also How to AutoNumber Exhibits with the Seq Field by legal office guru Debora Savadra and her video on saving that field as a quick parts entry.

Create Sequence Fields for Interrogatories and More

A Sequence field tracks differently numbered lists within a document. Combining Sequence fields and AutoText entries give you a fast and easy way to insert Interrogatories, Requests for Production, and Requests for Admission.

Practice: Use Sequence Fields

1. Type INTERROGATORY NO. followed by a space.
2. Press CTRL+F9 to insert field characters.
3. Type SEQ Rog within the field characters.

To use the AutoText entry, simply type rog and press F3.

Use Sequence Fields for Tickets and More

Note that Word uses SEQ fields when it inserts Captions.

Even- or Odd-numbered SEQ fields - skipping numbers - CK Note

The Sequence Field has no switch to change the interval between numbers. It is always the next integer from the last one unless you are restarting the numbering. So, if you want a sequence of odd (1, 3, 5, 7,...) or even (2, 4, 6, 8, ...) numbers, how can you generate it using the SEQ field?

The answer is to use a pair of fields with one having the \h switch to hide that field and thus skip the number.

For an odd-numbered sequence for the MySeq identifier you would use the following pair of fields:

{ SEQ MySeq }{ SEQ MySeq \h }

For an even-numbered sequence for the MySeq identifier you would use the following pair of fields:

{ SEQ MySeq \h }{ SEQ MySeq }

The fields in the each pair will only display one number, but will use up two numbers in the sequence.

This idea from posts by Peter Jamieson and Greg Maxey on the Microsoft Office Answers Forum.

Using SEQ and other fields to display continuation headers in tables

Continuation headings and other creative use of fields in tables by Peter Jamieson

The Bookmark part of the syntax { SEQ Identifier [Bookmark ] [Switches ] } is optional and is when adding Cross-Reference text as part of the SEQ field.

The Switches are also optional and are as follows:

\c

Repeats the closest preceding sequence number. This is useful for inserting chapter numbers in headers or footers.

\h

Hides the field result. Use it to refer to a Seq field in a cross-reference without printing the number. For example, you might want to refer to a numbered chapter but not print the chapter number. The \h switch doesn't hide the field result if a Format (\*) switch is also present.

\n

Inserts the next sequence number for the specified items. This is the default.

\r n

Resets the sequence number to the specified number n. For example, { SEQ figure \r 3 } starts figure numbering at 3.

\s

Resets the sequence number at the heading level following the "s". For example, { SEQ figure \s 2 } starts numbering at the Heading 2 style.

 

Troubleshooting

The following screen shots are from Word 2010 but this applies to all versions of Word. (Here is the same question and answer using Word 2003 screen shots.) This is CK's response to a question on the Microsoft Answers site.

Question: Why does Word 2010 still indent lists in blank documents based on Normal.dotm, even though I've modified the lists and styles in the Normal.dotm file?
The auto-indenting feature of bullets and lists has always frustrated me. EVERY time you apply a numbered or bulleted list, you've got to set the indents. I want my lists to be indented at the very left of the page, flush with the rest of the paragraphs. But no, Microsoft insists that you want them indented by 0.63cm and hanging at 1.27cm (WHY 0.63? Why not 0.7? Or 1.0cm? But that's a question for a different session.) (I know, it's because MS is American and still uses inches etc...)

So I spent some time trying to figure it out, playing with Normal.dotm and the various styles (List paragraph, List Number, List Bullet etc etc). And finally, when I've got Normal.dotm open (i.e. I'm editing that template file), I get my result: I apply a standard numbered list, and it comes up flush left (i.e. not indented) and hanging at 1.0cm (cos I don't use inches...) and with a tab stop applied at 1.0cm as well - funky stuff!

Pleased with myself (always a fatal thing when the gods of computing are around), I fire up a blank document and press the numbered list button.

My heart sinks. It's indented at 0.63, hanging at 1.27cm, no tab stop. For crying out loud! Why does it work when I've got the actual Normal.dotm file open, but NOT when it generates a new document BASED on Normal.dotm?

What am I missing, folks?

Response: First, the best way to do numbering is by tying it to styles, in particular to the heading styles.
How to create numbered headings or outline numbering in Word 2007 and Word 2010
When you apply a list using the buttons, you are not applying a style.  If you drop down the styles list, does it show "List Number" as the style in use? On my computer it shows the same style I started with, i.e. Body Text.  When you apply a list number style directly, from the Styles list, do your changes to that style apply?

If not, the changes you are making may not be sticking because of an Add-In or other problem with saving changes to normal.dotm. As a short-term experiment, when you have normal.dotm open type a phrase on the page like:
Kilroy was here!
Save it. Create a new document. Is your phrase in the new document? If it is, reopen normal.dotm and remove it! If it is not, you have something blocking your saving of normal.dotm or you are opening the wrong normal.dotm.
Normal Template in Microsoft Word - How to Open

Here are some screen shots of the same text but with the insertion point (focus) in different spots. The first one is after simply pressing on the numbering button.

Note that the style remains "Body Text" even though a number has been applied. Note also the font and the indents in the ruler.

The second shot (below) has the insertion point in the second numbered paragraph, the one where the List Number style was applied.


Even though it looks like I clicked on the numbering button at the top, I did not. I applied the list number style. That style has different indents and a different font. Those are the settings in the List Number Style.

Understanding Styles in Microsoft Word

Numbering in Microsoft Word is broken, sort of. It has been for many years. (It is actually better now than it has been.) By attaching it to Styles, you can tame it. This is not fair; it is not easy; but, it isn't rocket science and it can be done.

Otherwise, that button at the top is for quick lists in documents that are not likely to be edited and where you are OK with the defaults that Word picks for you.

Change Automatic Numbers to Manual

While Automatic Numbering is very useful, there are times when you may want to freeze numbers. This cannot be easily undone, but the process is described here: Converting Automatic Numbering to Manual Numbering

No Tab Option Setting

You may notice that when you are customizing an outline numbered list, you do not have an option to set the value of the Tab that follows the number. You can only choose whether a tab, space, or nothing follows the number.

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