Running number in word

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:

2. How to Set Up Multilevel Numbering

Here is the correct process:

The other day a colleague of mine had a question about numbering. She was writing a rather long document and wanted to do (or have) few things in her document:

1. To number paragraphs automatically,

2. To start numbering from a given paragraph number.

How? It is easy. Let see how to do that.

First, let me explain a little more about Fields and associated options. There are not many of them and knowing fields better will help you creating better documents and save your time.

Here is the document and I want each article to have its own number, starting from number four (4). I also want Word to number paragraphs automatically when I copy/paste the text “Article 4” by increasing number 4 by 1 (one).

Sure, I can copy/paste the text “Article 4” and change the value manually. But what would happen if I had a hundred (200) articles and wanted to delete Article 9? I would have to correct all remaining values to correct sequence number: I would have to make 91 corrections. And I would have to do that each and every time I add or delete an article.

Imagine what would you have to do if Word was lacking its page numbering feature? I don’t want even to think about it. You would have to manually correct page numbers every time you add or delete a page. That’s exactly the same. (Believe it or not, I remember typing on a typewriter and making a mistake, adding and throwing pages away, making corrections and typing into the night…)

I can’t use Numbering feature here because the text would look like this:

Fortunately there are Fields to ease our tasks, to automate and enhance documents. There are lot of them, and and we are going to meet some. This time the ones that deal with numbering.

To have auto numbering feature automatically update a number we need to insert Field first.

1. Type a text, for example, Article, and press Space to separate the word from the field.

2. Go to Insert tab, click Quick Parts and choose Field…

This opens the Field dialog box:

This dialog box has two parts:

1. Narrower part on the left, where you choose a field from a list of available fields. On the top there is Categories pull-down menu that can help you narrow down the field list. Description is on the bottom.

2. Wider part on the right, where you can change Field Properties of the selected field.

Word 2010 has 9 field categories and 77 fields.

Click on Numbering category to filter and display fields that are related to numbering.

Take a look at the Field Names on the left. Have you noticed something familiar? No? Take look again.

AutoNum is selected and first in the list that look familiar. Click on Page field. Familiar too? Yes! These features you were using are Fields actually!

Numbering and Page Numbers are fields and we were using them without even noticing!

Like two mentioned before, you’ve heard of other well known fields: table of contents, total number of pages, outlined numbered lists, date and time, index and tables, mail merge and others. In fact, all Fields have a shared feature (guess what ): they are updated automatically!

Two examples are shown below:

Back to our Field dialog box.

On the left click ListNum. This is the field we were looking for and it has some “switches” and “levers” we can pull to make some adjustments to fit our needs.

Now you have Field Properties and Field Options. Field Codes button on bottom left is used to reveal Field Codes of the selected field. Fields are, essentially, data placeholders and Field Codes define what data fields are made of and what kind of data is filled and updated in it.

When pressed, Field Codes button changes to Hide Codes button and reveals Advanced Field Properties that displays (1) Field Codes for the field, (2) field syntax, and (3) Options… button.

Options button reveals Options dialog box specific for the chosen field where you can adjust its various options.

Dialog box on the left displays Field Option specific to ListNum field.

Different fields have different field options.

Four different Field Properties control type of numbering displayed in the document:

In combination with Level in the list Field Options, the results are as follows:

If selected, fields are highlighted in gray color.

Left-click on the field you’ve just entered displays menu with two options related to field: Edit Field… and Toggle Field Codes.

Toggle Field Codes has its keyboard shortcut for faster switching between field codes and text: SHIFT+F9. When field code is shown in the document you can type directly in the field and change its values, without opening Field dialog box. That way, changing field values and adjusting it to fit your needs, is faster.

IMPORTANT: Field codes have their syntaxes. If the syntax is not correct, the field won’t update and, eventually, work. Make sure you don’t leave some extra spaces or letters after editing, and add space between brackets and text if its needed. Just make sure that the syntax is correct.

Finally, here is the option that will solve our problem: Start-at value. If you check this option and enter a number, Word starts counting from that number. It works only with positive numbers and negative numbers don’t have any effect.

If you have not typed any text yet, take a look at my post about generating dummy text.

1. Generate some text to practice if you want to, but you don’t need any. It works fine on blank page, too.

2. Type a text before a paragraph, for example, Article, and press Space to separate the word from the field.

3. Go to Insert tab, click Quick Parts and click Field…

4. On the left, in Categories pull-down menu, click Numbering.

5. Under Field Names, click ListNum.

6. In the middle, under ListName, click LegalDefault.

7. On the right, under Field Options, select Start-at value: checkbox and type value 4 in the space provided.

8. Click OK.

There it is! You have created a field with an automatic numbering feature turned on. Now, if you click onto number 4 it will be highlighted grey. Press SHIFT+F9 and Word will reveal field codes for the selected field. It looks like this: Article { LISTNUM  LegalDefault s 4 }

Press SHIFT+F9 again and it will switch back to Article 4. text.

Wait! Just few steps more and we’re done:

1. Select Article 4. text and copy it to clipboard (CTRL+C, for example).

2. Paste it in the next line or before some other paragraph, if you practice on text (CTRL+V).

3. Click on number 4 in “Article 4.” text

4. Right-click on Field and click Edit Field…

5. Un-check Start-at value checkbox.

6. Click OK.

What happened? It displays “Article 5.” now!

Now you can select “Article 5.” text and paste it around as many times as you want. Each time you paste it, it will increase its number by 1. If you delete any field(s) or add field(s), Word will update its number. You don’t have to update manually article numbers anymore because Word and fields are doing it for you.

If you want to break the sequence and start at different number just repeat what you have done before (steps 2. to 8.) and Word will start numbering from the number you typed in.

Take a look at other fields, you might find something useful to use at your workplace.

Good luck!

There are a couple of ways you can set up Word 2007/2010 to use SEQ fields for numbering — you can set them up as AutoCorrect entries or as Quick Parts. Both ways work; the method you choose is up to you. This long article describes how to create the SEQ fields and the numbering style in your Normal.dotm template; how to save the SEQ fields as AutoCorrect entries in Word 2007/2010 (and how to use them); and how to save (and use) them as Quick Parts. The most consuming part of this process is settings up the fields and the style; once they’re set up, using them is super easy.

Please note: While some of this information may be relevant to Word 2003, Quick Parts is new to Word 2007, so this article focuses on Word 2007/2010.

Create the SEQ field to reset the number to 1

1. Right-click on the Normal.dotm template, then select Open (in Vista, the Normal.dotm template is stored under C:Users<username>AppDataRoamingMicrosoftTemplates by default).
2. Place your cursor on a blank line.
3. Go to the Insert tab > Text group, then click the Quick Parts icon.
4. Select Field.
5. Select Seq from the list of Field names. SEQ displays in the Field codes text box on the right.
6. Add this after SEQ: Step r 1 (this will be the ‘reset numbering to 1’ field).
   
7. Click OK. You should notice that ‘1‘ is inserted into the template. If you have field code shading turned on (Word Options > Advanced > Show Document Content section > Field Shading: Always), it will have a gray background.
8. Press Enter to create a new line for the next SEQ field you’ll add — the one that will deal with all numbers other than 1.

Create the SEQ field for numbers other than 1

1. Go to the Insert tab > Text group, then click the Quick Parts icon.
2. Select Field.
3. Select Seq from the list of Field names.
4. Add this after SEQ: Step n (this will be used for all numbers other than 1).
5. Click OK. You should notice that ‘2‘ is inserted into the template if you added this field below the first one.

Add periods and tabs to the fields (optional)

1. Make sure you have the Show/Hide marker turned on (Home tab, Paragraph group).
2. Select the lines with 1 and 2 on them, then right-click and select Toggle Field Codes to display the code associated with these fields. Note: * MERGEFORMAT is added to the fields if you left the Preserve formatting during updates check box selected on the Field dialog box (this is the default).
   
3. Position your cursor AFTER the closing curly bracket ( } ) of the first field, then add a period followed by a tab. Repeat for the second field.
4. Leave the field codes displayed as you’ll need them later.

Create a new style for the SEQ field numbering

You won’t use any of the standard List Number styles for SEQ field numbering. You need to create your own style if you want correct indentation and alignment with the tab position of the first word after the number. In this example, I’ll create a new style called Step Number, but you can call it whatever you want. In this example, I’ve also used the default settings for tab and hanging indent positions — you can change these later if you want.

1. Click the Styles dialog launcher on the Home tab > Styles group.
2. Click the AA icon  at the bottom left of the Styles pane to create a new style.
3. Give the new style a name — in this example, we’ll use Step Number.
4. Make Step Number the Style for the following paragraph. Leave the other settings as they are for now — you can always change them later.
5. Click Format, then select Paragraph to open the Paragraph dialog box.
6. Adjust the paragraph settings to suit your preference, making sure you add a Hanging indent value (1.27 cm or 1/2 inch is the default).
   
7. Click Tabs to open the Tabs dialog box.
8. Set the left tab stop position (1.27 cm or 1/2 inch is the default).
9. Click OK to close each dialog box.

Create the AutoCorrect entries for the fields

Note: AutoCorrect is one way to store and use the SEQ fields — you can use this AutoCorrect method and/or the Quick Parts method described later in this article.

1. Make sure the field codes are displayed (see Step 2 in the Add periods and tabs section).
2. Select the first field code (the SEQ Step r 1 one), its following period and tab marker but DO NOT select the paragraph marker.
3. Go to Word Options (under the Microsoft Office button) > Proofing.
4. Click the AutoCorrect Options button.
   
5. Your selection is already displayed in the text box on the right and Formatted text is already selected. In the Replace text box, type 1] (Why ‘1]’? Because you’re unlikely to use this sequence of characters in normal writing, and because it’s what David Knopf suggested back in his original article — and why change something that works?)
   
6. Click Add then click OK.
7. Select the second field code (the SEQ Step n one), its following period and tab marker but DO NOT select the paragraph marker.
8. Go to Word Options (under the Microsoft Office button) > Proofing.
9. Click the AutoCorrect Options button.
10. Again, your selection is already displayed in the text box on the right and Formatted text is already selected. In the Replace text box, type n] .
11. Click Add then click OK.

Test your AutoCorrect numbering

1. Go to a blank line anywhere in the document.
2. Type 1] and press Enter. You should see 1. and a tab space.
3. Type n] on the next line and press Enter. You should see 2. and a tab space.
4. Type n] on the next line and press Enter. You should see 3. and a tab space.
5. Type 1] on the next line and press Enter. you should see 1. and a tab space — remember, 1] resets the numbering to 1.
6. Select all numbered lines and apply the Step Number style to them. To check the indentation, alignment and text wrapping, add placeholder text for each numbered item.

Create Quick Parts for the fields

Note: Quick Parts is one way to store and use the SEQ fields — you can use this Quick Parts method and/or the AutoCorrect method described earlier in this article. As far as I can tell, you do not have to have the field codes displayed to add these fields as Quick Parts, but it may be easier to see which is which if you do.

1. Select the first field code (the SEQ Step r 1 one), its following period and tab marker but DO NOT select the paragraph marker.
2. Go to the Insert tab > Text group, then click the Quick Parts icon.
3. Select Save Selection to Quick Part Gallery.
4. Give the new building block a Name (in this example, I’ve used SEQ Step 1) and add a Description (optional). Leave the other settings as they are for now — you can always change them later.
   
5. Click OK.
6. Select the second field code (the SEQ Step n one), its following period and tab marker but DO NOT select the paragraph marker.
7. Go to the Insert tab > Text group, then click the Quick Parts icon.
8. Select Save Selection to Quick Part Gallery.
9. Give the new building block a Name (in this example, I’ve used SEQ Step n) and add a Description (optional).
10. Click OK.

Test your Quick Parts numbering

1. Put your cursor on a blank line in your document.
2. Go to the Insert tab > Text group, then click the Quick Parts icon. Your two new Quick Parts entries are listed in the drop-down — hover over each to see the Description you added displayed as a tooltip.
   
3. Click SEQ Step 1 to insert a 1. into the document. Press Enter to go to the next line.
4. Click the Quick Parts icon again, and this time select SEQ Step n to insert 2. into the document.
5. Repeat step 4 to keep adding numbers to the sequence.
6. When you want to start a new number sequence, click the Quick Parts icon and select SEQ Step 1.
7. Select all numbered lines and apply the Step Number style to them. To check the indentation, alignment and text wrapping, add placeholder text for each numbered item.

Clean up your template

1. Before saving these changes to your Normal.dotm, remove all text and fields from the document.
2. Save the template, and say Yes to saving the changes to the Building Blocks document as well.

That’s it! From now on, all you have to do to add SEQ field numbering is either type in your AutoCorrect text (1] and n]) or select the options from your Quick Parts list. If you find your numbering gets out of whack (remember, the numbers don’t update when you insert a new number between two existing numbers, or delete a number), select the sequence and press F9 (Hint: To update all fields for the entire document, press Ctrl+A then F9).

BONUS!!

Linking to a step number

Using SEQ fields gives you the extra benefit of being able to link to step numbers in the text. You cannot do this in Word using standard number styles or automated numbering. Here’s how:

1. Select the SEQ field number you want to link to — don’t select the period, the tab, any of the text, or the paragraph marker.
2. Go to the Insert tab > Links group and click the Bookmark icon.
3. Give the bookmark a unique but meaningful name, then click Add. (For example, if the step describes how to print, then use print as the bookmark name.)
4. In the body of the text place the cursor where you want to refer to that step, then go to the Insert tab > Links group and click the Cross-reference icon.
5. Change the Type to Bookmark, and leave the Insert reference to as Bookmark text.
6. Click Insert, then Close.
   
7. The text now displays the step number — if you later remove a step before this step, just update the fields with F9 and the cross-reference will update to display the correct number.

See also:

• http://wordribbon.tips.net/T008180_Numbering_with_Sequence_Fields.html

[Link last checked July 2014]