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Bulletproof Paragraph Numbering, Part 3

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This time, we’re going to deal with multilevel numbering with text that may (or may not) need to eventually be included in a Table of Contents. When I say some of the text “may or may not be included in a Table of Contents”, that’s because (unlike the numbering to covered in the previous tutorials) each level of this numbering will be linked to Heading Styles. This adds a new level of complexity to the proceedings, but it also switches on some pretty cool features and capabilities, such as:

  • Including headings in an automated Table of Contents (mentioned that already)
  • Reviewing the document’s structure within the Navigation View
  • Moving entire sections of a document around without cut-and-paste (again, via the Navigation View)
  • Automatically updating cross-references between paragraphs/sections (for instance, if you renumber Article II to Article III, any related references to Article II get updated including, if you like, noting whether the new Article III is “above” or “below” the reference)
  • Being able to repeat the entire text of a particular numbered heading elsewhere in the document (example: “see Section 3.01 Calculating Allocations”) without having to manually adjust those references when titles change
  • Revising the font/paragraph styling of a particular level heading in one series of steps (rather than going through the entire document and revising each heading manually)

Have I missed any benefits? Probably. Once you start embedding automated fields like paragraph numbering into your documents, you can find all sorts of ways to automatically update and cross-reference. If you’re producing long, complex documents, this comes in really handy.

How is this different from the type of automatic paragraph numbering I covered in the last post? Look at the difference between this:

word-2016-paranum-ex-2

… and this:

word-2016-paranum-ex-3

Some of the differences will be obvious; some, not. In the first example, every paragraph is numbered. In the second example, only the headings are numbered, while the related paragraphs underneath are not.

What’s not apparent from casual observation is that the second example actually uses the Heading Styles to create the numbered text. If you’ve been following along with this series, you’ll remember that I’ve very carefully avoided linking any of those numbering levels with a particular Style. In this example, the numbering will be explicitly linked to Heading Styles to create an outline. That’s what’s going to enable a lot of the benefits noted above.

[click to continue…]

Bulletproof Paragraph Numbering, Part 2

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In the previous post in this series, we went through the basics of setting up a multilevel paragraph numbering scheme for inline numbering (“inline” meaning that the number appears at the beginning of the paragraph and that each paragraph has a separate number). This is the kind of numbering that Word automatically applies (once you start the numbering scheme) whenever you press the Enter key to start a new paragraph.

So, to refresh your memory from the last post, here’s what kind of numbering we’re covering today:

word-2016-paranum-ex-2

Let’s get started, shall we? –>

Bulletproof Paragraph Numbering, Part 1

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Nearly every week, I get an email like this:

When using several different Styles in a document, I sometimes (TOO often) find that the formatting of a paragraph has reverted to an odd-size line or paragraph indent or the numbering doesn’t change back to 1, notwithstanding that I’ve selected “Restart list after …” in the Define new Multilevel list box. It seems that something is corrupted. Can you explain?

Or like this:

Hi! My biggest headache is paragraph numbering, I never know how to set it up to do it automatically and end up putting the paragraph numbers in manually. Also, how to get back to the main heading (e.g. no. 2, Communication & Procedures) then back to the sub-headings e.g. 2.1.

Which boils down to this:

Multilevel list numbering is my biggest frustration!

Even though I’ve included some paragraph numbering training in my basic Word course and have published articles elsewhere dealing with paragraph numbering specifically and various types of automatic numbering generally, it seems multi-level numbering is enough of an irritation to a sufficient number of people that I need to deal with this subject head-on.

Part of the problem with Microsoft Word’s paragraph numbering feature (single- or multi-level) is that it’s a twisted combination of Styles and Fields, so twisted it’s nearly impossible to separate them. Word has a lot of paragraph numbering Styles already built in, but following the advice of some genuine Microsoft Word experts (Ben SchorrJan Berinstein and the late Shauna Kelly), I’m going to show you how to create your own multi-level paragraph numbering List Styles you can save into your Normal (or other) template and use forever after.

The questions I’ve gotten are usually asking about one of three different types of multi-level numbering:

Inline multi-level numbering. This is paragraph numbering that looks like this:

word-2016-paranum-ex-1

Inline multi-level numbering with text. This paragraph numbering differs slightly from the above in that there is some text before and/or after the number which may or may not need to be included in a Table of Contents, like this:

word-2016-paranum-ex-2

Numbered headings. This numbering is embedded in headings that float above its related text, like so:

word-2016-paranum-ex-3

Given that we’re talking about three different types of multi-level paragraph numbering, I’ll deal with each type in a separate post. This post deals with the first type listed above, inline multi-level numbering.

(If you’ve never used Word’s built-in multi-level paragraph numbering and want a primer on how to use it, click here.)

But first, let’s talk about the basic methodology I’m going to use on all three types: creating your own list definitions to control the numbering. Because, let’s face it, the built-in ones are too hard for most people to control.

[click to continue…]

How to Keep Obscure (but Useful) Word Commands in Easy Reach

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Believe it or not, even with as many commands as are on the Microsoft Word Ribbon, there are some features that are nowhere to be found. Rather than dig through layers of dialog boxes or try to remember obscure shortcut keys, why not add a few essential (for you) commands to the Ribbon or Quick Access Toolbar? I’ll show you one example, but you can use this technique for any Word function.

Example Command: Adjust List Indents

Most legal users aren’t really happy with the default indentation of the paragraph numbering feature. Short of configuring your own paragraph numbering scheme, though, there doesn’t seem to be much of a way around it.

You can adjust the default List Paragraph Style’s indents on-the-fly by right-clicking on the paragraph number and choosing Adjust List Indents. But you’d have to know that feature’s there to use it.

How to get that in easy reach? Click here to find out –>

5 Options You’ll Want to Re-Set in Word

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A big part of making Word work better for you is molding the way it works to the way you work. Most users don’t know they’ve got options for how certain features perform. Some things you’ll want to get out of your way, some things you’ll want to make easier to access. Here are my suggestions for changing Word’s defaults to work better in a legal environment:

First Step: Going into Options

Most of the default behaviors in Word are set within the Options dialog box. To get there (a necessary prerequisite for all of the exercises below), go to the File tab (if you’re still using Word 2007, click the Office Button) and click Options.

Once you’re in Options, you’re ready to rock.

Click here to take advantage of these tips –>