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

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 –>

From the Comments: A Better Way to Embed Paragraph Numbers

Recently, I wrote about a technique that I’d stumbled across for embedding the current paragraph number within the text of a paragraph, like so:

Word-StyleRef-paranum

However, one reader popped up in the comments with what looks like an easier solution:

There’s an easier way to do this! At least in Word 2007 and later. Rather than messing with fields, on the Ribbon you go to References>Cross-reference, select the paragraph you want, and voila! Instant reference. You can even have it insert the full context for your subparagraphs (e.g. para. 7(c)), rather than having to have 2 fields.bking

What do you think? Will this help you in your work? Let me know in the comments below.

Reader Question: How to embed the current paragraph number in your text

woman holding question mark

One reader who works in insurance defense law (a woman after my own heart — so do I) asked me this question recently:

In a case where I am automatically numbering the beginning of each paragraph (sometimes up to 100)…and then have to refer to the same paragraph number in the text (e.g., 1. Deny the allegations contained in paragraph “1”), how can I get the number in the text to match the corresponding number of each specific paragraph so that if I have to delete a paragraph, I will not have to go into every paragraph to change the text to say responding to paragraph”2″ to correspond with the actual numbered paragraph? I know it has something to do with using fields in the text.

Again, a woman after my own heart. She’s trying to automate something to minimize the amount of repetitive editing she’ll have to do as the document changes. I like people who think ahead like that.

And she’s right: it does have “something to do with fields in the text.” But which one is appropriate here? The answer may surprise you … and you might find a use for it in your own documents, too.

[click to continue…]

How to start an autonumber sequence at >1

Recently, I’ve gotten several questions from users who love the paragraph autonumbering technique illustrated at my post “How to automatically number your discovery requests … in 5 keystrokes,” but they need to start the numbering sequence above “1”.

So, I’ve updated my original post at the bottom to show everyone how to use the “/r” switch to start the numbering sequence at 2, 3, or whatever number you need.

Click here, then scroll all the way down to the bottom of the post to check out this new trick!