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:
… and this:
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.
As with all of these multilevel numbering schemes, we start in the same place: on the Home tab, by clicking on the drop-down next to Multilevel Numbering:
That takes us back into the Multilevel Numbering dialog box:
Now, obviously, the settings shown above are going to have to change to get the result shown here:
What we’ll do differently with the first and second levels (“ARTICLE #” and “Section #.##”) is link them to Heading Styles in the Define new Multilevel List dialog box:
Let me point out a few things that are different here:
- I’ve linked Articles with Heading 1 and Sections with Heading 2 (see red box above).
- I’ve made sure in Level 2 (“Sections”) to check the box next to Restart list after and chose Level 1 so that the Sections will re-start at “.01” whenever there’s a new Article level (see blue box above).
- I’ve positioned the Number alignment, Text indent at and Aligned at all at 0″. If I want to center “Article” between the margins (as a lot of people do), I’m going to control that within the Heading Style (more on that later) (see green box above).
- I’ve set Follow number with to Space. If you know that your numbering isn’t going to cause horizontal spacing issues, you can set yours to Tab character.
Linking those first two levels with Heading Styles also effectively “turns off” the feature that automatically inserts a new numbered paragraph whenever I press Enter. On the plus side, that enables me to insert unnumbered paragraphs within the text easily. It also makes the task of starting the numbering series up again a bit less obvious, but here are three methods for restarting your list:
Linking the list levels to Headings also brings up the question (related to one that appeared in the comments in Part 1 and Part 2 of this series) about how you control paragraph settings like justification, line spacing and spacing between paragraphs. The bad news is that you can’t do that within the Define new Multilevel list dialog box. The good news is that you can control these settings through the associated Style:
I want to take a moment to say thank you to all of you who posted such detailed questions and suggestions for improvement in the comments to each of the previous posts. Keep ’em coming! I’m working on getting all of those answered and hope to be able to publish a truly comprehensive resource for you all soon. In the meantime, for those of you in the U.S., Happy Thanksgiving next week!