Word multilevel list error

Hi Nicola,

I cant say without seeing it, but recreate level 4 as follows:

1. Select number level 4 and clear the current definition.
2. In the Include number from level dropdown, choose Level 1.
3. Type a dot.
4. In the Include number from level dropdown, choose Level 2.
5. Type a dot.
6. In the Include number from level dropdown, choose Level 3.
7. Type a dot.
8. In the Number style for this level, choose 1, 2, 3.

Also, click the MORE button to expand the options and make sure that Restart numbering after is set to Level 3.

Click OK and you should be good to go.

If this doesnt fix the problem, then the problem lies with one of the previous level definitions.

Let me know how you go.

Thanks for the info, a great help indeed. Unfortunately this numbering system is not what my bosses want see on the page and table of contents. What they want is this

Introduction
1.1 Aim
a.
b.
c.
1.2 Background
a.

Product Identification
2.1 Description
a.
b
c.
d.
2.2 Operating Principle
a.

Material System
3.1 rgerger
a.
b.
3.2 5y45
a.
b.
c.

etc

and the table of contents to show the same i.e.
Introduction
1.1 Aim.5
1.2 Background5
Product Identification
2.1 Description.6

etc.
I have tried but cannot see how this can be done. Can you guide me please?

Thanks
Bob

Hi Robert

The trick is to use 2 styles for the top level,

• one for the visible content [e.g. Introduction] and
• one for an invisible top level number that will be used by the lower-level numbering [1.1, 1.1.1 etc].

First establish the two top-level styles:

1. Create a new style called, say, Heading 1 in Words, that defines the look of the top-level heading that will be seen in the document, and will be used in the Table of Contents later. Set the font, font size, colour, spacing, positioning etc. Alternatively, you could use a default style like Heading 9 that is unlikely to be used elsewhere].
2. The regular Heading 1 style will serve as the level 1 number. From the style gallery on the Home ribbon, right-click and modify the Heading 1 style. Most importantly, in the Style definition dialog, click the Format button then choose Font, then check the Hidden check box. Instead of Heading 1, you could use another custom style that you create.

Then set up your multilevel numbering definition:

1. In the multilevel numbering dialog, ensure that the level 1 numbering is linked to the Heading 1 style [you will need to click the MORE button to see the linked style option].
2. Set up the other numbering levels in the usual way.

Then for each top level heading [e.g. Introduction], use both styles as follows:

1. On one line, type the heading text that will be visible, e.g. Introduction etc.
2. Apply the Heading 1 in Words style.
3. On the next line, leave it blank but click the Heading 1 style from the styles gallery. This inserts the top-level number that is needed by subsequent numbering levels, but it remains hidden. It wont print and it doesnt take up any space on your document.

And what about the Table of Contents?

Construct your table of contents in the usual way but click the Options button and remove the 1 next to Heading 1 and insert a 1 into next to Heading 1 in Words.

Jason, great guide many thanks! Ive been wrestling with the styles associated with numbering levels for some time. I create court documents and we number paragraphs regardless of whether they have headings.
In one section I might have a titled and numbered sub-paragraph in which it is great to tag the number level with a heading style. However in a later section I might have a sub-paragraph with no heading and therefore want to utilise a different style to heading, can I create multiple levels with different styles?

example:
2.2 Heading [style heading 2]
Paragraph text supporting the heading

3.4 Detail text with no heading [Style list paragraph]

Do you have a steer as to how I might handle this?

Hi Jason,

The issue I face is my document requires different styles for the same number / level. For example, I have associated a heading 2 style with level 2. However, not all my level 2s are headings, some sections have level 2s as simply numbered paragraphs with no headings. In defining level 2 as heading 2 I now get the the whole paragraph incorrectly defined as a heading style.

2. Section Header [Style: Heading1]
2.1 Sub-section heading [Style: Heading 2]
2.1.1 Content to support the sub section heading possibly running to multiple paragraphs. [Style: List Paragraph]
2.1.2 Content to support the sub section heading possibly running to multiple paragraphs. [Style: List Paragraph]
2.1.3 Content to support the sub section heading possibly running to multiple paragraphs. [Style: List Paragraph] this works great!
this is works great!

3. Section Header [Style: Heading1]
3.1 Paragraph content with no headings, part of body of multiple paragraphs each individually numbered supporting the section heading. [Style: Heading 2]
3.2 Paragraph content with no headings, part of body of multiple paragraphs each individually numbered supporting the section heading. [Style: Heading 2]
3.3 Paragraph content with no headings, part of body of multiple paragraphs each individually numbered supporting the section heading. [Style: Heading 2]
utilising

I have been on this for some time now trying to work through different solutions. The multi number / level drop down menu that displays: current list, list library, list in current document is only place I have discovered that I can access / edit / save any multi number / level styles.

Firstly I removed [right click -> remove from gallery] all of the number styles I do not need [most are ridiculous]. I then created two new multi number /level styles with Define new list style supporting both the examples above. However, these new styles do not appear anywhere once saved and therefore cannot be used. Whilst creating the new styles you are even prompted to name the list, however they then are not accessible anywhere including the current list, list library or list in current document and so cannot be used. I repeated this and again was unable to retrieve any newly created multi number / level style. Is this your experience?

I ended up edited existing multi number lists using the badly titled define new multi level list. I found that you cannot repeat the use of any text style within a multi number / level style. So if you want list paragraph for level 2 and level 3 you cannot. It accepts the most most recent selection [in this case level 3] but changes level 2 to no style.

I found when I switched between the two styles in my document it resets previously formatted sections. I tried to place a section break only to find these have been replaced by page break, inserting these also fails to prevent the format from resetting.

Randomly, but regularly [not as a result of swapping the multi number / level style] the edited multi number / level style would loose all its settings. I would have to revisit and insert the correct setting [not just styles but number formats too] using define new multi level list.

I am also encountering some other really weird bugs when formatting new sections. I formatted a new section of copied text [pasted as keep text only] using one of my edited multi number / level styles, all previous level 2 in all sections are reset to 1.1 [so 2.1 became 1.1 and 3.1 became 1.1 etc.] I had 12 formatted sections at that point.

I tried to follow your trouble shooting number reset and checked the Enter formatting for number, all where grey, I selected level 2 from the include level number but nothing changed. I tried to reset using the context menu [right click] set numbering value and restart numbering, I followed the on screen sequence and select the correct number. I struggled with this too.

Honestly, as a software engineer / analyst in a previous life, I would say this code is still at Beta as it barely works with some major issues. Jason, I do not expect you to have solutions to all Microsoft problems, this is as much to vent but if you can suggest anything I am all ears. During this testing I have reset normal.dotm regularly to ensure I was not using a screwed up template

Thanks in advance PC

Hi Paul. Forget Define new list style. Always work with Define new multi-level list even if you are editing an existing setup.
You can create what you need with 5 styles.

1. Heading 1
2. Heading 2
3. Heading 3
4. Para Level 3 [unnumbered] [based on Heading 3 but without numbers]
5. Para Level 2 [numbered] [based on Heading 2]
6. Para Level 2 [unnumbered] [based on Heading 2 but without numbers]

In your example,

• for Section 2, the 2, 2.1 and 2.1.1 lines use the standard Heading1/2/3 styles. Any unnumbered paragraphs following 2.1.1 use the new Para Level 3 [unnumbered] style.
• for Section 3, the main header uses Heading 1. The numbered paragraphs that follow use the new Para Level 2 [numbered] style. If you required any unnumbered paragraphs in-between, you would use the Para Level 2 [unnumbered] style.

To create Para Level 3 [unnumbered] style:

1. Place your cursor in any line using the Heading 3 style.
2. Create a New style. Name it Para Level 3 [unnumbered]. Make sure Style based on says Heading 3
3. Set the font and font size to match your regular paragraphs.
4. Click the Format button > Numbering > None
5. Click the Format button > Paragraph > Set left indent to the same figure as the Text indent at of the Heading 3 style.

To create Para Level 2 [numbered] style:

1. Place your cursor in any line using the Heading 2 style.
2. Create a New style. Name it Para Level 2 [numbered]. Make sure Style based on says Heading 2
3. Set the font and font size to match your regular paragraphs.

To create Para Level 3 [unnumbered] style:

1. Place your cursor in any line using the Heading 3 style.
2. Create a New style. Name it Para Level 2 [unnumbered]. Make sure Style based on says Heading 2
3. Set the font and font size to match your regular paragraphs.
4. Click the Format button > Numbering > None
5. Click the Format button > Paragraph > Set left indent to the same figure as the Text indent at of the Heading 2 style.

On completion of this setup, you can place the cursor on any line then click the appropriate style, all of which will be listed in the styles gallery on the Home ribbon. All numbering at each level will flow on correctly, even if you insert breaks of any kind.

You can find a working sample here.

Let me know how you go.

omgjust omg!
Ive worked my way through this and have been able to replicate, the example is really helpful, many, many thanks.
Also just worked out how to exclude the non numbered heading styles from the TOC, happy days! Now just need to save these to a template for re-use, think I probably need a course, know any good ones? Im guessing these are the sort of things you cover in your mastery courses?

You have 4 levels of numbering. You need to utilise 5 styles and create 5 levels of numbering, one of which will be hidden.

I have uploaded a sample document if you want to refer to it that has the following number structure:

I. Blah
1 A Blah
B Blah
C Blah
i Blah
i Blah
2 A Blah
B Blah
C Blah
i Blah
i Blah

Before creating your multilevel numbering,

1. Modify the Heading 3 style. Click the Format button then choose Tabs and set tabs positions at 1cm, 2cm and 3cm.
2. Modify the Heading 2 style. Click the Format button then choose Font and check/tick the Hidden box.

Then set up your numbering like this:

1. Click the Multilevel numbering icon then choose Define New Multilevel List.
2. Click the More button so you have the expanded dialog open.
3. Then

Numbering level 1: [e.g. I, II, III]

1. Place the cursor in the Enter formatting for number box.
2. Set Number style for this level to I, II, III.
3. Link level to style = Heading 1
4. Start At = I.
5. Aligned At = 0cm
6. Text Indent At = 1cm

Numbering level 2: [e.g. 1, 2, 3 but hidden]

1. Clear the Enter formatting for number box.
2. Set Number style for this level to 1, 2, 3.
3. Link level to style = Heading 2
4. Start At = 1.
5. Restart list after = Level 1
6. Aligned At = [doesnt matter]
7. Text Indent At = [doesnt matter

Numbering level 3: [e.g. 1 A]

1. Clear the Enter formatting for number box.
2. Select Level 2 from the Include level number from box.
3. Press Ctrl Tab
4. Set Number style for this level to A, B, C.
5. Link level to style = Heading 3
6. Start At = A.
7. Restart list after = Level 2
8. Aligned At = 1cm
9. Text Indent At = 2cm
10. Add tab stop at = 1cm

Numbering level 4: [e.g. B, C, D]

1. Clear the Enter formatting for number box.
2. Set Number style for this level to A, B, C.
3. Link level to style = Heading 4
4. Start At = B.
5. Restart list after = Level 3
6. Aligned At = 2cm
7. Text Indent At = 3cm

Numbering level 5: [e.g. i, ii, iii]

1. Clear the Enter formatting for number box.
2. Set Number style for this level to i, ii, iii.
3. Link level to style = Heading 5
4. Start At = i.
5. Restart list after = Level 4
6. Aligned At = 3cm
7. Text Indent At = 4cm

Once the setup is complete, click on a line or paragraph that you want to number and click the following style in the styles gallery or styles pane:

• Heading 1 for the I, II, III numbering
• Heading 3 for the 1 A numbering.
• Heading 4 for the B, C, D numbering.
• Heading 5 for the i, ii, iii numbering.

Let me know how you go.

Great question Sajit. You need to create additional styles for each single level list you want to insert under a standard hierarchical level. I have uploaded a sample document if you want to refer to it.

In the example below, Ive used Heading 1 to Heading 4 in the conventional way.

Then Ive used Heading 5 to Heading 8 to use as single level numbering under the first 4 headings.

For example,youcan create a4-levelmultilevellistthat looks likethiswithsingle-levellistsinterspersedatanylevel.Allthenumberingrestartsandcontinuesasitshould:

1. Blah
a] Blah
b] Blah

1.1 Blah
a] Blah
b] Blah

1.1.1 Blah
a] Blah
b] Blah

1.1.1.1 Blah
a] Blah
b] Blah

There are only 9 heading styles, and they are convenient to use because they are built-in, but you can also create as many of your own styles as you need and link any number level to any style.

Here is how to set things up.

Click the Multilevel numbering icon then choose Define New Multilevel List.
Click the More button so you have the expanded dialog open.
Then

Numbering level 1:

Place the cursor in the Enter formatting for number box.
Set Number style for this level to 1, 2, 3.
Link level to style = Heading 1
Start At = 1.
Set positioning as appropriate.The Aligned at is the distance between the margin and the number.The Text indent at is the distance between the margin and the text that follows the number.

Numbering level 2: [e.g. 1.1]

Clear the Enter formatting for number box.
Select Level 1 from the Include level number from box.
Type a dot.
Set Number style for this level to 1, 2, 3.
Link level to style = Heading 2
Start At = 1.
Restart list after = Level 1
Set positioning as appropriate.

Numbering level 3: [e.g. 1.1.1]

Clear the Enter formatting for number box.
Select Level 1 from the Include level number from box.
Type a dot.
Select Level 2 from the Include level number from box.
Type a dot.
Set Number style for this level to 1, 2, 3.
Link level to style = Heading 3
Start At = 1.
Restart list after = Level 2
Set positioning as appropriate.

Numbering level 4: [e.g. 1.1.1.1]

Clear the Enter formatting for number box.
Select Level 1 from the Include level number from box.
Type a dot.
Select Level 2 from the Include level number from box.
Type a dot.
Select Level 3 from the Include level number from box.
Type a dot.
Set Number style for this level to 1, 2, 3.
Link level to style = Heading 4
Start At = 1.
Restart list after = Level 3
Set positioning as appropriate.

Numbering level 5: [e.g. a, b, c under Heading 1]

Clear the Enter formatting for number box.
Set Number style for this level to a, b, c.
Type a dot or a bracket after the number if you want.
Link level to style = Heading 5
Start At = a.
Restart list after = Level 1
Set positioning as appropriate.

Numbering level 6: [e.g. a, b, c under Heading 2]

Clear the Enter formatting for number box.
Set Number style for this level to a, b, c.
Type a dot or a bracket after the number if you want.
Link level to style = Heading 6
Start At = a.
Restart list after = Level 2
Set positioning as appropriate.

Numbering level 7: [e.g. a, b, c under Heading 3]

Clear the Enter formatting for number box.
Set Number style for this level to a, b, c.
Type a dot or a bracket after the number if you want.
Link level to style = Heading 7
Start At = a.
Restart list after = Level 3
Set positioning as appropriate.

Numbering level 8: [e.g. a, b, c under Heading 4]

Clear the Enter formatting for number box.
Set Number style for this level to a, b, c.
Type a dot or a bracket after the number if you want.
Link level to style = Heading 8
Start At = a.
Restart list after = Level 4
Set positioning as appropriate.

Once the setup is complete, click on a line or paragraph that you want to number and click the appropriate Heading style in the styles gallery.

Notes:

Even though they are called Heading styles, you can use them for anything including normal paragraphs.
By default, Word only displays the heading styles you have already applied plus the next one. For example, if you have only applied the Heading 1 and Heading 2 styles within your document, then the Heading 1, Heading 2 and Heading 3 styles will appear in the gallery. But what if you want to apply the Heading 8 style [a, b, c] without yet having used the Heading 5, Heading 6 or Heading 7 style? Well, do this:

Click the launcher in the bottom-right corner of the styles gallery to display the styles pane.
Click the Options button at the bottom.
In the Select styles to show box, choose All styles.
Choose the style you need.

Did I answer your question?

Thank you Jason you did. That was a great idea I made use of.
Apart from the 8 levels, I also have some additional Styles, Heading 2t and Heading 3t connected to Heading 2 and Heading 3 for text headings that are a long text without boldface. During the course of editing I or anyone else who uses the template may have to adjust the indent in a document such as when the numbering becomes in 2 digits for a level. If I try to set it by adjusting the indent on the connected Formatting Styles. The Linked Styles break up. It is very difficult to get them connected again. In the last instance, it will not work even after connecting them back. I had to delete off the Heading 2t and Heading 3t, recreate and then connect them back. I understand that this is a bug. Can you please help me with a few lines of VBA to circumvent this issue?

Hi Sush

If you have connected each numbering level to a style [the best approach] then by clicking the style in the gallery, the style of the numbering and the following text should be consistent.

If the numbering levels are NOT connected to styles, then you will need to click the drop-down arrow on the multilevel numbering icon and choose Define New List style. Whatever you define here determines how the number will look and not the text that follow it. In the Apply formatting to box, choose a numbering level. For more than one, do each style separately.

Let me know how you go.

Hi Jenny

Numbering level 1:

1. In the Enter formatting for number box, type Article .
2. Set Number style for this level to I, II, III.

Numbering level 2:

1. Clear the Enter formatting for number box.
2. Set Include level number from to Level 1.
3. Type a dot.
4. Set Number style for this level to 1, 2, 3.
5. Check/tick the box labelled Legal style numbering.

Make sure Legal style numbering is on for all levels from level 2 onwards. This switches the I, II, III style to the 1, 2, 3 style.

1. You can create new styles in the styles gallery. Click the More button then Create New Style. This video does a deep dive into all the settings.
2. When you create multilevel numbering [even if you use only one level] you can link each numbering level to any style.
3. To use existing styles in other documents, you must first copy the style[s] to the Normal template then from the Normal template to the other document. This video shows you how.

Hi Jason,
For years I have been trying to figure out how to convert our Master Specs from WordPerfect to Word. In WordPerfect, the outline format is really easy to use. I literally open up a spec document, update the headers and footers for the specific project, make the necessary changes to the font and the outline format at the beginning of the document and it is done. To create other sections for the same project, I isolate the headers/footers and the format section [which are easily seen in WordPerfects Reveal Codes]. I then copy the body of another spec section and paste it into that document to create the other project specs.
Formatting in Word has nearly driven me CRAZY!! After viewing your video and reading your answers to all the questions which have been submitted, I am hopeful [fingers crossed] that I might now be able to figure out how to convert our specs to Word format. I want to retire next year and I have to figure this out!! Thank you!

Peggy, welcome to the site. I remember using WordPerfect 30 years ago and to be honest, I didnt realise it was still a thing! There you go.

Im glad you found the video useful. To reveal the formatting in Word, click on the required text then press Shift F1. All info is displayed in the sidebar. Formatting is best controlled through the styles found on the Home ribbon. It saves a lot of time if you can get your head around these.

All the best.

Hi Jacqui

Assuming you have linked numbering level 1 to the Heading 1 style, level 2 numbering to the Heading2 style etc, modify the Heading 2 style on the Home ribbon and make sure that Style for the following paragraph is set to Normal. This will prevent your unauthorised user from reverting back to Level 1 when pressing Enter twice.

Then [and I assume this is what you have already done], under the Review tab | Protect | Restrict Editing, tick the box labelled Limit formatting to a selection of styles, click the Settings link and untick Heading 1. Finally click the Yes, Start Enforcing Protection button and type your password.

In the style gallery on the Home ribbon, the Heading 1 style should no longer be displayed.

I hope that helps. If I have misunderstood, let me know.

Jason

There are 2 ways to do this.

1. Export your styles to the Normal template [Normal.dotx]. Styles in the normal template are available to all documents.

2. [The better way]. Create your own style gallery. To do this, go to the Design tab and click the drop-arrow on the right side of the Style Set gallery, then click Save as a New Style Set. Styles in any style set can be added, removed or modified. You can switch back to the default style set at any time. Word will always use the last used style set so you dont have to keep switching over to it every time.

Thanks for the great tips. I have a strange issue. I have a requirements document that will have many levels deep. In some cases, an item is a header. In others, it is a detail.
1 Topic header
detail
1.1 detail item
1.2 detail item
2 Topic header
detail
2.1 Topic header
detail
2.1.1 detail item
2.2 Topic Header
2.2.1 detail item

It appears that this cant be done [having multi level apply to lines that may be a header OR a detail.

Or am I missing something?

Fletcher, this is actually quite easy to fix.

For each level, you need to have 2 styles to hand, one for numbered items and one for detail items.

For the numbered items, you can use the built-in styles such as Heading 1, Heading 2 etc. [or another style of your choice] and when you set up your numbering, link each level to a style [e.g. level 1 to Heading 1].

For the detail items, either create a new style or clone the existing Heading 1/2/3 etc. Set the indentation and any other font/para attributes etc. Name the new styles something like Heading 1 detail, Heading 2 detail etc.

Once that is done, everything is controlled by the application of styles. The numbering will flow correctly while allowing detail paragraphs to be interspersed throughout.

Let me know how you go.

Jason the problem is when I have headers and details. I cant get the detail to honor the header numbers they are different styles. The headers work [so 2.1 is correct], but the detail numbers dont recognize the level 1 number, so they all start with 1. The number to the right of the text is what I expect. If I try to edit the multilevel to hard code the first lead number, then all the number details change.

1. Lvl1 Header 1
Text Description
1.1. Number detail 1.1
2. Lvl1 Header 2
Text Description
2.1 Sub Header 2.1
Text Description
1.2.1 Number detail 2.1.1 sub detail