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In Word for Mac 2011 Essential Training, author Maria Langer shows how to create, format, and print a wide variety of documents in Microsoft Word 2011. The course covers building outlines, formatting text and pages, working with headers and footers, using themes and styles, adding multimedia, and more. It also shows how to customize and automate Word 2011, including how to record macros. Exercise files accompany the course.
In some cases you documents might be very structured, requiring special numbering for each heading level. If you have ever manually entered and then revised heading numbers in a document that's created and then rearranged, you know what a pain this can be. Fortunately, Word can handle automatic numbering for outlined levels. Let's take a look. Now suppose the heading 1 level of this document is a chapter name. Within each chapter the Level 2 heading should be labeled as an uppercase letter. The next level needs numbers and if there is a Level 4 heading, it gets another number after a period.
This is kind of complex but it's not beyond Word's capabilities. One way you could number the headings on an outline is with the Multilevel List button on the Home Ribbon. Position the insertion point on any heading in the document, right now you can see it's blinking right here at the very beginning, and then choose one of the options from the Multilevel List button menu. So I am going to pull down that menu and I will try one of these. Let's try Article 1, Section 1. This one here looks kind of complex and what you'll notice here is that it puts these headings in, the text and the numbering, roman numerals here, sections with decimal points and other numbers, letters inside parenthesis, little lowercase roman numerals down here.
That's just one example. Let's try another one. Let's try this one here. And you see again it uses numbers, numbers with decimal points, and then different levels. Now this is great but the format that we want isn't here. So what we are going to need to do is to create our own format. So to do that, pull down the Format menu, come down to Bullets and Numbering, and make sure Outline Numbered to select it. What we will do is we will select one that closest to one that we want. Since we want that starts with the chapter number, we will use this one because that's pretty close.
Select that and click Customize. The Customize Outline Numbered list dialog enables you to set numbering options for each level of heading you need. We are four levels of headings in our documents, so we will set them for levels 1 through 4 and that's what you see right here. So we will go through these one at a time and we will make changes for each level. The first one we want to work on is Level 1 which is selected and we want the Word Chapter which is there and the chapter number and this is the number style we want, which is exactly what we want.
But right after chapter number we want a colon. So we will click in this little box and type in a colon. What we also want to do is we want to set some more advanced options. So we will click this button to expand it. We want to make sure that this is linked to Heading Level 1 and we want to follow it with a space. This is actually set up the way we want already. So that's fine. We are done with Level 1. We will click the number 2 and now for this particular level we want uppercase letters. So we will choose a number style, which is an uppercase letter.
We want to follow that by a period, so we will click up there, type in a period, down here it's got to be linked to Heading Level 2 and we want to follow that with a space. You can see as we do this it's all being built up right in here in the preview area. For Heading Level 3 we want numbers. So we will choose a number style from here. We want to follow that with a period so we will type in a period. It's going to be linked to Heading Level 3 and we want to follow that with a space. Now Heading Level 4 is a little bit more complex.
We want to start with the same number as the previous heading. So what we need to do here is choose the Previous level number, which is Level number 3. We are working on Level 4, but we want that number from Level number 3, so we select that. We want a period between that and the actual item number. We want a regular item number so it looks like that, we have got 1.1 right now, and we want a period after that. Down here we want a link to Heading Level 4. We want to follow that with a space.
So if you see here, this is what we have got so far. We don't care about the other heading levels because we are not using them in our document. So we should be good to go. Let's click OK and sure enough we have got what we want. Chapter numbers 1, 2, 3, 4, then A, B, AB it starts over each time. We have got number for each third level heading and then down here at the level 4 headings we have got the leading number from the previous item followed by the number of the current item. Here again, 2.1, 2.2, see how that works.
Now what's very cool about this is that if you rearrange your outline, the numbering changes automatically. So for example, maybe I want Chapter 2 to go after Chapter 3. Well normally I'd have to manually renumber it but if I just drag it down they renumber themselves. And that even goes for any other level. So if I move this around again it's renumbered. Do this here, renumbered. very cool. Now this is a rather complex example of how this feature can be used. The key points to remember here are to set each level individually and link it to the heading style.
This ensures that making changes through the outline will renumber the headings appropriately. If you set it up right, you will never have to renumber an outline again.
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