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Numbering outline headings

From: Word for Mac 2011 Essential Training

Video: Numbering outline headings

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.

Numbering outline headings

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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This video is part of

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Word for Mac 2011 Essential Training

95 video lessons · 20147 viewers

Maria Langer
Author

 
Expand all | Collapse all
  1. 5m 6s
    1. Welcome
      1m 8s
    2. Word processing basics
      3m 9s
    3. Using the exercise files
      49s
  2. 21m 53s
    1. Menus, shortcut keys, and toolbars
      3m 43s
    2. The Ribbon
      2m 32s
    3. The Toolbox and the Media Browser
      2m 27s
    4. The Sidebar
      1m 42s
    5. Document views
      5m 24s
    6. Navigating windows and documents
      6m 5s
  3. 13m 40s
    1. Using the Document Gallery
      4m 51s
    2. Creating documents
      1m 51s
    3. Opening, saving, and closing documents
      6m 58s
  4. 14m 20s
    1. Entering text
      5m 33s
    2. Inserting and deleting text
      2m 34s
    3. Using Click and Type to enter text
      3m 26s
    4. Inserting symbols and special characters
      2m 47s
  5. 27m 28s
    1. Selecting and editing text
      6m 34s
    2. Copying and moving text
      7m 1s
    3. Using the Scrapbook
      4m 38s
    4. Undoing, redoing, and repeating actions
      4m 36s
    5. Finding and replacing text
      4m 39s
  6. 24m 50s
    1. Font formatting basics
      9m 0s
    2. Applying font formatting
      7m 12s
    3. Using the Font dialog
      4m 35s
    4. Formatting with the Find and Replace dialog
      4m 3s
  7. 27m 18s
    1. Paragraph formatting basics
      9m 39s
    2. Setting justification and line spacing
      2m 17s
    3. Indenting paragraphs
      4m 37s
    4. Using list formats
      5m 41s
    5. Setting paragraph formatting options
      5m 4s
  8. 14m 33s
    1. Understanding tab tables
      4m 15s
    2. Creating a tab table with the Ruler
      5m 20s
    3. Creating a tab table with the Tabs dialog
      4m 58s
  9. 20m 31s
    1. Understanding styles and themes
      2m 36s
    2. Applying styles
      6m 32s
    3. Reformatting with Quick Style sets and themes
      2m 37s
    4. Modifying styles
      4m 28s
    5. Creating and deleting styles
      4m 18s
  10. 13m 22s
    1. Revealing formatting
      4m 24s
    2. Using the Format Painter
      1m 38s
    3. Creating drop caps
      3m 34s
    4. Using AutoFormat on text
      3m 46s
  11. 27m 29s
    1. Setting margins
      4m 3s
    2. Adding page and section breaks
      4m 54s
    3. Setting multiple columns
      8m 11s
    4. Varying page orientation within a document
      2m 43s
    5. Inserting page numbers
      2m 47s
    6. Adding watermarks and background images
      4m 51s
  12. 13m 39s
    1. Using built-in headers and footers
      5m 34s
    2. Manually creating headers and footers
      4m 0s
    3. Setting multiple headers and footers in a document
      4m 5s
  13. 18m 54s
    1. Creating a cell table
      3m 42s
    2. Entering and formatting table text
      4m 16s
    3. Modifying table structure
      5m 34s
    4. Using table styles
      2m 49s
    5. Converting between tab and cell tables
      2m 33s
  14. 18m 12s
    1. Adding borders to text and paragraphs
      5m 38s
    2. Adding borders to table cells
      3m 47s
    3. Setting page borders
      4m 13s
    4. Applying shading
      4m 34s
  15. 16m 56s
    1. Using the Media Browser to insert media
      3m 24s
    2. Inserting media from a file
      2m 36s
    3. Formatting images
      4m 30s
    4. Wrapping text around an image
      2m 27s
    5. Inserting and formatting a text box
      3m 59s
  16. 13m 17s
    1. Using AutoCorrect and AutoFormat As You Type
      9m 26s
    2. Using AutoText and AutoComplete
      3m 51s
  17. 17m 28s
    1. Building an outline
      4m 26s
    2. Rearranging outline components
      3m 39s
    3. Viewing outlines
      4m 9s
    4. Numbering outline headings
      5m 14s
  18. 26m 49s
    1. Checking spelling and grammar
      8m 19s
    2. Using reference tools
      4m 30s
    3. Inserting footnotes and endnotes
      6m 27s
    4. Using the Word Count feature
      2m 49s
    5. Compiling a table of contents
      4m 44s
  19. 17m 44s
    1. Adding comments
      2m 46s
    2. Tracking changes
      7m 45s
    3. Merging and comparing documents
      4m 28s
    4. Sharing documents with others
      2m 45s
  20. 18m 54s
    1. Using letter templates
      8m 5s
    2. Creating envelopes
      6m 23s
    3. Creating labels
      4m 26s
  21. 12m 36s
    1. Setting Document Security options
      9m 0s
    2. Using Privacy options
      3m 36s
  22. 14m 31s
    1. Setting Page Setup Options
      4m 12s
    2. Previewing a document
      2m 13s
    3. Printing to a printer
      4m 11s
    4. Printing to PDF
      3m 55s
  23. 11m 9s
    1. Using Word's Macro Recorder
      9m 18s
    2. Understanding macro security
      1m 51s
  24. 12m 28s
    1. Customizing toolbars and menus
      6m 0s
    2. Customizing Word's shortcut keys
      3m 38s
    3. Customizing the Ribbon
      2m 50s
  25. 42s
    1. Goodbye
      42s

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