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Creating a multilevel list using styles

From: Word 2010 Essential Training

Video: Creating a multilevel list using styles

In the last chapter, we looked at bullet lists, numbered lists, and multi-level Lists. And when we looked at multi-level Lists, I noted that some of the multi-level list styles actually included Heading styles. Now that we have learned about styles and lists, we can put the two together and take a look at styled multi-level lists. I am going to begin by selecting the text for my multi-level List. If I simply choose one of these styles, like 1.1 or 1A, what I am left with is simply a list, and I can indent some of these items in order to make them lower level.

Creating a multilevel list using styles

In the last chapter, we looked at bullet lists, numbered lists, and multi-level Lists. And when we looked at multi-level Lists, I noted that some of the multi-level list styles actually included Heading styles. Now that we have learned about styles and lists, we can put the two together and take a look at styled multi-level lists. I am going to begin by selecting the text for my multi-level List. If I simply choose one of these styles, like 1.1 or 1A, what I am left with is simply a list, and I can indent some of these items in order to make them lower level.

For example, I can click here and turn this into an A. This is a regular multi-level List. However, if I choose any of the styles that have the word Heading in them, I get not only a multi-level List, but I actually get a change in my Heading styles in Word. Now I have a Heading style that includes the word Article. If I indent my Subpoint, it includes the word Section, and this is part of the Heading styles.

I have actually chosen not just a Multi- level List, but I have chosen a new set of Heading styles to support it. So let's undo these changes. We can select these items, change their List level to an Article level, and they are back again. So I can include text, like the words Article and Section. I can also include, for example, the word Chapter. This is the only word that appears in this list. This custom multi-level List includes only Heading 1s that include words.

If I indent, for example, a Subpoint or choose a lower list level for it, these do the same thing. You will notice that the word Chapter goes away. All of the other styles have no additional text with them. And if I select, for example, a very standard outline, this looks a lot like the outline 1A that we would see in a book, for example, a reference book, I get a really nice set of Heading styles that only include Numbering.

So here is my next level, A, but notice then Heading 3 has an even lower level, and there's actually even a Heading 4 and a Heading 5 that are created and added as I use them. So another really nice feature that I can quickly go in, and Layout and Outline, whether I am creating a handbook or any other kind of a document, and this multi-level List actually understands that it's an Outline for a document.

When I go to the end of the line and press Enter, I am back into Normal text. So if I want to add text after my first point, I press Enter, and it returns to Normal text, so I can just type whatever words I would like to have here. The same after the Subpoints. This is a really great style to use when you are creating a structured document. Now I would like to show you another use of multi-level lists, so rather than choose a List style that changes my Headings, I actually want to choose my Headings and change them manually.

Let's return to our TwoTrees Employee Handbook. As you will notice, we have numbered sections, but those numbers were typed in. Notice there's no number associated with my Heading 1s or Heading 2s. Someone actually type 3.10 INCLEMENT WEATHER/EMERGENCY CLOSINGS, 3.11, and so on. The problem will become obvious as soon as we think about it. When we have the need to insert something in this Handbook, we are going to need to manually renumber.

For example, the Handbook is under review right now, and we need to add a section 3.11 on DISASTERS/STATE OF EMERGENCY. So I am going to Copy this and change back to my Handbook, and I am going to Insert it. And when I do, there is no automatic numbering that happens. I will need to number this myself. But then I will also need to renumber 11, 12, 13, 14, and so on. I would really love to have this document number itself for me automatically.

And that's really easy to do in Word 2010. Let's take a look at a section of this document and see how we would create styles that would allow us to have the document number itself. So here's the section of the Employees Handbook, and you will notice that I have a introduction at Level 1, and then I have my Heading 2s, and I simply want to modify my Heading 1. Now, I can either choose numbering here, for example, I can choose the recently used format Number 1, or I could type a number 1 at the start.

But the trick is to update my Heading 1 to match my selection. And when I do, here's my Heading 1 automatically numbered here as well. Now I am going to change my Heading 2 style. I would like this one actually to have letters rather than numbers, and I am going to right-click and update my Heading 2 to match my selection. So now when I insert some text, for example, if I were inserting the text here about our DISASTERS/STATE OF EMERGENCY, let's Copy that text and go back to our section of the document that we are working in, and let's Insert it.

And you will notice that it's a Heading 2, so it knows to give it a letter. I am going to click on the A, the field, and I am going to say, continue this numbering. So it's A, B, C, and so on. Now, I will obviously want to go back and change my Heading styles so that this is over to the left a little bit. I don't want it to indent. I can turn on my Ruler and make some other changes here and update my style one more time to take care of the formatting issues that the numbering created.

And this, again, takes care of all of the Heading 1s, and I can do the same thing with Heading 2s. The point is that I can create any kind of a multi-level list that I need to create using any of the Style Sets that already exist. If I ever want to use this Style Set again that I have created, it would be very good to make sure that it has all the Quick Styles that I want, and then to open Style Set and Save this as a new Quick Style, for example, modern Numbered, so that I will have it for use again in future documents.

Between Styles and our multi-level Number List, I can create powerful Outlines and outline existing documents in Word 2010.

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This video is part of

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Word 2010 Essential Training

89 video lessons · 58462 viewers

Gini Courter
Author

 
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  1. 5m 39s
    1. Welcome
      1m 8s
    2. Using the exercise files
      1m 34s
    3. Creating placeholder text
      2m 57s
  2. 33m 47s
    1. Using the Word interface
      8m 56s
    2. Understanding the Ribbon
      8m 10s
    3. Customizing the Quick Access toolbar
      3m 10s
    4. Using Word's document tools
      8m 5s
    5. Using the Navigation pane to find words or phrases in a document
      5m 26s
  3. 30m 53s
    1. Managing documents with Backstage view
      4m 42s
    2. Creating a new document from a template
      5m 11s
    3. Making it easy to find and open documents
      3m 59s
    4. Saving a Word document for yourself or others
      7m 1s
    5. Printing a document and choosing a printer
      3m 33s
    6. Setting print options
      6m 27s
  4. 24m 24s
    1. Selecting text using the mouse and keyboard shortcuts
      4m 57s
    2. Rearranging text using Cut, Copy, and Paste
      7m 38s
    3. Undoing and redoing actions
      4m 8s
    4. Finding and replacing text
      7m 41s
  5. 27m 40s
    1. Understanding fonts
      6m 32s
    2. Working with fonts
      5m 29s
    3. Applying basic formatting
      6m 25s
    4. Changing the case of text
      4m 22s
    5. Using text effects and adding impact to a document
      4m 52s
  6. 29m 44s
    1. Aligning and justifying paragraphs
      2m 55s
    2. Changing line spacing
      5m 2s
    3. Using indents and setting tabs
      7m 20s
    4. Creating a bulleted or numbered list
      6m 11s
    5. Keeping text together through page breaks
      4m 2s
    6. Applying shading and borders to paragraphs
      4m 14s
  7. 50m 10s
    1. Power formatting with styles
      7m 34s
    2. Changing a document's theme
      6m 59s
    3. Changing style sets, color sets, fonts, and paragraph spacing
      3m 31s
    4. Applying Quick Styles and clearing formatting
      5m 18s
    5. Creating a Quick Style set
      6m 24s
    6. Using the Navigation pane with styles
      3m 1s
    7. Easily creating a table of contents
      5m 32s
    8. Restricting formatting to a selection of styles
      4m 58s
    9. Creating a multilevel list using styles
      6m 53s
  8. 48m 1s
    1. Creating a table to organize text
      6m 11s
    2. Converting text to tables
      3m 36s
    3. Formatting tables for readability
      4m 8s
    4. Adding and removing columns
      5m 36s
    5. Sorting table data
      5m 19s
    6. Merging, splitting, and formatting cells to create a form
      8m 53s
    7. Converting a table to text
      2m 41s
    8. Inserting an Excel table for calculations and charts
      7m 18s
    9. Using Quick Tables
      4m 19s
  9. 1h 7m
    1. Illustrating documents with pictures, shapes, and clip art
      8m 43s
    2. Positioning, sizing, and cropping graphics
      6m 11s
    3. Wrapping text around graphics
      4m 54s
    4. Laying out text and graphics with a table
      6m 50s
    5. Adjusting brightness, contrast, and sharpness of photos
      4m 30s
    6. Applying special effects to graphics
      5m 4s
    7. Applying styles to graphics
      5m 40s
    8. Illustrating with charts: Inserting a chart from Excel
      8m 26s
    9. Illustrating with diagrams: Using SmartArt
      10m 22s
    10. Illustrating with screenshots: Capturing screenshots from your computer
      3m 17s
    11. Illustrating with WordArt
      3m 35s
  10. 34m 10s
    1. Understanding building blocks
      3m 41s
    2. Numbering pages and applying headers and footers
      6m 56s
    3. Adding cover pages and blank pages
      3m 50s
    4. Using text boxes for document design
      8m 16s
    5. Creating and saving custom headers and footers
      6m 21s
    6. Creating and saving Quick Parts
      5m 6s
  11. 23m 40s
    1. Setting page margins, page orientation, and paper size
      6m 30s
    2. Inserting sections to organize a document
      5m 17s
    3. Using columns
      5m 23s
    4. Using watermarks, page borders, and colors
      6m 30s
  12. 20m 15s
    1. Checking spelling and grammar
      5m 6s
    2. Setting proofing and AutoCorrect options
      7m 21s
    3. Using the Thesaurus and Research and Translation tools
      7m 48s
  13. 21m 3s
    1. Tracking changes and showing markup
      5m 29s
    2. Accepting and rejecting changes
      4m 35s
    3. Comparing and combining documents
      6m 42s
    4. Coauthoring documents with SharePoint
      4m 17s
  14. 40m 56s
    1. Trouble-free document sharing
      5m 38s
    2. Emailing a document
      4m 4s
    3. Saving a document to a Windows Live drive
      4m 8s
    4. Saving to SharePoint and sharing a document link
      3m 59s
    5. Using Word on the web
      3m 4s
    6. Blogging with a document
      4m 27s
    7. Finalizing and password-protecting a document
      3m 38s
    8. Restricting editing for all or part of a document
      6m 3s
    9. Digitally signing a document
      5m 55s
  15. 25m 18s
    1. Changing Word options
      5m 42s
    2. Customizing the Ribbon
      7m 22s
    3. Creating and playing a macro
      8m 8s
    4. Assigning a macro to the Ribbon
      4m 6s
  16. 31s
    1. Goodbye
      31s

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