Defining and using a new list style
Video: Defining and using a new list styleYou can create your own custom Multilevel List styles and link to Word's built-in styles or styles you've created yourself. Modifying the Link style will in turn change the formatting attributes of your numbered list. Let's start by creating our List style. Start with a new document, and make sure that you click once to make it active. Then, from the Home tab, in the Paragraph section, on the top here, the third button over, if you'll hold your mouse over it, you'll see a tooltip that says Multilevel List.
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In Word 2007: Styles in Depth, author Mariann Siegert shows how to take advantage of Word styles to make professional documents. The course starts off with a demonstration of the benefits of using styles and then shows how to apply, create, and modify styles to suit individual needs. More advanced topics include creating a table of contents from styles, using Quick Styles and style sets, sorting and hiding styles, restricting styles in protected documents, using keyboard shortcuts for styles, and much more. Exercise files are included with the course.
- Understanding the five types of Word styles
- Using the Style pane
- Swapping styles with Find and Replace
- Formatting bulleted and numbered lists with styles
- Basing a new style on an existing one
- Modifying styles with the Style Inspector
- Building a table of contents with styles
- Linking styles with multilevel lists
- Copying, deleting, and renaming styles
- Setting document and style defaults
Defining and using a new list style
You can create your own custom Multilevel List styles and link to Word's built-in styles or styles you've created yourself. Modifying the Link style will in turn change the formatting attributes of your numbered list. Let's start by creating our List style. Start with a new document, and make sure that you click once to make it active. Then, from the Home tab, in the Paragraph section, on the top here, the third button over, if you'll hold your mouse over it, you'll see a tooltip that says Multilevel List.
Click on the down arrow next to it and then go down to Define New List style, and we are going to give it a name. And the name of this is going to be Articles for Class. We are going to select Only in this document and then Format and Numbering. Then click on the More button. Most of the times this is the first thing you want to do in this box. As you can see, there is a whole lot more underneath of More. We are going to apply heading levels 1 through 6.
We have 9 levels available here, but we are going to only use the first 6. You don't have to use all of them. With our level number 1, we are going to Link to Word's pre-built Heading style 1. Heading 2 will be linked to level 2. Level 3 will be linked to Heading level 3, and we are going to all the way through 6. So, let's continue on. Here's Heading 4. We'll go to 5 and apply Heading 5. 6 will be, guess what? 6.
So, we are done with that. Now, you may have noticed that in your preview it has the Heading styles next to each one of your levels. What we need to do is - down at the bottom it, says Enter formatting for number. What we are going to do is go to level number 1, and level number 1 is going to say Article. You want to click in front of this number 1. The number 1 is shaded for a reason. It means it's a field code, so you don't want to delete that. You are going to type in, in front of that field code, that shaded area there, "Article." Put a space in, and where it says Numbered level for this level, those need to be Roman numerals.
Right now, it says 1, 2, 3, so click on the down arrow. Here is your Roman numerals, but look at the other choices that are available in this box. You've got a, b, c, 1st, 2nd, 3rd, 1, 2, 3. If you keep going down, you'll see Bullets, and you'll leave and see Picture Bullets. So, you can do all kinds of things, and you can mix and match. You can have numbers and bullets in the same list, but we want to use Roman numerals, so click on the Roman numerals, and we want to get rid of this close parenthesis here after Article 1.
So, go ahead and do a backspace to get rid of that, and we are going to change the font. We want it to be bold and all caps. So, I'll go over here to Font, and we are going to click on All caps, and we also want, underneath the Font style, for it to be bold, and click on OK. So, our Article 1 looks pretty good up here. You also have this alignment. All this information that's down here is to align your levels. You also have Set for All Levels, and take a look at this: It's got Bullet/Number position for first level is at 0, Text position for the first level, and then Additional indents for each level.
These are set of set up correctly for us, but be aware that you can change these. Just click on OK, and then we'll go to the 2nd level. Our 2nd level needs to say Section 1.1, so go in front of the A, that shaded area, remember not to delete it, and type in Section and space, and instead of an a, we need the number 1. So, go down to Number style for this level and click on the number 1, get rid of that extra parenthesis, and type in a period for a point.
So, now it says Section 1. We also need for it to say 1.1. We can't choose 1 again from here; it won't allow us to do that. So, what we need to do is use what's called Legal style numbering. So put a check in this box over here, and you'll see how it works. What we want to do is Include level from: Level 1 and click on it, and you'll see that it says 1.1. We need another point, so just press a period, and there you go. Level 3, it needs to say 1.1.1.
So, what we are going to do is use our Legal style numbering again. The very first number we are going to grab here from this Number style for this level is going to be the number 1, and then over here, we are going to do Legal style numbering again. Under Include level number from, click on the down arrow and choose Level 1, and we need a point, so type in a period. We are going to get rid of that extra parenthesis and type another period, and then we need one more 1 point. So, we are going to go back to Include level number from and choose Level number 2 and put in a point.
So, now we have 1.1.1. Level number 4 is a little bit easier. It says number 1. We need it to say a. So, from your dropdown list, find the little a's. The parentheses are fine, so we'll leave that alone. Go up to level 5, and level 5's numbering is going to be a little romanette or a little i. So, find the little romanettes and click, and you've got the little i's here. Level 6, click on it, it's going to be the number 1.
So, click on your dropdown, choose the number 1, and we are done. So, if you look up in our list, it's all nice and neat up here. We are done. We could just click on OK and OK again. Open up your Style pane, and you'll see, here's Article 1. It's got a Heading 1 next to it, Section 1.1. Heading 2 is next to it. We are going to type in "Dog" for Article 1, so just type in "Dog," and we are going to go over to the Style pane and choose Section 1.1 over here.
We'll type in "Cat" and press Enter, and we'll choose level 3. There is our 1.1.1. We could just type in "Mouse" and press Enter. Level 4, we are going to type in "Frog" and press Enter. Level number 5 here, we'll type in "Bird," and it's looking good. We have level 6. That's as far as we went. You can type in "Rabbit" here just to see what it will look like.
Notice that Heading 7 also shows up. We didn't define that one. So, it just kind of looks normal as it is, the regular old Heading style 7. You can create your own custom Multilevel List styles with associated Link styles. Because of the fact that they are based on styles, you have the ability to modify and redefine as needed.
Find answers to the most frequently asked questions about Word 2007: Styles in Depth .
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- Q: How do I make Word revert to the original document styles, the ones that it came with?
- A: To restore the original styles in Word 2007, open your new document, choose the Styles group on the Home tab, and choose Change Style > Style Set. Select Word 2007.To set Word 2007 as the default style set for all documents going forward, go back to the Styles group, choose Change Styles, and then click Set as Default.To delete any additional styles you may have added, open the Styles pane (Ctrl+Shift+Alt+S), click the arrow to the right of the style name in the list, and choose Delete from the menu that appears. Note you cannot delete the styles that ship with Word. (The Delete option will be grayed out for these.)
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