Tuesday, December 13, 2011

How to create a custom number list in Word 2010

Open word and select the  "Multilevel List".  It is the 3rd icon under Home next to Bullets and Numbering.

Select "Define Multilevel List".  This will be at the bottom of the drop down.

Write a name and then ignore everything else.

In the bottom right hand corner where it says "Format", click it and select "Numbering...", Once open, click more.

Notice on the left the "Click level to modify".  This is going to be used alot.  I'm going to shorten it and call it CLTM.

Highlight CLTM #1 and then on the right hand under "Link Level to Style", select Heading 1.
Then do CLTM #2 and Link to Heading 2.  Repeat for 3-9.

Now this is where it may get a little confusing.

Highlight CLTM #1 and under "Enter Formatting for Number", select 1, 2, 3, ... under "Number style for this level".  You'll see it will now put a "1" in the box under "Enter Formatting for Number". 

Now highlight CLTM #2.  under "Enter Formatting for Number", delete EVERYTHING.  You want to click "Include level number from" and select "Level 1".  You'll see there is a 1 in the box.  Now type a "." (not the "") after the 1.  Next select 1, 2, 3, ... under "Number style for this level".  This will now add another 1 after it.  It should now look like 1.1.

So you are going to repeat the process... this is what the final CLTM #9 would look like:

select "Level 1", type "."
select "Level 2", type "."
select "Level 3", type "."
select "Level 4", type "."
select "Level 5", type "."
select "Level 6", type "."
select "Level 7", type "."
select "Level 8", type "."
and finally select 1, 2, 3, ... under "Number style for this level".  

What this does is link it to the previous number.

To test if this is setup correctly, enter a few levels down and right click Heading 1 and select "Set Numbering Value".  Change this to anything but 1 and you will see how they are linked. If its 5,5.1,5.2.1,5.2.2,5.3.1, etc then it worked.

I had the problem that it went 5, 1.5, 1.2.5, etc.  This happened because I had the linking setup wrong.  If you have any questions, please post comments below and I'll do my best about answering them.

If you did mess it up, its easy to edit what you've already created.  Click the Multilevel List again and you'll see your custom one created.  Just right click the picture and click modify.