My company currently uses multi-level lists to format hundreds of documents. For our projects, our documents need to be formatted to match the client's format. Typically, this is done by saving the client format to the List Library and then applying it our documents. But, the ability to save to the List Library has become more and more unstable as newer versions of Word come out. I've been told we should go to Styles. But, I can't seem to find out how to use them for our specific purpose. How do I set a Style up for this for instance:



PART 1 - GENERAL


1.1 SUBMITTALS


A. Submit manufacturer’s data for the following:


1. Steam traps
2. Strainers
3. Safety valves
4. Pressure reducing valves
5. Vacuum breakers
6. Blowdown separator


PART 2 - PRODUCTS

2.1 MATERIALS


A. Provide products complying with ANSI B31.1 for Power Piping.


B. Low-Pressure Steam Piping Up to 15 psig:


1. Size 2” and Smaller Pipe:
a. Black steel pipe, Schedule 40.
b. Fittings: Class 125 cast iron threaded.
2. Size 2-½” and Larger Pipe:
a. Black steel pipe, Schedule 40.
b. Fittings: Class 125 cast iron, flanged, or wrought steel butt welding, extra heavy with steel flanges Class 150.


Each project we work with would have to have a Style created that we could use to reformat our documents. And, anyone in the office would need to able to work in that Style. There are multiple people editing/formatting these documents.

Any insight you could give me would be appreciated.

One of the top references for styles in MSWord is Shauna Kelly's at http://shaunakelly.com/word/styles/tipsonstyles.html. From this website you may follow other links within that site for further detailed information.

Addtiionally, there are plenty more such refernces available that other posters may refer you to as well.

Thanks for the reference. I will take a look at this site again. I have visited several sites. I have not had success in finding answers to my questions. I'll keep searching though.

Thanks to a fellow poster (Charles Kenyon), here is a better link for you:

Link your levels to styles following, exactly, the procedures outlined at:
How to create numbered headings or outline numbering in Word 2007 and Word 2010

Thanks JimP and Charles Kenyon. I just did a quick read through on the article you posted. It sounds very similar to what I've been doing. But, there are definitely some differences I'll need to take a closer look at and do some playing. Like I said, I've been able to save multilevel lists I've created to the List Library successfully in the past. But, now that option is unreliable. The piece here that is very different is the linking headings with lists and such. I'm used to just setting everything up in the Multilevel list and saving the new format to the Library. I've got some work to do. Thank you for your time.

I'm unfamiliar with your use of the term Library. That sounds a lot like a Word Perfect term but may be something else. When setting up a numbering list linked to styles it is important to follow all of the steps. While Shauna uses the built-in heading styles in her examples, you can do the same thing with custom styles.

Be aware, though, that for some purposes the built-in headings are magical. Why use Microsoft Word’s built-in heading styles? by Shauna Kelly

This is what I mean by the List Library: Go to the Home tab, Paragraph block. There you'll find the Multilevel List button. On my screen, it is the third button from the left on the top row. If you click the drop down arrow on the right of it, you'll see a screen broken into three sections (depending on the Word document you have open): Current List, List Library and Lists in Current Documents. When formatting a document, I make all the changes using the Define New Multilevel List...option at the bottom of this screen. When Word is behaving, this new format will now appear in the Lists in Current Documents section highlighted in yellow. I right click it and Add to List Library. This makes this format available for me on all other documents I open. I can then just click that format and it changes future documents in one click. Unfortunately, lately, the new format hasn't been highlighted in yellow and/or the Save to List Library option doesn't work. Sometimes it works though. So, I am looking for an alternative way to get my documents formatted.

All the more reason to follow the guidelines Charles provided above. They will only "improve" your knowledge of Word and you will gain confidence in your work.

JMO...

O.K., so I took my first shot at setting up a outline numbering using the step by step you sent by Shauna Kelly. I thought I followed the directions. But, I missed something. When I hit return, the next line has no formatting. And, when I use the indent button, it does not advance to the next level. I've attached my document. Can you tell me where I went wrong?

Attached Files

Test.docx (15.5 KB, 10 views)

That is because you exit the formatting as you hit the return key. You have to create and format the complete document.

I am attaching a sample file that uses multiple styles. When you open it up, open the styles pane (click on the arrow in the lower right-hand portion ot the STYLES poriton of the HOME ribbon. When you get the styles pane opened, click on the individual lines of the file provided. As you click through them you will notice that a different style will be highlighted in the styles pane. This is a sample file only to illustrate the different headings/styles.

You will need to originate your file in a similar pattern (whatever that may be). Again, reread and follow the directions of Shauna Kelley previously provided.

Attached Files

Sample Styles.docx (25.9 KB, 21 views)

Thanks JimP. I opened your document. And, when I use the tab key to advance the indent, it does not change to the next type of bullet.

I think perhaps I'm looking for something different from Styles. I want to be able to continue the formatting while I'm creating. It seems Styles is applied after the fact.

If I understand, I can't use the return key without exiting Styles and I can't use the tab key to progress to the next Outline entry.

I'll reread the directions and see if that fills in the blanks for me.

I appreciate your assistance.