I am trying to use an outline in Word 2007. First let me make it clear that I never had any issues getting the multi-level numbered list format to work in Word 2003 and before, and I have been working with the tool since Word 97. (In fact my home machine still uses Word 97.) Here at work we use Word 2007.



I chose to set up a multi-leveled list linked to the Heading styles Heading1 through Heading 5. I then modified each of the styles so that the appearence was the one I wanted. I used the format I - A - 1 - a -(1) - (a). I had an issue with the fact that when I hit enter on a number line (like from a line number 1 instead of creating a properly indented and properly numbered new line, it would create a new line left justified to the left margin with no number. I discovered a work-around to alleviate this by type an extra period, moving the cursor back to before that period then hitting enter. Then the new line would reflect the format exactly of the previous line. Then I discover an issue that the Header styles were not creating new paragraphs with hanging indents. I had to manually set the hanging indents on the paragraphs until I discovered the above work-around addressed that as well, (unless you changed the level of that new line once it was created). The most annoying problem has to do with undesired page breaks. For no apparent reason on some occassions, (not all, only occasionally), word would insert a page break between an old line entry of say level four and a new line entry at say level 3 or 2. It would not do this when originally typed but after the document was saved, closed, and opened later for new additions. Then suddenly these page breaks are present in the middle of the text. I thought it just might be a presentation issue, but the print-out reflected the same thing. I am present with the ridiculous appearence on a page with three or four lines on it then a bunch of empty space with the next line on a new page. I tried to modify the styles in the Headings being used, but it made no difference. (I hesitate to alter the styles for the entire heading because all the other lines with this style are behaving as per specification.) When I view the page using outline view this is not apparent, but then I lose all of my hanging indents. Then when I switch back to print view, the page break is there all over again. I have examine a number of forum entries dealing with problems with outline view, but they all seem to refer back to someone's else's blog post (Shauna Kelly I believe) with a couple of links. It I read it a couple of times but I don't see where I differenciated from the instructions except for the fact I did not create a template, and open that template as my document.

Does anyone have any ideas that I have not tried?

Edward R. Joell

First, if you have not already done so, set up your heading styles 1-9 according to the instructions at How to create numbered headings or outline numbering in Word 2007 and Word 2010. I say 1-9 because you can't easily add another level later. If you want to understand why these precise instructions have to be followed, spend an afternoon with Word's Numbering Explained by John McGhie, MVP.

You do not want to open the template as your document but create a document from a template. This is so once you have it set up, you don't have to do it again, and again, for each new document.

You are probably running into a problem with the keep with next and keep lines together paragraph settings in your styles. I normally have at least Headings 1 - 3 set to keep with next, but that is because I am using them as headings. I seldom use formatting for keep lines together outside of headings but simply rely on the widow/orphan setting.

I just checked the default settings of Headings 1-9 in Word 2007 and they are all set to keep lines together and keep with next. If all you are using are heading styles, without body text or other styles, you are going to get strange page breaks with these settings.

Why? and how do I avoid these page breaks.

update: I just discovered that despite my verification of the proper settings for keep with next and keep lines together before I started, those settings became unset. I now changed the settings to keep lines together and keep with next, on the six Headers I am using and the Title. Now the only unsual page break is one that occurs because all the lines of the next entry can not be entered on the same page. This is alright by me since this is for my notes not for a presentation. I also was able to remedy the issue with hanging indents by selecting a paragraph set to hanging indented and selecting "Modify Header x to Match Selection".

I do not wish to create a template that I will only ever use twice. (I really don't do this very often except at home where I have the easy-to-use Word 97 or 2000.)
I do not have an Action Item Tasker or any task on my POA&M that will allow me to spend an afternoon researching Word.

I do not see how to mark question as answered and to give you credit. This interface is very different than the social.microsoft.com interface to which I am accustomed.

Why unusual page breaks, because there is a limit to how much can be fit on a page and when you keep adding to the page with text formatted as "keep lines together" and "keep with next" it has to break the page somewhere in violation of the rules you have set. That is why I recommended putting some text in Body Text or another style without these settings.

On any post other than your own, there is a green circle with a check mark in it that indicates the post has answered your question.

The recommendation that you spend an afternoon perusing John McGhie's work was if you wanted to know, really know, why you should follow the steps given by Shauna Kelly rather than just take my (and other's) advice to do it. Note that the problem solved by following those steps is even more evident in earlier versions of Word. You won't see it until you get into long documents and are editing, by then it will be too late.

Once you have your document set up with the Styles properly set up, you can save it as a template and delete the text in the template. It will retain the work you did on the Styles.

The only green circles with check marks I see are on my post indicating "Posted by OP" There is an empty green circle beside your name with ways of contacting you that currently states "online now" . But there is no other indication of a way to propose your reply as an answer.

Update: This site does not notify me at my work email when there is a reply. I will check throughout the day for an answer

Turns out my work email was sending replies to the server spam filter. Fortuantely found out in time and have added sender to whitelist. As stated above there is only a green circle with a check mark on my post, not on yours so I still don't know how to give you your well deserved credit