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  #1  
Old 07-19-2022, 03:36 AM
TallTrees TallTrees is offline Multilevel numbering - Two styles for the same level? Windows 10 Multilevel numbering - Two styles for the same level? Office 2021
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Multilevel numbering - Two styles for the same level?
 
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Default Multilevel numbering - Two styles for the same level?

I have a multilevel list which contains 8 levels of numbering, with each level linked to a style. The numbering is configured from the multilevel list dialog and not set on the style itself. This works perfectly. I followed the tried and tested Shauna Kelly method and actually ended up with about 10 multilevel lists.

What I now need is to effectively link two styles to a level.

This is because the numbering I need to use can have both a "level x" and a "level x heading" style, which look slightly different but use the same numbering scheme.

Example below to make it a bit clearer.

Styles look like this. Numbers are built up using the "use level number from".

Code:
1. Level 1 Style
1. Level 1 Heading Style
1.1 Level 2 style
1.1.1 Level 3 style
By the way, "Level 1 Heading Style" is based on "Level 1 Style", with a few paragraph formatting changes.

If I do something like this, it works, numbering resets properly, everyone is happy

Code:
1 Level 1 Style
1.1 Level 2 Style
1.2 Level 2 Style
1.3 Level 2 Style
2 Level 1 Style
2.1 Level 2 Style
2.2 Level 2 Style
3 Level 1 Style
3.1 Level 2 Style
3.2 Level 2 Style
However when I try this, it doesn't work - see the part in red

Code:
1 Level 1 Style
1.1 Level 2 Style
1.2 Level 2 Style
1.3 Level 2 Style
2 Level 1 Heading Style
1.1 Level 2 Style
1.2 Level 2 Style
Is there a way to get around this? I note that I can't even change the number manually, it would only let me change the red 1.1 to 1.2, and does nothing if I "continue numbering".



I am sure I've seen this exact scenario working before. I know that in the multilevel list dialog I am only able to link one style to each level so is it some configuration in the child style that I need to do? I am unable to upload an example as it is confidential to my company.

Side question - can I delete a multilevel list from a template?
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  #2  
Old 07-19-2022, 04:45 AM
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Guessed Guessed is offline Multilevel numbering - Two styles for the same level? Windows 10 Multilevel numbering - Two styles for the same level? Office 2016
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Yes it can be done but it can be a bit fragile so I use macros to create or destroy the 'numbered body text styles' if they are needed.

Let's say your template already contains the properly defined outline numbers and they are linked to the full set of built-in Heading styles. You can then create the body text partner styles for all of these by creating a style based on that Heading and then changing its attributes to resemble the Normal style.

The code I use to create and remove the styles is this...
Code:
Sub DeleteNormNumStyles()
  Dim sBaseName As String, i As Integer
  sBaseName = "Normal H"
  On Error Resume Next    'avoid error where style doesn't exist
  For i = 1 To 9
    ActiveDocument.Styles(sBaseName & i).BaseStyle = "Normal"   'change base style so paragraphs revert to Normal when style deleted
    ActiveDocument.Styles(sBaseName & i).Delete
  Next i
  On Error GoTo 0   'turn on error checking again
End Sub

'============================================
Sub CreateNormNumStyles()
  Dim sBaseName As String, i As Integer, aStyNormal As Style, aLT As ListTemplate
  
  sBaseName = "Normal H"
  Set aStyNormal = ActiveDocument.Styles(wdStyleNormal)
  Set aLT = ActiveDocument.Styles(wdStyleHeading1).ListTemplate
  Debug.Print "Outline: " & aLT.OutlineNumbered
  
  DeleteNormNumStyles   'removes styles if names already used in this doc
  
  For i = 1 To 9
    ActiveDocument.Styles.Add sBaseName & i, wdStyleTypeParagraph
    With ActiveDocument.Styles(sBaseName & i)
      .BaseStyle = "Heading " & i
      .ParagraphFormat = ActiveDocument.Styles("Heading " & i).ParagraphFormat
      .Font = aStyNormal.Font             'all the same font settings as Normal
      .ParagraphFormat.SpaceAfter = aStyNormal.ParagraphFormat.SpaceAfter
      .ParagraphFormat.SpaceBefore = aStyNormal.ParagraphFormat.SpaceBefore
      .ParagraphFormat.KeepWithNext = False
    End With
  Next i
End Sub
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  #3  
Old 07-19-2022, 06:55 AM
TallTrees TallTrees is offline Multilevel numbering - Two styles for the same level? Windows 10 Multilevel numbering - Two styles for the same level? Office 2021
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Thanks for this but I'm not sure this will help. I am trying to create a template to be used by many people so it needs to work "out of the box".

I'm also having issues with my schedules and schedule parts. It seems like I will kind of need various multilevel lists to work with each other but that's not possible is it?

The most frustrating part of this is that SOME of my multilevel lists behave perfectly and a few of them don't. The configuration appears to be the same on each, so I am having to resort to comparing the XML behind the scenes.
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Old 07-19-2022, 10:59 AM
Charles Kenyon Charles Kenyon is offline Multilevel numbering - Two styles for the same level? Windows 11 Multilevel numbering - Two styles for the same level? Office 2021
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You can create styles based on styles that are part of a multilevel list. Start by creating the list following the directions in Shauna Kelly's page. The style that is based on another style can have a different appearance but still work as part of that list.

If you use automatic paragraph numbering or bullets read Shauna Kelly's directions on numbering and bullets. Start with How to create numbered headings or outline numbering in Word 2007 and Word 2010. For large documents you must follow these directions or you will lose your hair!
(Mac version: Outline Numbering in Word for macOS - Best Practices - Brandwares)

This may seem a bit convoluted at first, but it really is not. Just follow the steps. Shauna Kelly's instructions use the built-in heading styles, but you can use any existing paragraph styles including your custom styles. There are, however advantages to using the built-in heading styles when you create a Table of Contents. Here are some more advantages: Why Use Word's Built-In Heading Styles? by Shauna Kelly Note, you can modify these built-in styles to look exactly the way you want.

Videos on this


https://www.youtube.com/watch?v=He_ob8ydc9E
https://www.youtube.com/watch?v=qbyTcWo52G4
https://www.youtube.com/watch?v=GevZOS-nCuw
https://www.youtube.com/watch?v=niD6VXPvAyU
The basic idea is that the numbering is set using the Define MultiLevel List dialog with each numbering level being attached to an existing paragraph style. Once you have this set up, you should not use the buttons for numbering in the Ribbon but rather apply the appropriate style for that level.

You can save a document with this as a template for future documents if you want so you will not need to do this every time.
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  #5  
Old 07-20-2022, 02:44 AM
jec1 jec1 is offline Multilevel numbering - Two styles for the same level? Windows 10 Multilevel numbering - Two styles for the same level? Office 2019
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Default Multilevel List numbering

Hi, you can do what you want.

I attach an image showing you how to link a paragraph multilevel list style to the same numbering but it does not appear in your TOC in this instance there is no bold it is just 1.1 [tab] This is a multilevel list style (assign a shortcut key) it is not part of the Multilevel List it is linked to the Multilevel List. This feature was added in Word 2007. If you use alphabetic for your style list and show only recommended and it is set up properly your new multilevel linked style will sit under Heading 2. Call it Heading 2_NO TOC.

1. Governing interests
This is the body text para following.
1.1 Possible interests heading - this is the bold heading with format not the other way around
1.1 Heading 2_NO TOC is just body text with auto numbering of Heading 2 if you use it.
1.1.1 Classes of interest
This is the body text paragraph following this heading level 3.
Proceed with the rest of your list.

2. Governing interests
This is the body text para following.
2.1 Possible interests heading - this is the bold heading with format not the other way around
2.1 Heading 2_NO TOC is just body text with auto numbering of Heading 2. If you do not require the bold Heading 2 use the Heading 2_NO TOC heading.
2.1.1 Classes of interest
This is the body text paragraph following this heading level 3.

Proceed with the rest of your list.

My image attached may confuse you. The attached image is using the linked multilevel style to insert a run-in heading in a TOC if used. Usually the main Heading style in this instance Heading 2 would contain the Bold and whatever attributes it has. Then the linked paragraph and character style Heading 2_NO TOC would only use the next auto number in Heading 2 level and you would remove the attributes you don't require or insert the attributes you do require.

Just create the New Style: Heading 2_NO TOC
Style Type: Linked (paragraph and character)
Style Based On: Heading 2
Style for following paragraph: Heading 2

Obviously is you want it in reverse - as in this will be the TOC style and not the default Heading 2 style in your multilevel 2 list:

Just create the New Style: Heading 2_TOC
Style Type: Linked (paragraph and character)
Style Based On: Heading 2
Style for following paragraph: Heading 2

So you use Heading 2 style level in multilevel list (Alt 2 shortcut say) or
Heading 2_NO TOC (Give it a shortcut key). But not both.

The rest of your multilevel list styles will behave as usual.

If Heading 2_NO TOC or Heading 2_TOC are to be included in your TOC then you have to use named Heading Styles to generate your TOC - see image.
Attached Images
File Type: png Linked multilevel list numbering.png (159.8 KB, 41 views)
File Type: png TOC specify Heading styles.png (11.9 KB, 40 views)
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Old 07-26-2022, 02:26 AM
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Stefan Blom Stefan Blom is offline Multilevel numbering - Two styles for the same level? Windows 11 Multilevel numbering - Two styles for the same level? Office 2021
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As Charles said, you can "duplicate" the numbering of style A by creating a style B which is based on style A.

It is required that Style A is associated with a multilevel list as discussed in the article by Shauna Kelly How to create numbered headings or outline numbering in Word 2007 and Word 2010 | ShaunaKelly.com.
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Old 07-28-2022, 04:37 PM
TallTrees TallTrees is offline Multilevel numbering - Two styles for the same level? Windows 10 Multilevel numbering - Two styles for the same level? Office 2021
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Thanks for the replies, it is all very helpful.


I have set up my numbering schemes and have various styles which inherit and work well together but now need to apply different number formatting for some of them. It seems that I can't have two styles at the same level with different formatting? I've definitely seen this done before.


I've attached a document to demonstrate the problem. Any help would be appreciated.
Attached Files
File Type: docx Example - Styles.docx (13.0 KB, 8 views)
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  #8  
Old 07-28-2022, 09:18 PM
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Guessed Guessed is offline Multilevel numbering - Two styles for the same level? Windows 10 Multilevel numbering - Two styles for the same level? Office 2016
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When you created your list, you specified the Font attributes of the numbers rather than leaving that undefined. If the Font attributes were undefined, the numbers would have the same font attributes as the paragraph style. This would allow "Level 1" and "Level 1 Heading" to have default number formats which align with the font settings for those styles.

Unfortunately, removing all imposed font attributes from list numbers once put in is not possible via the GUI interface (in my experience). You can wipe the type name but not the size. It might be possible to do it by editing the XML settings in the document but that would be kind of obscure.

Since you don't want to use macros to set things up I think your only fix is to recreate the list from scratch and make sure NOT to apply any Font settings to the list items this time.
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Old 07-29-2022, 12:12 AM
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You can't modify the numbering for the "child" style in any way; it must only replicate the settings for the "parent" (based-on) style. Trying to make changes will break the numbering.
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Old 07-29-2022, 06:37 AM
Charles Kenyon Charles Kenyon is offline Multilevel numbering - Two styles for the same level? Windows 11 Multilevel numbering - Two styles for the same level? Office 2021
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Quote:
Originally Posted by TallTrees View Post
Thanks for the replies, it is all very helpful.


I have set up my numbering schemes and have various styles which inherit and work well together but now need to apply different number formatting for some of them. It seems that I can't have two styles at the same level with different formatting? I've definitely seen this done before.
***.

Clarifying: You can have two styles at the same level with different formatting. You can not set the font style for numbers in your base list, though and try to change that formatting for the numbers in the second style. The child style must have the same format for the numbering, but can have different font formatting for the paragraph style.

As was pointed out by Stefan and Andrew, if you do not set font formatting for the numbering when creating the list, the numbering will use the font formatting set in the paragraph style.
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