Office 2021: How do I control the space between the heading text and its number?



In the screenshot below, I wasn't able to determine how to adjust the space between the heading text and its number

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Simply modify the Multi-Level List Numbering format for the relevant Heading Styles. You do this via Home|Paragraph|Multi-Level list>Define New Multi-Level list, ensuring you have each list level attached to the appropriate Heading Style.

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Cheers,
Paul Edstein
[Fmr MS MVP - Word]

As Paul has told you, this needs to be done through the define-new multilevel list dialog. Note that this is aligned to a tab setting.


See Number Alignment by Suzanne Barnhill, MVP.


Multilevel numbering in Word is easy to mess up. It always has been. Here si much more:


Automatic Paragraph Numbering all starts with the Define New List Style Dialog.

You use that to create and name a list style, within that dialog, when you format numbering you go to the Define New MultiLevel List Dialog. The key is to assign a separate existing paragraph style to each level of numbering. The styles can be built-in styles- or custom styles.

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 and her parallel page How to control bullets. 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).

For styles attached to numbering or bullets this way, you also control the left indents through the Define New MultiLevel List dialog not the Ruler, the Format Paragraph nor the Modify Style dialogs. See: Numbered Lists - Number Alignment by Suzanne Barnhill, MVP.

Again, you first want the paragraph styles existing in your document without numbering.

These can be built-in styles or custom styles or a mix of the two. You can, if you want, modify their formatting later. Then you go to the Define New List Style (Not Define New MultiLevel List! You will get to that dialog in the process, though.) Shauna Kelly's page uses the built-in heading styles. This can be convenient but the process works with any existing paragraph styles including your custom styles.

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.

Even if what you want is a single-level list, you want to do this if you want the most control over your list.

Videos on this
https://youtu.be/niD6VXPvAyU?t=487
https://www.youtube.com/watch?v=EICWOeIhsR4

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. However, once you’ve done this a few times it becomes second nature and not that difficult.

See also this thread: Multi-Level Lists – see the answers, especially those from Suzanne Barnhill, MVP.

As shown in the screenshots below, changing the "text indent" value has no effect on the space between the heading text and the number.
Are there any other settings I should consider

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That is because the number is so long that it takes up more space than you have allowed. If you are going to use such ridiculously long numbers you need to allow more space.

To control the distance between the number and the text that follows on the first text line, adjust the "Add tab stop at" setting for the affected numbering level(s). Some trial and error will be required to find the suitable value.

Note that the "Text indent" value should be the same if you are setting up a hanging indent with the number.

__________________
Stefan Blom
Microsoft Word MVP

Microsoft 365 apps for business
Windows 11 Professional

It’s unfortunate that there’s no way to control the distance between the number and the text. It seems we will have to rely on trial and error again to ensure this distance is consistent across all headings

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You can use the "Add tab stop at" option, as I suggested earlier. It is true that doing this will require some trial and error to find the best value for your numbered paragraphs.

Alternatively, you can choose to separate the number and the text with a space—or with nothing.

__________________
Stefan Blom
Microsoft Word MVP

Microsoft 365 apps for business
Windows 11 Professional

Part of the problem is that different numbers have different widths so tab positions could be an ongoing issue despite your best efforts. For example,
1.1.1 Hello to a Heading 3
2.2.2 Yet another Heading 3
33.2.1 This is another Heading 3 you might see
88.88.88 Another Heading 3 might also have multiple digits

If the space consistency is a real issue for you, then you have two possible options...

You could use a "following number with" space to get a consistent gap between the numbers and the text. Or you could choose to right align the numbers so they flow to the left and the gap to the text is completely consistent.

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Andrew Lockton
Chrysalis Design, Melbourne Australia