Hi. I've been searching all over for a way to set up headings (3 levels) and numbered paragraphs (that restart after starting a new para; also, need sub-numbers) but it seems as if both have to rely on Headings 1-9. I'm sure it's a matter of me doing something wrong but maybe it's not possible. I truly don't know.

For now, I have the headings set up in styles, and am having to "restart at 1" numbered paras.

Following is an example of what I'm trying to do.


1. Heading 1 (using Heading 1 style)

Para text (normal style)

Para text (normal style)

1. Numbered para
i. xxx
ii. xxx
2. Numbered para

Para text

1. Numbered para
2. Numbered para

1.1 Heading 2 (using Heading 2 style)



And on, and on, ...


I appreciate any help or enlightenment (and yes, I've looked at the great information Shauna Kelly provides, but have not figured this out.

I've attached an example document in case it's not clear here.

Again, thank you.

Attached Files

Multi-Level Headings and Numbered Paragraphs example.docx (109.9 KB, 4 views)

You may have looked at the "great information Shauna Kelly provides", but you have not followed the instructions there. If you do your numbering will work as you want it to.

Italophile,

Thank you for responding. Will review again but it seems her work accounts for an "or" (headings or outline numbering), so I am probably reading it incorrectly, or she is saying you can apply to one or the other.

If there are any pointed tips or corrections you want to share they would be welcomed.

The instructions are for setting up outline numbering and they will work with whatever styles you assign to each level.

So naive questions from me are:

1. Do I set up outline numbering that both headings and para numbering have to match (i.e., 1st level of para numbering (1.) MUST match Heading 1 (1.)? Or can the outline numbering differ (i.e., 2nd level of para numbering (i.) DIFFER Heading 2 (1.1.)?

2. Do I start with multi-level numbering first (I think the reading shows start with Styles, which may lead to my confusion)?

Apologies for being slow on this one.

When you create the Multi-level List style the styles you want to use it with (headings, etc) must not have any numbering. The numbering is controlled by the list style and applied whenever a connected style is used in the document.

You start with styles if the styles you want to use the numbering with don't exist. For the numbering you need to create a List Style and assign the styles you want to use at each level. You also set the numbering you want to use at this stage.

If you want the numbering of the numbered paras to automatically reset then the style that will reset them will need to be included in the list style, but without any numbering. That specific style must be applied in the document to restart the numbering.

Thank you. I'll try to digest and have another go at it. Just finished going through Shauna Kelly's Create Numbered Headings or Outline Numbering (2007 / 2010) again and didn't hit the mark so will try to re-think based on your points.

Again, appreciated.

For what you want you need the paragraph (unnumbered) after which numbering restarts in your list.


Each level must be attached to a separate paragraph style. That style can be a heading or not.
Multilevel numbering in Word is easy to mess up. It always has been.

This is a big topic. Here is a 4-page pdf Automatic Numbering in Word that I prepared for a talk in January 2025 that has what follows and some 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 creating a multi-level list
Saving custom paragraph numbering as List Styles – Deborah Savadra https://youtu.be/niD6VXPvAyU?t=487
Styles and Automatic Paragraph Numbering – Affinity Group Consulting https://www.youtube.com/watch?v=EICWOeIhsR4
How To Create Multilevel Numbering In Word (That Actually Works) – Jason Morrell https://www.youtube.com/watch?v=He_ob8ydc9E
How to REALLY use Microsoft Word: Styles, Multilevel Lists, and Outline View – Scott Hanselman https://www.youtube.com/watch?v=vV8EwtytfEI
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.

I have some more video links if you think they would help. The ones above are the ones that make the most sense to me.

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.

Charles,

Apologies for the delay. Been running errands all day. Am going through this tonight.