Replies

Your 3.1 paragraph is behaving like it is formatted as hidden, but I don’t see any tiny dotted underline in your picture. Still, with formatting symbols showing, select the paragraph and press Ctrl+spacebar to clear the character formatting. Let us know if that works.

Please explain what you mean by “it coincides with footer line?” Do you mean it was added to the footer line paragraph? Do you mean footer? or foot note?

Swish7,

You may see changes to the look of some of your paragraphs, but it’s direct formatting not a change in the style settings (one of the unsung benefits of W2007–13). It results from pasting or inserting, not from templates. You can clear the direct formatting from styles paragraphs by pressing Ctrl+spacebar to clear character direct formatting and Ctrl+q to clear paragraph direct formatting (as usual there are other methods too). Users can avoid the problem by pasting as plain text whenever possible.

I am concerned what might happen when I share this template with my workgroup. I hope their headings do not conflict with the headings in this doc…

What is the relationship between a Microsoft Word document and its template?, another article by Shauna Kelly, may help you with that concern.

I’m glad to hear you’ve gotten your numbering straight.

For more information on troubleshooting cross references see Lene Freeburg’s site

I agree, the better way is to link each number level to a paragraph style. Whether you start from scratch or customize a built-in list doesn’t matter in terms of how Word sees the result. But customizing (actually, defining a new list) saves time and prevents errors. Shauna’s instructions for W2003 do say to “choose a pre-set numbering option that is similar to what you want.” and then “click Customize.” I don’t know why she left that idea out of the instructions for 2007-13. After all, settings such as the restart after and the include level number from are already there and correct. Mistakes in those areas account for most of the problems with outline/multilevel lists.

AFIK, if you want different number levels on the same line, you have to use the ListNum field too as I described.

You can do this with a multilevel list and extra ListNum fields. But the method is only semiautomatic.

Apply the built-in multilevel list 1), a) i). Immediately go back into the multilevel list dialog and choose Define new multilevel list. In the dialog, change the number style and formatting to your liking. The built-in list has the correct restarts and default indents, so you may only have to change those two things–for each level.

In the text, on the same line as (1), click Insert tab > Quick Parts > Field > ListNum. For field properties, leave List Name at (none). For field options, check the box before level in the list, and type “2” in the following input box. OK out of the dialog. You should see “(1)” right after the “(a)”. You can save this field as auto text for insertion after other number level 1s.

Use the indent icons on the Home tab to adjust the list levels.

If you are using this list in a document with autonumbered headings, consider naming the ListNum field for your paragraph numbering list and creating list styles (not to be confused with paragraph styes called List Style, List Style 2, etc.).

Your first heading level in appx A should be A (for the appx title), the second A1, and so forth. Are your appendixes in a different document from your main text? If so, then here’s what you can do. You only need five headings Appx title and Appx hds 1 to 4.

Put the cursor on the first appendix title in the document (in its own paragraph style).
Click define new Multilevel List icon and then click the built-in list for 1 Heading, 1, 1.1 Heading 2, etc.
Immediately click the Multilevel List icon again and then Define new multilevel list.
Name your list. Then click Format > Numbering to get to the Modify (or Define) Multilevel List dialog.
Link your appx title paragraph style to level 1, appx hd 1 paragraph style level 2, and so forth.
On the left side of the dialog, click level 1 then change the number style from 1,2,3 to A,B,C.
In the Enter formatting for number (still for level 1) box type “Appendix” and a space before the number field.
OK out of the dialog.

That should do it. Make sure to apply the paragraph styles consistently throughout the document.

Thanks for letting us know how.

By default, Word’s TOC entries are “interactive”, as the h already in your field code shows. Since W2003, though, we’ve had to press Ctrl+Click to go to the target. If you only want to click the hyperlink, change the setting in Word Options.

Thanks for the reminder, but I’d guess that Charq52 wants space after the numbers. Your shortcuts are for dashes. The Windows shortcut for the em space is Alt+8195 (on the keyboard). And it does work in the multilevel list input box.

Regards,
Pam

Check the defaults (Styles pane > Manage styles > Set defaults). Make sure that the settings in the defaults and those in the normal paragraph style are the same.

I have Clear All at the top of my Styles pane. I cannot explain why some of your colleagues have it and others don’t. But the Clear Formatting button on the Home tab does the same thing, and it can be added to the QAT.

Pam

Oh, dear, and I had the opposite response–several times. Here’s where I got the info about this:

Control pagination and Managing pagination.

Now that I look again at your picture, though, I see that the selection did not catch the end-of-row markers. I usually select a row by clicking outside the table and to the left of it, which selects the entire row, not just all the cells in the row. That explains the difference in our results!

Sorry for doubting you.

Pam

Retired Geek,

Your advice is spot on except for the last command. Keep lines together works within paragraphs and, since end-of-cell and end-of-row markers are types of paragraph marks, won’t work here. Instead, Keep with next, which works between paragraphs, should be used–being careful to select up to, but not including the last row of the set.

(I always forget why Keep lines together doesn’t work the way I first expected it to, so I had to look it up…again.)

Pam