Multilevel lists can contain numbered and bulleted lists. This is a very useful feature, because if you add a paragraph in the middle of a numbered list or rearrange the order of the paragraphs in a list, Word automatically renumbers the paragraphs so that they retain their sequence.
Using numbers signifies that the list items are in order or identifies them so they can be referred to more easily. Why Create Lists? A list is a good way to organize items in a document because it forces you to work in a compressed and shortened format, which makes your writing easier to read. You can use lists for everything from step-by-step instructions to a series of points that you want to make and more. When writing step-by-step instructions, be sure to use a verb as the first word in the instructions. This forces you to be even more succinct.
Use bullet lists when the order of the items in the list doesnt matter. For example, you might create a bulleted checklist of items if the actions on the list dont have to be completed in any particular order.
You can easily create a checkbox bullet using a symbol font character. With multi-level lists like this bulleted list you can create custom bullets for each individual level.
How to Create a List You can create a list as you type it or after youve finished typing it. To create a list as you type, click the Numbering or the Bullets button on the Formatting toolbar, and a new number or bullet will appear automatically.
Type the first list entry and press Enter to show the next number or bullet. Continue to type the list, and when you are done, click the Numbering or Bullets icon to turn the feature off. To create a list after you have typed the entries, highlight the list and click either the Numbering or Bullets icon. Special List Options When you need a two-level list, you can create the second level by clicking the Increase Indent button on the Formatting toolbar. This increases the indent for this list item and the numbering or bullet character changes, too.
Continue to add other second level list items, and when you want to go back to the first level click the Decrease Indent button. If the bullets or numbering sequences are not exactly what you want, you can format them to suit your needs by choosing Format Bullets and Numbering Outline Numbered. The outline style that you are currently using will be highlighted, and you can change it by selecting another outline style and clicking OK to apply it. With multi-level lists like this bulleted list you can create custom bullets for each individual level.
Alternatively, you can customize the style by clicking the Customize button. On the left youll see Levels: 1, 2, 3, 4 and so on. Click Level 1, and you will see the format currently applied to the first level list item. When you click Level 2, you will see the style currently applied to Level 2. You can change the style by selecting a different option from the Number Style dropdown list.
For example, you can choose a bullet style from the list or select New Bullet and select a bullet character from the currently selected symbol font or from any other font and click OK. Typically most lists only require one or two levels but, if you need more, you can continue and configure different bullets or numbering options for lower levels. When you are done click OK and your list will be formatted using your new design. Multiple Lines When you need a new line but you don't want that line to have a bullet or a number, hold the Shift key down when you press Enter. This adds a new line but without a bullet or number, and you can continue to do this to type multiple lines with just one bullet or number.
For example if your bullet item is Handbooks and you want to list the various types IT, HR and Admin under the Handbook bullet. When youre ready for the next number or bullet, press Enter without the Shift key. Use the bullets and numbering dialog box to create custom step numbering. Create Step-By-Step Lists For step-by-step lists you can configure the numbering so that the word Step automatically replaces each number. First, create a numbered list. Next select the list text, and choose Format Bullets and Numbering. Select the Outline Numbered tab and the option that youre currently using, and click Customize.
In front of the number format for Level 1, type the word Step and a space, and click OK. Now each number will have been replaced with Step 1, Step 2, Step 3 and so on.
Moving List Items One advantage to numbered lists is that you can reorder the items in the list and the numbering changes accordingly. So, if you move a paragraph up or down the list, the numbers will change depending on the paragraph's position in the list. To move a paragraph use Alt + Shift and the Up or Down arrow keys. Whenever you need to type a series of items marked with numbers or bullets, you will find Words bulleted and numbered list options a useful tool for formatting your data. You'll find lots more software tips and tutorials from Helen Bradley in our Small Business Essential series,. Helen Bradley is a respected international journalist writing regularly for small business and computer publications in the USA, Canada, South Africa, UK and Australia. You can learn more about her at her Web site, Do you have a comment or question about this article or other small business topics in general?
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(Archives) Microsoft Word 2007: Using Multilevel List Numbering Mac Last updated Monday, July 11, 2016, at 11:14 a.m. This article is based on legacy software. Word’s multilevel list feature takes bullets and numbering to the next step. It makes creating sublists or subpoints in a list easy. An example of a multilevel list is an outline where the first level takes a Roman numeral and the next level takes a capital letter. Another use for multilevel lists is quiz or test questions where the question uses a number and the possible answers use lower case letters. This document describes the following: Applying Multilevel Numbering to Existing Text Multilevel bulleted or numbered lists can be applied to selected text at any time.
The following steps will use the example of creating a test question. In such a case, you can type the questions and answers for the test without numbering or indenting them. After you have finished typing, you can apply the multilevel list numbering.
Select the text you want to apply multilevel numbering to EXAMPLE: Select the text of the test questions and answers. From the Format menu, select Bullets and Numbering. The Bullets and Numbering dialog box appears. Select the Outline Numbered tab.
Select the desired outline option EXAMPLE: Select the option that starts with numbers and uses lower case letters for the next level. NOTES: The bullets or numbers are applied to your selected text. At this point all text is assigned the first level character.
In the case of our example, all text is numbered. Continue with Promoting and Demoting Text Promoting and Demoting Text You can promote and demote lines of text to adjust your list. Promoting a line of text moves it to the left (up a level); demoting text moves it to the right (down a level). These steps continue with the example of a test question.
Select the text to be promoted or demoted EXAMPLE: Select the answers beneath a question. To demote, from the Formatting Palette, in the Bullets and Numbering toolbar, click INCREASE INDENT Text is demoted to the next level of the outline. EXAMPLE: Click INCREASE INDENT In this example, the answers are now lettered beneath the numbered question.
To promote, from the Formatting Palette, in the Bullets and Numbering toolbar, click DECREASE INDENT Text is promoted to the next level of the outline. Applying Outline Numbering as You Type You can select the type of outline numbered list you want to use prior to typing any list items. The following steps will use the example of creating an outline. Place the insertion point where the list is to begin.
From the Format menu, select Bullets and Numbering. The Bullets and Numbering dialog box appears. Select the Outline Numbered tab.
Select the desired list option EXAMPLE: Select the option that starts with Roman numerals and uses capital letters for the next level. Type the text for the first list item EXAMPLE: Type Biology Studies NOTES: Word will automatically number or bullet your headings accordingly. In this example, the first item will be numbered I. To add a subpoint under this first item, continue with Promoting and Demoting Text Promoting and Demoting Text You can promote and demote lines of text to adjust your list. Promoting a line of text moves it to the left (up a level); demoting text moves it to the right (down a level). These steps continue with the example of an outline.
To demote, from the Formatting Palette, in the Bullets and Numbering section, click INCREASE INDENT EXAMPLE: Click INCREASE INDENT. Type the text for this subpoint/level EXAMPLE: Type Animal NOTES: Text is positioned in the next level of the outline. In this example, this item is lettered A.
To promote, from the Formatting Palette, in the Bullets and Numbering section, click DECREASE INDENT Text will be positioned in the next level of the outline. To end the outline, press return Keyboard Shortcuts Here are some helpful keyboard shortcuts to use when promoting/demoting the different levels and paragraphs of your outline. Action Key Combination Advance to next list item return Promote a list item shift + tab OR control + shift + Left Arrow Demote a list item tab OR control + shift + Right Arrow Demote to body text cmd + shift + N Select list item above control + shift + Up Arrow Select list item below control + shift + Down Arrow HINT: To promote/demote levels, you can also click INCREASE INDENT or DECREASE INDENT Other Helpful Hints While forming your outline, special needs may arise. For example, you may want to renumber a list so it restarts at the number one at a given point. You may also want to include a non-numbered/lettered line, called a soft return, beneath a numbered/lettered item.
Restarting Numbering with the Number One. Press control and click the numbered line to be restarted » select Bullets and Numbering. The Bullets and Numbering dialog box appears. In the List numbering section, select Restart numbering.
Click OK Adding a Line without a Number/Letter. Place your insertion point at the end of the line before your desired non-numbered line. Press shift + return. Type the desired information. When finished, press return The next numbered/lettered line appears.
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