Auto numbering (Word 2003)

[steveh]

Related to my last post I wonder if anybody can explain why auto numbering would stop.

In section 5 I have (so far) 10 sub sections and the auto numbering has worked fine until I reach 5.10.2, the list is far greater but for example I have

5
..5.1
...5.1.1
...5.1.2

so on until

..5.10
...5.10.1

and then it will not auto number 5.10.2 when I hit return, if I highlight 5.10.2 and double click the auto number on the menu bar it either changes to 5.10.1.1 5.10.2 or 6 5.10.2 and I cannot make out why this would suddenly do that?

Cheers

[HansV]

It looks like the wrong paragraph style is applied.
(You do use paragraph styles to apply the numbering, I hope. Applying numbering directly produces unpredictable results)

[steveh]

It looks like the wrong paragraph style is applied.
(You do use paragraph styles to apply the numbering, I hope. Applying numbering directly produces unpredictable results)

Hi Hans

I am not familiar with Paragraph styles, I will have a read up on it

Cheers

[HansV]

See How to create numbered headings or outline numbering in Word 2003 and earlier versions by the late Shauna Kelly for a good overview of using styles for numbering.

[steveh]

See How to create numbered headings or outline numbering in Word 2003 and earlier versions by the late Shauna Kelly for a good overview of using styles for numbering.

Hi Hans

Thank you for the link, it looks as though this will help no end

Cheers

[steveh]

Hi all

I know that this is me being a numpty but I have followed Hans's link and as far as I can see I have followed all of the rules to set up the numbering for my headings (please see screenshot). However, if I number (prevailing dots are mine to show the formatting)

1. Heading 1
...1.1 Heading 2
......1.1.1 Heading 3
.......1.1.1.1 Heading 4

and so on

Sections 2,3 and 4 do not have any sub-sections, then when I get onto section 5 I get

5. Heading 1
...5.1 Heading 2
......1.5.1 Heading 3

But I can't see for the life of me why the heading 3 is now starting with a one, I have set each level to follow the preceding level and to reset number as instructed.

Any clues may help my grey head from going bald

[Rudi]

Is it possible to upload a copy of your document (desensitized).
Alternatively, a blank document based on the one you are using. It will help us to see the style definitions and hopefully pinpoint the issue.

TX

[steveh]

Is it possible to upload a copy of your document (desensitized).
Alternatively, a blank document based on the one you are using. It will help us to see the style definitions and hopefully pinpoint the issue.

TX

Hi Rudi

Thank you for looking, hopefully this sanitised version will illustrate what I am trying to achieve and the results that I am getting, you will also note the Heading level 4 was not detected when the initial TOC was done.

[StuartR]

Your problem is that your multi-level list numbering is configured to put the wrong digit at the beginning.

Try editing the multilevel list. Delete all text in "Enter formatting for number:", then reinsert it. Start by including level number from level 1 (see screenshot), then from level 2, then number style for this level.

[HansV]

As Stuart says - from level 3, the numbering used the wrong level at the start. Here is the corrected document.

Security Procedures.doc

[Rudi]

I'm not a Word expert so this might be a useless question, but if I am analyzing Steve's document correctly it looks like there is a separate style for each numbering level of the document. Why set up a style for each number level when one can simply use the built-in outline numbered style that caters for each of 9 levels?

[HansV]

If you select one of the options that contain Heading 1 etc. in the Multilevel List dropdown, Word will automatically use the Heading styles for the numbering levels.

S0326.png

If you want to build a Table of Contents, using the Heading styles is by far the most convenient option.

[Rudi]

I see. TX...(I didn't know that!)

[DaveA]

Steve,
As far as I know one can not assign two styles to the same paragraph.
So the "Auto Numbering" is turned off when you give a paragraph the Heading style.

I would clear all of the styles, and then take the steps up above that Han's suggested.

Also, quit using the extra "Enter keys" to get to the next page use "Ctrl-Enter" and it will give you a page break.

[steveh]

Thanks to all for your input

I am having a mixture of successes and failures on different documents and can't quite seem to see why, I have a quite weekend ahead (now watch somebody go and spoil that!!) and I will dial into my work machine as it has Word 2003 as opposed to my home Pc which has Word 10 which I avoid as I can't use it at all.

Cheers

[HansV]

If (outline) numbering is messed up, it is often easier to remove the numbering altogether and to apply it again from scratch, than to try and correct it piecemeal.

[Zauberkind]

Geetings,

See How to create numbered headings or outline numbering in Word 2003 and earlier versions by the late Shauna Kelly for a good overview of using styles for numbering.

Is there some magic required to access this site? I can ping it, but can't connect.

Regards,
Zk

[HansV]

It looks like Shauna Kelly's website is no longer available (it was accessible until last week). That's a pity - it contained a lot of useful information.

[steveh]

It looks like Shauna Kelly's website is no longer available (it was accessible until last week). That's a pity - it contained a lot of useful information.

I downloaded and printed it last week, given that Shaun is now the 'late Shaun' would it be unethical do you think to post a PDF?

[HansV]

No, not as long as you attribute it to her.