Save multilevel list with headings
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- 4StarLounger
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Save multilevel list with headings
I’ve worked with Word’s styles and multilevel lists for many years, and always associate the levels with Headings 1-9. I use different numbering schemes for different purposes, but then I often end up having to redefine the entire list.
Is there a way to save a few lists with their Heading associations so I can just apply and re-apply any of my multilevel lists in any new document from the template, without having to reassign the Heading associations? Currently using Word 365.
Thanks,
- Jeff
Is there a way to save a few lists with their Heading associations so I can just apply and re-apply any of my multilevel lists in any new document from the template, without having to reassign the Heading associations? Currently using Word 365.
Thanks,
- Jeff
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- 5StarLounger
- Posts: 677
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- Location: Madison, Wisconsin
Re: Save multilevel list with headings
Word for Windows?
I assume you are using Shawna Kelly's method. http://www.shaunakelly.com/word/numberi ... 72010.html
You would, though, want to use the same set of styles in all documents to use any of these methods except having separate document templates.
I assume you are using Shawna Kelly's method. http://www.shaunakelly.com/word/numberi ... 72010.html
- You could save [Quick] Style Sets This is built into the desktop Word for Windows. https://www.addbalance.com/usersguide/s ... _style_set and https://answers.microsoft.com/en-us/mso ... cd84f7bd44 Note that although List Numbering styles cannot be a part of such a set, it seems to work. Because the Built-In Heading Styles are, by default, part of any Style Set, using them would be quite easy. You can add your custom heading styles to such a Set as well.
- You can save some templates with this set and use those templates (simplest, I expect). https://www.addbalance.com/usersguide/templates.htm
- You could set up Global Style Sheets with macros and use those. https://www.addbalance.com/word/stylesh ... #StartPage and https://addbalance.com/word/download.ht ... Stylesheet
- You could adapt Greg Maxey's Macro for your formats and run that. https://www.msofficeforums.com/181652-post4.html
You would, though, want to use the same set of styles in all documents to use any of these methods except having separate document templates.
Last edited by Charles Kenyon on 21 Nov 2024, 17:49, edited 1 time in total.

Templates in Microsoft Word
Modifying the QAT
The Importance of Styles in Microsoft Word
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- 4StarLounger
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Re: Save multilevel list with headings
Thanks Charles. Yes, I was a big fan of Shauna Kelly!
You've given me quite a bit here. I will go through this list and report back what I find.
- Jeff
You've given me quite a bit here. I will go through this list and report back what I find.
- Jeff
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- 5StarLounger
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Re: Save multilevel list with headings
I've tested each of the methods except modifying Greg's macro.
I've tested Greg's macro as well, just not changing it.
It does use custom paragraph styles instead of the built-in heading styles.
I've tested Greg's macro as well, just not changing it.
It does use custom paragraph styles instead of the built-in heading styles.

Templates in Microsoft Word
Modifying the QAT
The Importance of Styles in Microsoft Word
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- 4StarLounger
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Re: Save multilevel list with headings
This is great, Charles. I think the best solution for me is your second bullet, custom templates, although I'm continuing to explore the other references.
This is not the first time I've wrestled with this problem, and in the past I've actually used custom templates to standardize specific multilevel outline numbering schemes that I like. Thanks to your article, I actually discovered my earlier templates in the Custom Office Templates folders. I'd lost them because I ended up with two folders by that name and Word was pointing to the wrong one, and then I'd completely forgotten what I had done and where the templates were.
Your article gives me the control I need to produce clean, useable templates and maintain access to them. (Not to mention your admonitions about the importance of "clean and usable" original templates.) Thanks!
- Jeff
This is not the first time I've wrestled with this problem, and in the past I've actually used custom templates to standardize specific multilevel outline numbering schemes that I like. Thanks to your article, I actually discovered my earlier templates in the Custom Office Templates folders. I'd lost them because I ended up with two folders by that name and Word was pointing to the wrong one, and then I'd completely forgotten what I had done and where the templates were.
Your article gives me the control I need to produce clean, useable templates and maintain access to them. (Not to mention your admonitions about the importance of "clean and usable" original templates.) Thanks!
- Jeff
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- 5StarLounger
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Re: Save multilevel list with headings
You are welcome.
In recent versions of Word it is possible to pin templates under File > New (backstage).
I use a registry edit to have my custom templates show by default instead of the ones from Microsoft.
https://www.addbalance.com/usersguide/f ... istry_Hack
In recent versions of Word it is possible to pin templates under File > New (backstage).
I use a registry edit to have my custom templates show by default instead of the ones from Microsoft.
https://www.addbalance.com/usersguide/f ... istry_Hack

Templates in Microsoft Word
Modifying the QAT
The Importance of Styles in Microsoft Word
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- Administrator
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Re: Save multilevel list with headings
I split off some replies from this thread to a new one: Using Templates and Onedrive
(Thanks, Charles)
(Thanks, Charles)
Best wishes,
Hans
Hans
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- 5StarLounger
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Re: Save multilevel list with headings
Here is my discussion on the Answers site about using [Quick] Style Sets for MultiLevel Lists.
[Quick] Style Sets can contained MultiLevel Numbering. https://answers.microsoft.com/en-us/mso ... 17dbc1936b
That describes how it can be done, especially the March 12 post.
Here is a link to a download with 71 such sets:
https://addbalance.com/word/download.ht ... eNumbering
That is a work in progress. Current version is 24.3.
[Quick] Style Sets can contained MultiLevel Numbering. https://answers.microsoft.com/en-us/mso ... 17dbc1936b
That describes how it can be done, especially the March 12 post.
Here is a link to a download with 71 such sets:
https://addbalance.com/word/download.ht ... eNumbering
That is a work in progress. Current version is 24.3.

Templates in Microsoft Word
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The Importance of Styles in Microsoft Word
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- 4StarLounger
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Re: Save multilevel list with headings
You could define and configure multiple multi-level list styles rather than relying only on Word's built-in heading styles.
For example, you could a set of ListNumber Styles using a macro like:
Having created the Styles, you could configure their numbering schemes with code like
I've separated the code into two macros so you can experiment with the numbering scheme configuration until you get you preferred setup.
You can create other Styles, too, just by changing the 'ListNum' references in both macros to whatever other Style names you'd like to use.
For example, you could a set of ListNumber Styles using a macro like:
Code: Select all
Sub CreateListNumberStyles()
Dim i As Long, s As Long, bStl As Boolean: bStl = False
For i = 1 To 5
With ActiveDocument
For s = 1 To .Styles.Count
If .Styles(i).NameLocal = "ListNum " & i Then
bStl = True: Exit For
End If
Next
If bStl = False Then
.Styles.Add Name:="ListNum " & i, Type:=wdStyleTypeParagraph
With .Styles("ListNum " & i)
With .ParagraphFormat
.Alignment = wdAlignParagraphJustify
.LineSpacingRule = wdLineSpaceSingle
.LeftIndent = InchesToPoints(0)
.RightIndent = InchesToPoints(0)
.SpaceBefore = 0
.SpaceAfter = 12
.WidowControl = True
.KeepWithNext = False
.KeepTogether = False
.PageBreakBefore = False
.NoLineNumber = False
.Hyphenation = True
.FirstLineIndent = InchesToPoints(0)
.OutlineLevel = wdOutlineLevelBodyText
.CharacterUnitLeftIndent = 0
.CharacterUnitRightIndent = 0
.CharacterUnitFirstLineIndent = 0
.LineUnitBefore = 0
.LineUnitAfter = 0
End With
.Font.NameAscii = "Calibri" 'This line sets the heading font
.Font.Size = 17 - i ' This line sets the heading point size, at 16pt for the 1st level, then decreasing by 1pt per level
.Font.Bold = True ' This line makes the heading bold
End With
End If
End With
Next
End Sub
Code: Select all
Sub ApplyMultiLevelListNumbers()
Dim LT As ListTemplate, i As Long, j As Long: j = 0
Set LT = ActiveDocument.ListTemplates.Add(OutlineNumbered:=True)
For i = 1 To 5
With LT.ListLevels(i)
.NumberFormat = Choose(i, "%1", "%1.%2", "%1.%2.%3", "%1.%2.%3(%4)", "%1.%2.%3(%4)(%5)")
.TrailingCharacter = wdTrailingTab
.NumberStyle = Choose(i, wdListNumberStyleArabic, wdListNumberStyleArabic, wdListNumberStyleArabic, _
wdListNumberStyleLowercaseLetter, wdListNumberStyleLowercaseRoman)
.NumberPosition = 0
.Alignment = wdListLevelAlignLeft
.TextPosition = InchesToPoints(j)
.TabPosition = InchesToPoints(j)
.ResetOnHigher = True
.StartAt = 1
.Font.NameAscii = "Calibri" 'This line sets the number font
.Font.Size = 17 - i ' This line sets the number point size, at 16pt for the 1st level, then decreasing by 1pt per level
.Font.Bold = True 'This line makes the number bold
.LinkedStyle = "ListNum " & i
End With
j = j + 0.25
Next
End Sub
You can create other Styles, too, just by changing the 'ListNum' references in both macros to whatever other Style names you'd like to use.
Paul Edstein
[Fmr MS MVP - Word]
[Fmr MS MVP - Word]
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- 5StarLounger
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Re: Save multilevel list with headings
I agree. I did that with one of the [Quick] Style Sets. I will likely add at least two more to the download package.
I think it is especially valuable when porting the numbering into an existing document that already is using the built-in heading styles, unnumbered.
On the other hand, if starting a new document, the built-in heading styles have unique properties that can make it a good idea to use them.
https://www.addbalance.com/usersguide/1 ... Styles.htm
Thank you for sharing your code. I note that it sets five levels, which should be sufficient for any rational use.
Greg Maxey also shared code earlier this year in the Word VBA forum on Office Forums to do this without the indents built into the ones Word ships.
https://www.msofficeforums.com/word-vba ... post181652
It has two version. One creates nine custom styles, the second uses the five built-in List Number styles and creates four custom styles.

Templates in Microsoft Word
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- 4StarLounger
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Re: Save multilevel list with headings
Yes, and it can easily be modified to provide up to nine levels.Thank you for sharing your code. I note that it sets five levels, which should be sufficient for any rational use.
Paul Edstein
[Fmr MS MVP - Word]
[Fmr MS MVP - Word]
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- 5StarLounger
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Re: Save multilevel list with headings
Even more on numbering - I set my forum diatribe down in a pdf for a presentation I had to give this month.
https://www.addbalance.com/usersguide/A ... bering.pdf
https://www.addbalance.com/usersguide/A ... bering.pdf

Templates in Microsoft Word
Modifying the QAT
The Importance of Styles in Microsoft Word