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Numbering and Paragraph Styles

You can apply numbering to a paragraph manually or with a paragraph style.

If you want numbered headings, use Tools - Chapter Numbering, instead of numbering manually.

To Apply Numbering Manually

To apply numbering manually, click in the paragraph, and then click the Toggle Ordered List icon on the Formatting bar, or use the dropdown box on the icon to select a numbering format.

You cannot apply manual numbering to paragraphs that are listed under "Special Styles" in the Styles window.

  • When you press Enter in a numbered or bulleted list, Office automatically numbers the next paragraph. To remove the numbering or bullet from the new paragraph, press Enter again.
  • To change the bullets or numbering format for the current paragraph only, select a character or word in the paragraph, choose Format - Bullets and Numbering, and then click a new format.
  • To change the bullet or numbering format for all paragraphs in the list, ensure that the cursor is in the list, choose Format - Bullets and Numbering, and then click a new format.
  • Use the commands on the Bullets and Numbering bar to change the order and level of list paragraphs.
  • To see which paragraphs are in the same list, click to the left of a number or symbol at the beginning of a list paragraph, with View - Field Shadings (Ctrl +F8) enabled.

To add selected paragraphs to an existing list, use Format - Lists - Add to List.

To Apply Numbering With a Paragraph Style

Paragraph Styles give you greater control over numbering that you apply in a document. When you change the list style assigned to a paragraph style, then the numbering format in the list style is applied automatically to all paragraphs using the paragraph style.

  1. Choose View - Styles, and then click the Paragraph Styles icon.

  2. Right-click the paragraph style that you want to apply numbering to, and then choose Modify.

  3. Click the Outline & List tab.

  4. In the List style box, select the list style to apply.

  5. Click OK.

  6. Apply the paragraph style to the paragraphs that you want to add numbering to.

Changing the List Level of a List Paragraph

  • To move a numbered or bulleted list paragraph down one list level, click at the beginning of the paragraph, and then press Tab.
  • To move a numbered or bulleted list paragraph up one list level, click at the beginning of the paragraph, and then press Shift+Tab.
  • To insert a tab between the number or bullet and the paragraph text for all list paragraphs at a given list level, use the Numbering followed by option in the Position tab in the Bullets and Numbering dialog. For an individual list paragraph, a tab can be copied and then pasted at the beginning of the list paragraph.