STYLE TEMPLATE WITH AUTOMATIC MULTILEVEL …

[Pages:12]STYLE TEMPLATE WITH AUTOMATIC MULTILEVEL NUMBERING AND TABLE OF CONTENTS MS WORD 2013 AND LATER

PART 1: USING AUTOMATIC MULTILEVEL NUMBERING IN A NEW WORD DOCUMENT. ...............................................1 PART 2: APPLY AUTOMATIC MULTILEVEL NUMBERING TO EXISTING TEXT. ...............................................................5 PART 3: CREATE STYLES AND ASSIGN AUTOMATIC MULTILEVEL NUMBERING TO STYLE HEADINGS. ........................7 PART 4: CREATE AND CUSTOMISE A TABLE OF CONTENTS........................................................................................12

PART 1: USING AUTOMATIC MULTILEVEL NUMBERING IN A NEW WORD DOCUMENT. Introduction: Home tab buttons and terminology.

NUMBERING 1,2,3,4...

MULTILEVEL LIST 1.1, 1.2, 1.3...

DECREASE INDENT (DEMOTE) OR PRESS SHIFT+TAB

INCREASE INDENT (PROMOTE) OR PRESS THE TAB KEY

Let's start by creating a multiple choice questionnaire. See example below:

Click the numbering button and type your question. This is the first level number.

1. What do you know about Microsoft Word? 2.

As soon as you press Enter after the sentence, Word will automatically go on to number 2. It intuitively assumes you are building a numbered list. It also adjusts itself to the default margin and tab settings. This can of course be changed, but more about that later. Ensure that your cursor is resting next to the number two. Click the "Promote" button or press the Tab key (if you want to demote a number, press Shift + Tab). Microsoft Word will go to the second level of numbering by default and display the letter "a".

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You can now type a possible answer for your multiple choice questionnaire and press the Enter key. Word will continue numbering your options alphabetically (see sample text on next page).

1. What do you know about Microsoft Word? a. Something b. Everything c. Nothing d. None of the above

Pressing the Enter key after option "d" will obviously take you to "e". If you press Enter a second time, it will revert to the first level of numbering and display a "2". Should you press Enter a third time, all numbering will be disabled.

Should the default settings of the automatic numbering not suit your needs, we can make a few adjustments. We are going to set the first level number so that it is positioned 2cm from the page margin and the text will start 1cm from the number (3cm from the page margin).

By using your mouse: Right-click on the number "1". In the context menu, select "Adjust List Indents".

Set the Number position: 2cm Set the Text indent: 3cm Click OK

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You may have the following result:

1. What do you know about Microsoft Word? a. Something b. Everything c. Nothing d. None of the above

Now we need to fix the option list (level 2 numbering) for our questionnaire. Rightclick on the letter "a", select "Adjust List Indents". Set the "Number position" to 3cm and the "Text indent" to 4cm. You may have the following result: If the second level numbers do not line up, follow the steps as outlined on this page.

1. What do you know about Microsoft Word?

a.

Something

b.

Everything

c.

Nothing

d.

None of the above

To line up 2nd level numbering with 1st level indents:

Click once on the letter "a". Click on the Numbering button. Select "Define New Number Format..." at the bottom of the menu.

The following window will appear:

Adjust the alignment of the 2nd level numbered list by selecting "Left" from the drop-down list. Click OK.

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You may have the following result:

1. What do you know about Microsoft Word? a. Something b. Everything c. Nothing d. None of the above

Remember: If you press Enter once, you will have the letter "e" twice, you will have the number "2" three times, all numbering will be disabled.

You might want your number to look like this a) instead of this a. Should you prefer your numbers to have parentheses, simply go to "Define New Number Format..." and change the appearance of the numbering level under "Number format:" (see image on previous page).

SUMMARY

Click the "Numbering" button. Type your question.

1. What do you know about Microsoft Word? a) Something (Promote "2" -> "a.") b) Everything c) Nothing d) None of the above

1. PROMOTE NUMBER 2 TO LETTER "a." 2. ADJUST LIST INDENTS 3. NUMBERING -> DEFINE NEW

NUMBER FORMAT

NOTE: IN THIS CASE THE PARAGRAPH LINE SPACING HAS BEEN SET TO 1.5 LINES.

2. Who is Bill Gates? a) The man from Uncle b) Uncle Sam c) The CEO of Apple d) The CEO of Microsoft

Once the numbering values, appearance and indents have been set, Microsoft Word will remember your settings throughout the rest of the document.

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PART 2: APPLY AUTOMATIC MULTILEVEL NUMBERING TO EXISTING TEXT.

In order to provide yourself with sufficient random text for multilevel numbering, open a new blank Word document (margins 2cm) and type the following formula at the top of the blank page: =rand(10,2) and press ENTER. This formula will provide you with 10 paragraphs of random text. Each paragraph will contain 2 sentences.

We are going to apply a multilevel number format that will contain 3 levels of numbering and ultimately look like the sample below:

To achieve this, select (highlight) all the text in your newly created document. You can either use your mouse or press "ctrl+a". Click the "Numbering" button. Word will automatically number your paragraphs from 1 to 10.

Now do the following:

1. Click once next to the number 2 (between the number and the beginning of the text) and click "Promote" or press Tab. The letter "a." will appear. The number 2 will move to the next paragraph.

2. Click once next to the number 2 and click "Promote" or press Tab. The letter "b." will appear. Again the number 2 will move to the next paragraph.

3. Click once next to the number 2 and "Promote" twice. The Roman numeral "i." will appear.

4. Do the same for the next paragraph and the Roman numeral "ii." will appear.

If you would like to change the indentation (position) and/or appearance of the numbers, just follow the steps as described in Part 1.

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If you would like to change the number format altogether, click on the first level numbers, then click on the "Multilevel List" button and click your preferred number format in the drop-down menu. Note: You'll have to adjust your indents again.

Below you can see a sample of how the multilevel numbering was changed by following this method.

To achieve the layout as shown above, the List Indents are as follows: (Press the Multilevel List button and select Define New Multilevel List...)

Level 1 Number (1, 2, 3...) Aligned at: 0 cm Text indent at: 1 cm

Level 2 Number (1.1, 1.2, 1.3...) Aligned at: 1 cm Text indent at: 2 cm

Level 3 Number (1.1.1, 1.1.2,...) Aligned at: 2 cm Text indent at: 3.5 cm

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Remember: If the numbers do not align correctly, you can adjust the list indents. If you would like to change the appearance of the number, you can define a new number format. You can add or delete full stops, parentheses, etc. See Part 1 to review the instructions.

PART 3: CREATE STYLES AND ASSIGN AUTOMATIC MULTILEVEL NUMBERING TO STYLE HEADINGS.

In this section we are going to create our own headings by using Microsoft Word's Styles. Then we'll assign automatic multilevel numbering to the various heading styles. You'll need a new blank Word document (margins 2cm). Ultimately we'll produce a document that looks like the screenshot below:

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Introduction: Styles Group on the Home tab ribbon.

Show the Styles Window by clicking here or press Alt + Ctrl + Shift + S

We are going to create our first level heading by using the "New Style" button at the bottom left of the Style Window. Choose the Style settings as shown below.

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