Automatic paragraph numbering?

[Markus Schöpflin]

Hello,

I have set up numbering for my document as explained in
http://www.shaunakelly.com/word/numbering/OutlineNumbering.html.

This currently results in the following document layout:

1 Heading Level 1
Some text.
Some more text.
1.1 Heading Level 2
Some text.
Some more text.
1.2 Heading Level 2
Some text.
Some more text.

OK, now I need the layout to look like this:

1 Heading Level 1
1 Some text.
2 Some more text.
1.1 Heading Level 2
1 Some text.
2 Some more text.
1.2 Heading Level 2
1 Some text.
2 Some more text.

I tried this by modifying level 9 of the outline list used for Heading
Level 1. I removed the association to Heading Level 9 and associated
it to the style used for the body text. Which gave me this:

1 Heading Level 1
1 Some text.
2 Some more text.
1.2 Heading Level 2
1 Some text.
2 Some more text.
1.3 Heading Level 2
1 Some text.
2 Some more text.

Which is pretty much what I want, but the numbering for the second
heading level now is wrong. It starts at 1.2 instead of 1.1. How do I
avoid this?

TIA, Markus

 

[Stefan Blom]

As you've noticed, Word doesn't like it when you try to use a lower
numbering level before a higher one. It assumes the presence of higher
levels which causes the numbering to be incorrect. To work around this, you
can use SEQ fields to number the non-heading paragraphs. Or you can set up a
separate, single-level numbered list and use LISTNUM fields to restart it.

--
Stefan Blom
Microsoft Word MVP


in message
news:[email protected]...

 

[Markus Schöpflin]

As you've noticed, Word doesn't like it when you try to use a lower
numbering level before a higher one. It assumes the presence of higher
levels which causes the numbering to be incorrect. To work around this, you
can use SEQ fields to number the non-heading paragraphs. Or you can set up a
separate, single-level numbered list and use LISTNUM fields to restart it.

Stefan, thank you very much for your advice.

I now have read http://word.mvps.org/FAQs/Numbering/SeqMacro.htm and
http://word.mvps.org/FAQs/Numbering/ListRestartByLISTNUM.htm, but both
solutions seem rather awkward and fragile to me. Especially, as this
document will be used as a template for documents to be edited by
people without much skills in Word.

Maybe using your second suggestion would work, but instead of using a
hidden LISTNUM field to restart the numbering I intend to write a
macro which walks though the whole document, resetting the list
numbering whenever a heading style is encountered. At least this would
give the template users a way to fix up the numbers in a convenient way.

Does this sound like a viable solution? Or am I missing something
important?

Regards,
Markus

 

[Stefan Blom]

Indeed, if there are multiple users the task gets more complicated. Perhaps
you can make use of the add-in that is available for download at
http://gregmaxey.mvps.org/SEQ_Field_Numbering.htm ?

--
Stefan Blom
Microsoft Word MVP


in message

 

[Summer]

Not sure what margins you actually need, what country and so on and paper
size - but check this sample .dot out - SAVE AS xxxxxxx.dot and see if it
helps.


http://docsliveonline.com/Downloads.aspx select AutonumberingExample.dot
file.

Hope this helps a little.

 

[Markus Schöpflin]

Not sure what margins you actually need, what country and so on and paper
size - but check this sample .dot out - SAVE AS xxxxxxx.dot and see if it
helps.

http://docsliveonline.com/Downloads.aspx select AutonumberingExample.dot
file.

Hope this helps a little.

Unfortunately not, it uses the same technique as I did and suffers
from the same shortcomings. Try inserting a level 9 heading just
before the level 2 heading numbered 1.1 to see what I mean.

Regards,
Markus

 

[Markus Schöpflin]

Indeed, if there are multiple users the task gets more complicated. Perhaps
you can make use of the add-in that is available for download at
http://gregmaxey.mvps.org/SEQ_Field_Numbering.htm ?

Yes, that looks tempting. Thanks for the link.

It's such a shame that this isn't possible using only styles. :-(

Thanks for your help!
Markus

 

[Summer]

All levels work anywhere in the document.

Unfortunately not, it uses the same technique as I did and suffers from
the same shortcomings. Try inserting a level 9 heading just before the
level 2 heading numbered 1.1 to see what I mean.

Regards,
Markus

 

[Markus Schöpflin]

All levels work anywhere in the document.

Yes, but when inserting the level 9 heading just before the level 2
heading (the one which is numbered 1.1 in the template you referred),
the number of this level 2 heading changes to 1.2. At least it does it
here. Does something different happen at your side?

Markus

 

[Stefan Blom]

You are welcome.

--
Stefan Blom
Microsoft Word MVP


in message

 

[Stefan Blom]

The point is that the numbering assumes that levels/styles are applied in a
strictly hierarchical fashion.

For example:

1 Heading 1
1.1.1.1.1.1.1.1.1 Heading 9
1.2 Heading 2 <-- !

In this case, a Heading 9 before a Heading 2 means that Word assumes the
presence of a Heading 2 paragraph, and numbers accordingly. This happens
even if previous levels are not included in the numbering scheme.

 

[Summer]

Feel free to view the below document:

http://docsliveonline.com/Downloads.aspx

You can also right click (2007) and restart or continue your list numbering
(just another option).
You would not number in this sequence it is not sequential but it works.

That's it for me for your numbering requirements.