converting to auto-numbering

[Plain Jane]

I typed each of the following numbered lines individually. The list is very
long and I have decided that I want the lines to number automatically in
case I need to go back later and insert other numbered lines. Is there a way
I can correct all 60 lines, many of which have two indented lines and some
have three indented lines, so that auto-numbering is working? Thanks

1. Norris, Jacob
Smith, Rebecca
Children: Leah Norris, Hettie Norris, Jacob Alexander Norris



2. Norris, Leah
Grogan, Anderson
Children: Abner Grogan

 

[Shauna Kelly]

Hi Plain Jane

Here is one way to go about adding automatic numbering to your paragraphs.
On the Formatting toolbar, find the Styles box. It probably says Normal.
Hold down Shift and click the arrow next to that box. In the long list of
styles, find List Number and click it.

That will automatically add numbering to the selected paragraph. You'll have
to delete the manually-typed numbering, and repeat the exercise for each
paragraph. Note that once you've used List Number in your document, you can
just click in the Styles box. You don't need to use Shift-click.

However, you can probably speed up this process for your existing document
by using search-and-replace. I think you'll have to do this in two steps.
This will delete your manually applied numbering, and format any paragraph
with that manual numbering in the List Number style.

Step 1. Edit > Replace. Click the Replace tab, click More and tick the Use
Wildcards box. In the Find What box, type "[0-9]. " Don't use the quote
marks. This searches for any number [0-9] followed by a full stop and two
spaces. If you didn't consistently use two spaces after the numbers, then
you'll have to do some cleaning up manually later. In the replace with box,
type $##$ (or any other silly sequence of characters that doesn't appear in
your document). And, with the cursor in the Replace With box, click Format >
Style > List Number. Now, click Replace All.

Step 2. On the Replace tab, un-tick Use Wildcards. In the Find What box,
type $##$. Delete everything in the Replace With box, and, with the cursor
in the Replace With box, click No Formatting. Then click Replace All.

In the future, when you want a paragraph numbered, click the Styles box and
choose List Number.

By the way, there's a Numbering button on the Formatting toolbar. Avoid
using it. On a good day, it's unreliable; on a bad day it can mess things up
to the point where you start to pull your hair out. This is especially
important if, as I suspect in your case, you might one day send the document
to other people.

Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word