Copying Multiple Lists to new document

[dslocum]

I need to copy multiple documents into a single Word document. Each of
these documents have Numbered Lists in them. When I do a CTRL+A Copy
from one of the documents and then Paste the section in the new
document, the numbering in the lists on the newly entered section
continues from the last list in the document that the section was
pasted in to. There are MANY numbered lists in these documents and
besides the enormous amount of time it would take to Restart Numbering
at 1 for each list I am worried about accuracy.

Is there a way to avoid this???

denny

 

[Lene Fredborg]

See the following two articles (the first includes a link to the second):
http://word.mvps.org/faqs/numbering/listrestartfromui.htm
http://word.mvps.org/faqs/numbering/ListRestartFromVBA.htm

--
Regards
Lene Fredborg - Microsoft MVP (Word)
DocTools - Denmark
www.thedoctools.com
Document automation - add-ins, macros and templates for Microsoft Word

 

[Lene Fredborg]

Poorly and inconsistently formatted documents always cost a lot of extra work
compared to documents formatted with well-defined styles. I think it is worth
the effort to “clean up†the formatting – this will make the future
maintenance much faster and most likely also result in better looking
documents.

Without having seen your document it is difficult to tell exactly how you
should go about the lists. From your description, I am not sure whether the
lists have simply been numbered by using the Numbering icon (which just
applies a number as direct formatting to the style in use). If that is the
case, I suggest you apply a proper numbered style to every list instead. You
could use the List Number style (modify the definition as needed). If
different styles have been applied to the lists, you could use Find and
Replace to search for the style and replace it with the appropriate style
(Format button > Style – in the bottom of the Find and Replace dialog box
when More has been clicked).

About viewing styles:
Press Ctrl+Shift+S to display the “Apply Styles†window. In that window, you
can see the name of the style in use.

The Style field that was found in earlier versions of Word in the Formatting
toolbar is also available in Word 2007, but for some strange reason it is not
shown anywhere by default. However, you can add it to the QAT:

Select Office Button > Word Options > Customize category. Select “All
Commands†in the “Choose commands from†list, find “Style†(not “Stylesâ€) and
click Add to add it to the QAT list. Click OK.

--
Regards
Lene Fredborg - Microsoft MVP (Word)
DocTools - Denmark
www.thedoctools.com
Document automation - add-ins, macros and templates for Microsoft Word

 

[dslocum]

Thanks Lene,
I think that this is the direction I need to go. I believe that these
series of documents have been edited/modified by many different users
over the years. It is the company's users manual and as updates come
along the manual is edited, cut and pasted, etc.

I have noticed that in a numbered list of seven items, item number 5 is
indented differently than the rest of the numbered items. From a Word
standpoint, this document is a mess. I have several hundred pages to
merge and edit the numbered lists.

I am using Word 2007 and I am reading/asking anything and anyone on how
to find out how to tell the difference between those items that are
indented differently from the others and those that are not. I would
hope to be able to select the list and apply the desired style but I
have never needed to do this at least not to a scale that leads me to
search out a method to do this quickly and easily.

I believe that the "links" within the lists a broken as it is common in
this document to see the following:
1)
2)
7)
8)
9)

What I have been doing today is for lists that do not start with 1) is
to select the number, then on the HOME Ribbon I select the numbering
drop-down arrow and use the Set Numbering Value option. This works but
according to your link is not to good.

For the sections that are not following sequencially, I select the last
"good" number in the list, click the Format Painter option and the
select the "bad" number(s).

Word 2003 made it easy to view ALL Styles; I could then select a
section of the list that is correct, see the style and apply it to the
bad ones.

d.