inserting numbered list into document Word 2007

[RN]

I have a big document that is autonumbered headings. I recieve other
documents that now need to be merged into the main. They are numbered as
standalone documents ie 1, 1.1, 1.1.1.1, 2.... etc. Now I want to insert
this at 4.7.
I have tried creating section 4.7 I can't figure out what Word will do.
Sometimes it will insert the new section as a main heading 1 level but with
the numbered list continued and all following sections renumbered as
subsections. I don't want to mess with the heading levels of following
text. If I use outline mode I have been able to insert the new text and
successfully demote the heading 1 and get the numbers to follow as if it was
inserted other times not. Sometimes it insists on demoting everything that
follows the insertion point and other times not. Also sometimes in heading
demotion I lose the numbers in all but the lead item. Any clues would be
greatly appreciated. I have to do this fairly frequently.

 

[Stefan Blom]

Make sure that each document added uses the same outline-numbered headings;
that way, numbering should be correct in the combined document. Read the
article at http://www.shaunakelly.com/word/numbering/OutlineNumbering.html
(because the general steps are still relevant in Word 2007), and then post
back if you have questions on the details of setting up the numbering in
Word 2007.

 

[RN]

Thanks, I was able to use autonumbered lists easier in Word 2003.
Something has changed in 2007. I am hoping someone has spent more time
figuring this out and can update all of us. Continue numbering was easier to
use for one.

I was going to try to demote my text to be insert to the heading level it
needs to be at insertion. However when I do this I see: 1 Heading moving
to 1.11. So I expect it has two numberings back to back. I can't seem to
remove the second one. If I do I loose numbering entirely.

 

[Stefan Blom]

Make sure numbering is correctly applied to paragraph styles. You can do
this via Home tab | Multilevel List | Define New Multilevel List; this opens
a dialog box similar to the Customize Outline Numbered List dialog of
previous versions. Note that you must use the same command for existing
lists (after having placed the insertion point in the first top level item
of the list, which for heading numbering usually means the first Heading 1
paragraph in the document).

The newer, probably safer method is to create list styles (Home tab |
Multilevel List | Define New List Style). Once a list style has been
created, it can be modified via the Manage Styles dialog box just like other
styles in Word 2007.

 

[RN]

Thanks Stefan for you help

Is there something that describes the difference between the two methods?
If you go to sytle list it brings up a text box. Click on the ? mark for
help and bingo you are at the beginning of the help file with a list of
standard items but nothing on the style list. I am supposed to figure out
what words to search for.
What happened to context sensitive help? I think MS should remove the
question mark from the dialog box.

I still am having difficulty there seems to be two autonumbered schemes
applied to the header. Deleting one messes up the other. Also the document
I have to insert has graphics. I need to stay compatible with 2003. This
is a *.doc file. I did manage to do an insertion but I am not sure I can
repeat it. While I fixed the numbering my graphics and the text in it
somehow no longer fits into the graphics.
Also one of the graphics which has the property of wrap top and bottom is
displayed over the top of text.

 

[Stefan Blom]

Thanks Stefan for you help

Is there something that describes the difference between the two methods?
If you go to sytle list it brings up a text box. Click on the ? mark for
help and bingo you are at the beginning of the help file with a list of
standard items but nothing on the style list. I am supposed to figure
out
what words to search for.
What happened to context sensitive help? I think MS should remove the
question mark from the dialog box.

I still am having difficulty there seems to be two autonumbered schemes
applied to the header. Deleting one messes up the other.

Here are some details (which I actually copied from an earlier post that I
wrote in this newsgroup):

As you may have noticed, Word 2007 no longer allows you to go via the Modify
Style dialog box when you want to modify outline/multilevel numbering
(unless you are using a list style). However, the general principle remains
the same in Word 2007: numbering should be style-based for stability
reasons.

To edit an existing outline-numbered list: Place the insertion point in the
first top-level paragraph of the document (for example, in the first Heading
1 paragraph if this is heading numbering). On the Home tab, click Multilevel
List | Define New Multilevel List. This displays a dialog box similar to the
Customize Outline Numbered dialog box of previous versions (see
http://www.shaunakelly.com/word/numbering/OutlineNumbering.html for a
description of the options).

On the other hand, if you want to create a new outline-numbered list in Word
2007, you should set it up using list styles. On the Home tab, click
Multilevel List, and then click Define New List Style. In the Modify Style
dialog box, type a name for the list style. To define the numbering
properties, click the Format button, and then click Numbering; this displays
the Modify Multilevel List dialog box, where you can change the number
format, indentation, attach paragraph styles to the numbering levels, etc.

The list styles of the active document are displayed under "List Styles" at
Home tab | Multilevel List. You can click a style to apply it to text, but
if you've attached numbering to paragraph styles, you'll find it easier to
apply the appropriate paragraph style directly. To edit a list style,
right-click it and choose Modify from the context menu.

Also the document
I have to insert has graphics. I need to stay compatible with 2003.
This
is a *.doc file. I did manage to do an insertion but I am not sure I can
repeat it. While I fixed the numbering my graphics and the text in it
somehow no longer fits into the graphics.
Also one of the graphics which has the property of wrap top and bottom is
displayed over the top of text.

I'm not sure I understand this problem fully. Are you saying that it is
somehow connected to the numbering issues you are seeing?

--
Stefan Blom
Microsoft Word MVP