Mulitiple outline numbered lists

[Amy]

I have a document that I need to insert two separate outline numbered lists
into and I'm not quite sure how to do it.

My first list uses the built-in Heading styles and I've modified them to 1.0
for Heading 1, 1.1 for Heading 2, etc.

My second list uses paragraph styles that I created to capture procedural
steps underneath the main headings. Because my indenturing in the heading
goes so deep (out of my control, unfortunately), I have three levels of
procedural steps that each start inset a little bit more from the left
margin. Headings 1 - 4 all start at .5", Heading 5 starts at .75", and
Headings 6 - 7 start at 1". This is so the first line of text in my
procedural step lines up with the text in the heading following all the
1.1.1s. It looks like this:

L1N1 (Level 1 Procedural Step Level 1)--starts with 1. Text here
L1N2 (Level 1 Procedural Step Level 2)--starts with a. Text here
L2N1 (Level 2 Procedural Step Level 1)--starts with 1. Text here
L2N2 (Level 2 Procedural Step Level 2)--starts with a.
Text here
L3N1 (Level 3 Procedural Step Level 1)--starts with 1.
Text here
L3N2 (Level 3 Procedural Step Level 2)--starts with
a. Text here

What I'm having trouble with is getting these procedural steps to restart at
1 after each major heading. I created an outline numbered list and linked it
to the paragraph styles but that doesn't seem to work. I can manually reset
them all, of course, but that kind of defeats the purpose. Is generating such
a complex numbering scheme beyond Word's ability?

 

[Amy]

Another oddity to report...

Whenever I have a L3N1 step and I right-click to select Restart at 1, Word
automatically shifts the alignment of just the first step... the following
steps stay aligned like they're supposed to.

My paragraph style for L3N1 is to indent to 1.0" with a tab stop at 1.25".
But when I restart the numbering, Word shifts the alignment to indent at 1.5"
with a tab stop at 1.75".

Any ideas on that one?

 

[Stefan Blom]

Any numbering level within an outline-numbered list can only be restarted by higher levels within the same outline list.

You might be able to set up your procedural lists with SEQ fields; those can be set to restart after a particular heading level.

 

[Amy]

Thanks, I will try that.

Do I use the SEQ fields when setting up the paragraph style, or simply
manually enter the fields at each procedure?

 

[Stefan Blom]

SEQ fields cannot be attached to styles, but you can create "example fields" and save those as AutoText entries; it will make the insertion a bit faster.

Also, note that SEQ fields may need manual updating, for example if you delete one of them. The quickest way to do that is switch to Print Preview and then back to your favorite view.

For more on SEQ fields, see this article:

Field codes: Seq (Sequence) field
http://office.microsoft.com/en-us/word/HP051861901033.aspx?pid=CH061047291033

 

[Suzanne S. Barnhill]

I have found that one great advantage of saving SEQ fields as AutoText
entries is that, when inserted, they are automatically updated (unlike
copy/pasted SEQ fields). They don't update automatically after insertion,
but just having them right when first inserted is a big plus.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

 

[Stefan Blom]

Actually, that behavior has been around for quite some time. See the
following KB article:

WD2000: Fields Inserted in an AutoText Entry Are Updated Automatically
http://support.microsoft.com/kb/211506/en-us

 

[Suzanne S. Barnhill]

I certainly didn't mean to imply that it was new behavior, just that it was
something I discovered relatively recently. I don't use SEQ fields often,
but I created AutoText entries when I was cataloging hundreds of digital
pictures my husband and I took on a trip to Britain. Both his frame numbers
and mine are in a more or less continuous series, but they are not part of
the same series, so having two different SEQ sequences, with an AT entry for
each, was helpful in inserting the frame numbers.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org