Numbering Nightmare

[G. Kazinsky]

My work recently upgraded to Word 2003. Prior to the
upgrade numbered lists worked perfectly fine. Now they
have a huge problem and I don't know how to fix it. Every
document I create with lists has the same formatting. I
assume I need to change the default but I'm not sure how.
Below is what it does and what it should do -

It is doing this:

1. First line of text.
2. second line of text.

But it should be doing this:

1. First line of text.
2. Second line of text.

And, yes, capitalization is already set for the beginning
of sentences. Help please thanks!

 

[Greg Maxey]

G.,

I don't know what previous version you upgraded from, but I think some
brainiac that designed Word2000 removed the feature to AutoCap the first
word following periods that follow a number. I believe the only work around
is the shift key.

 

[Guest]

Thank you for your response. We upgraded from 97 (!).
Okay, I can live with having to cap the first word, but
how do you fix the numbering problem??

 

[Suzanne S. Barnhill]

Use the List Number style instead of clicking on the Numbering button. This
is much better practice anyway and will give you the formatting you want.

 

[Guest]

I do not click on the button. I do everything by keyboard
with very few exceptions. Word is auto numbering the list
such that if I type "1." followed by text, hit enter it
will then type "2." for me (see example in OP).
Unfortunately the formatting that comes along with the
auto numbering is incorrect. I need to know how to
globally fix that - not fix it on a case by case basis
(which I know how to do). Thanks.

 

[Suzanne S. Barnhill]

If you let Word think for you, then you have to take what you get. The first
thing I do in a new Word installation is turn off most of the AutoFormat As
You Type options, including automatic numbered lists (see
http://word.mvps.org/FAQs/Formatting/TameAutoFormat.htm). The only way you
can get control of numbering is to use numbered styles.

 

[Guest]

I agree with your opinion of Word. I was trying to figure
out how to change its thinking. The article you mention
has some good information. Do you think it would be
possible to embed a macro in normal.dot that controls the
settings of numbered lists? It would seem that is
possible. Unfortunately not everyone is advanced in Word
and would think to go back to apply formatting/style
changes - they would rather have it done for them as they
type. Thanks again.

 

[Suzanne S. Barnhill]

The only dependable way to apply numbering (especially outline numbering) is
to use numbered styles. For setting up outline-numbered lists, see
http://www.shaunakelly.com/word/numbering/OutlineNumbering.html. If you are
trying to facilitate this for others, you provide a template with the
appropriate styles defined. If you want to make it really easy for them, you
provide a toolbar with buttons for the styles.

 

[Guest]

I asked the IT person in charge of this problem to try
this solution, but it has not fixed the problem.
Apparently the problem is more widespread than I
originally understood it to be as well.

There is the original problem:
1. First line of text
2. Second line of text
when it should be
1. First line of text
2. Second line of text

(There is still the autocap problem but apparently that is
not fixable nor is it pertinent to this forum)

In addition frequently a list separated by a paragraph
will continue its numbering to the next list, no matter
how far down the document it is, for instance:
1. First line of text
2. Second line of text

Paragraph

Paragraph

3. First line of text
4. Second line of text

Also the program that is relying on Word has an option (VB
based macros) to insert a string of text by typing in
appropriate characters and hitting a hot key. Some of
these inserts are numbered lists and they come out with no
problems, such as:
HEADING:
1.

But other inserts, while they look okay, will mess up any
inserts used later in the document - changing not only the
numbering but also the font as well (smaller size, not
bold when it should be bold, etc.). And if you use an
insert you know works (such as the example above) then
change only the text that reads "HEADING" to create a new
insert (effectively copying the insert) all of a sudden
you have an insert that affects any other insert in the
document.

Is Word possessed?? Please help, it's driving us mad!

 

[Suzanne S. Barnhill]

The only way to get control of numbering in Word is to use specific numbered
styles, not the Numbering button (or even the Format | Bullets and Numbering
dialog). For starters, the List Number style will give you the unindented
paragraphs you want. If you want to be able to restart numbering, then in
Word 2002/2003, the Restart Numbering command on the context menu works
pretty dependably, but to make this absolutely unbreakable, it's more
satisfactory to have a higher-level style after which the renumbering is
automatic; see http://www.syntagma.demon.co.uk/FAQs/ListRestartMethods.htm

 

[Charles Kenyon]

See: How to create numbered headings or outline numbering in your Word
document
http://www.shaunakelly.com/word/numbering/OutlineNumbering.html.

This is based on ...

Word's Numbering Explained
http://www.mvps.org/word/FAQs/Numbering/WordsNumberingExplained.htm

Additional information you may find useful or need is at:

How to Create a Template, Part II
http://www.mvps.org/word/FAQs/Customization/CreateATemplatePart2.htm

Legal Numbering
http://www.addbalance.com/usersguide/numbering.htm

Seven Laws of Outline Numbering
http://www.microsystems.com/fra_sevenlawsofoutlinenumbering.htm

The following are some discussions on the Microsoft newsgroups on numbering:
Nightmare on ListNumbering Street <URL:
http://groups.google.com/groups?hl=en&lr=&safe=off&th=9e790fa7ed2886b3,18&ic=1>
The Joy of Lists <URL:
http://groups.google.com/groups?hl=en&lr=&safe=off&th=811287ebce8fc203,15&ic=1>
Relinking ListTemplates <URL:
http://groups.google.com/groups?hl=en&lr=&safe=off&th=2350746054c838e,12&ic=1>
Outline numbering: restart doesn't restart <URL:
http://groups.google.com/[email protected]#p>
Format Doesn't "Hold" <URL:
http://groups.google.com/[email protected]#p>
(above list compiled by Dave Rado, Word MVP)

ListNumbering Street Revisited <URL:
http://groups.google.com/groups?hl=en&safe=off&th=57df77857e4993ce>

See the latest numbering discussion I've seen, especially post #4 which
contains Dave Rado's concise instructions for setting up heading numbering.
<URL:
http://groups.google.com/groups?hl=en&lr=&safe=off&ic=1&th=bce07d7714769f5c>