Xu Hướng 6/2023 # How To Create Multilevel Numbered Headings In Word 2023 # Top 9 View

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Over the last few months, we’ve reviewed Word’s numbered list features. Specifically, How to control spacing and alignment in a numbered list in Microsoft Word shows how to control spacing and alignment and How to number headings in a Word 2023 document shows a simple way to number headings. In this article, we’ll continue by reviewing Word’s Multilevel List feature. Fortunately, it’s easier to implement and modify than you might think.

I’m using Word 2023 on a Windows 10 64-bit system, but this feature is available in earlier versions. However, the multilevel list options discussed in this article aren’t available in the online 365 browser edition. For your convenience, you can download the demonstration .docx and .doc files, or you can work with your own content.

LEARN MORE: Office 365 Consumer pricing and features

What doesn’t work

You can’t use Word’s Numbering feature to generate a multilevel numbering system, even if you use built-in heading styles. Figure A shows a document with two styled heading levels: Heading 1 and Heading 2. You can apply the Numbering option (in the Paragraph group) and Word will number the headings consequently, but the feature ignores different levels; if you expected 1, 1.1, 2, 2.1, and 2.2, you might be surprised. If you select the entire document first, Numbering not only ignores the different levels, but it also numbers the paragraphs!

Figure A Word’s Numbering option can’t handle multilevel headings. The easy way Figure B Choose one of the built-in multilevel options from the gallery.

What’s important to note is that the List Library collection displays styles linked to the built-in heading styles. If one of these works for you, you needn’t go any further.

Figure C Tweak it

The default options are adequate most of the time, but you might want to customize the results a bit and that’s where things can get a bit confusing. The options are straightforward, but there are a lot of them; Word can handle up to nine levels!

Figure D Open this dialog to create a new multilevel list.

Now you’re ready to choose settings that will reflect your numbered heading needs:

Select the level you want to modify. You can change one, a few or all of the levels.

Select a numbering format to apply to the chosen level, adjust the formatting; adjust the spacing and aligning, and so on.

Repeat the above for each level you want to change.

SEE: 30 things you should never do in Microsoft Office (free PDF) (TechRepublic)

An example

From the Number style for this level dropdown, choose I, II, III, (Figure E). We’re done with level 1.

Select level 2 and change the number style to l, ll, lll, as you did for level 1.

In the Aligned at control, enter .50. (Figure F).

Figure E Alter level 1. Figure F Alter level 2. Figure G We reset only a few options, but substantially changed the look of the headings.

Notice that the Font option (when you applied italics) changes only the number, not the heading text. To update the heading text, modify the heading style as you normally would. Word assumes you want all Heading 1 and Heading 2 styles included in the new numbering scheme. If you want to omit a heading level from the scheme, don’t use a built-in heading style to format those headings.

This feature is easiest to use when you combine it with Word’s built-in heading styles. However, you can map a custom heading style to the multilevel numbering feature–it just takes more work. Word handles nine levels, but any document with more than four levels should receive a serious developmental edit. More than four becomes confusing and perhaps worse, unreadable.

Stay tuned

Word’s Multilevel List feature works nicely with the built-in heading styles. However, you can get the same effect working with custom styles. Next month, I’ll show you how to do so.

Send me your question about Office

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Also see:

How To Create Numbered Headings Or Outline Numbering In Word 2007 And Word 2010

How you set up numbered headings depends on what version of Word you have. This page is about setting up numbered headings in Word 2007 and Word 2010. If you have Word 2003 or an earlier version, see How to create numbered headings or outline numbering in Word 2003 and earlier versions.

Numbering run amok

Word’s paragraph numbering sometimes goes haywire. Just when you think you’ve got it organized, the numbering starts doing silly things. If Word’s paragraph numbering were a group of orchestral musicians, it might look like this:

Musicians run amok

What’s needed?

What’s needed is someone to get those mad horn players organized and co-ordinated [Lene Fredborg 12-Sep-2017: linked picture of orchestra removed – picture doesn’t exist anymore]. We don’t need another player: we clearly have enough of those! What we need is a co-ordinator.

In an orchestra, the conductor co-ordinates. For Word’s numbering, the mechanism we use to organize and co-ordinate paragraph numbering is a List Style. The List Style co-ordinates. It doesn’t do the actual work of formatting text. We leave that to paragraph styles.

So, we need:

a List Style as the co-ordinating mechanism for the numbering, and

a paragraph style for each heading level (Word allows, actually requires, 9 levels).

Understanding List Styles

A List Style has 9 levels. Each level can be linked to a paragraph style. And, each level stores information about how to number text to which that linked paragraph style has been applied.

A List Style actually does two things.

A List Style creates a set or group of styles. Word comes with built-in paragraph styles named Heading 1, Heading 2, Heading 3. But there is no connection between them. They just happen to share similar names. A List Style ‘groups’ those paragraph styles into some order. Only the List Style knows that Heading 1 is followed by Heading 2 and that it is followed by Heading 3. There are 9 levels in any List Style.

A List Style stores the information about how to number each level. That includes the format of the number ( “1” or “a” or “i”), whether the number is preceded by text (eg “Chapter 1” or “Part A”), whether the number includes previous levels’ numbers (eg paragraph 1.4.3), and the indents (the distance from margin to number and from number to text).

Set up your Heading paragraph styles

There are good reasons for using the built-in Heading styles.

Before you begin the numbering, make sure your Heading styles are set up appropriately.

Modify the Heading 1 style so that it is based on “No style”. Modify Heading 2 so it’s based on Heading 1. Modify Heading 3 based on Heading 2. And so on. Not everyone does this, but I find it useful because of the way the formatting of Word’s styles cascade.

Now, modify the Paragraph settings of every Heading style so that the Left Indent is 0, and the Special indent is set to (none). Do this even if you want your headings to be indented from the left margin, and even if you want a hanging indent. Why? Because for outline-numbered styles, we will set the paragraph indent and the hanging indents (if any) when we set up the numbering.

Create a list style

Figure 1: Choose the Multilevel list menu

From the menu, choose Define New List Style (Figure 2).

Figure 2: On the Multilevel list menu, choose the Define New List Style option.

In the Define New List Style dialog (Figure 3), do (only) two things:

Give your list style a name. Hint: Give it aplural name. That makes it clear that this is a list style that’s controlling more than one paragraph style. And, give it a name directly related to the paragraph styles you’re going to use. We’re going to use paragraph styles Heading 1, Heading 2, Heading 3 etc. So I suggest that you name the list style as Headings.

We’re now in the Modify Multilevel List dialog box (Figure 5). The list style is the co-ordinating mechanism for the whole “set” of paragraph styles we’ll use. So we set up all levels of numbering in this one dialog box.

To set up the numbering:

Attach the Heading paragraph styles to the 9 levels in the list style. To do that:

Now we tell Word about the numbering itself for Level 1

Delete anything in the ‘Enter formatting for number” box.

If you want the numbering to start with some text (eg to number a paragraph as “Chapter 1” or “Section 1”) then enter the text including any space in the ‘Enter formatting for number’ box. Leave the insertion point after your text.

From the Number style for this level list, choose the kind of numbering you want.

Set up numbering for levels 2 to 9.

Delete anything in the ‘Enter formatting for number” box.

If you want to include a previous level’s numbering, then use the ‘Include level number from’ box. If you want punctuation after each level, add it into the ‘Enter formatting for number’ box as you go.

For example, for Level 2, I might want the numbering to be “1.1”. That is, I want the Level 1 number and the Level 2 number. So, from the ‘Include level number from’ box, I choose ‘Level 1’. Then I type a full stop (full point, period, whatever). Then I choose from the ‘Number style for this level’ box.

You have to do each previous level separately. By the time you come to do Level 9, if you want paragraphs numbered 1.1.1.1.1.1.1.1.1, you need to add Level 1, Level 2, Level 3 etc, all the way to Level 8. This can get tedious, but hang in there!

From the Number style for this level list, choose the kind of numbering you want for the current level.

Repeat for each of levels 3 to 9. If you don’t want numbering for a level, leave the ‘Enter formatting for number’ box empty.

The hard way is to set the ‘Aligned at’, ‘Text indent at’ and ‘Add tab stop at’ boxes individually. Just remember that they’re all measured from the left margin.

My finished settings look like Figure 5.

Figure 5: The finished settings in the Modify Multilevel List dialog

OK, OK back to your document.

How to apply the Heading styles to your text

So you have set up your List Style. But we don’t ever use the List Style. Instead, we format paragraphs using the Heading 1, Heading 2 etc paragraph styles. Because you linked the heading paragraph styles to the List Style, the heading styles will now use the numbering you set up in the List Style.

Applying numbering

The conductor doesn’t produce any sound: musicians do that. And you won’t find a part for the conductor in the score.

The list style doesn’t format your text: paragraph styles do that. And you won’t find the list style in the Styles pane.

Apply your paragraph styles to text. We don’t ever actually use the list style.

How to apply Heading 1 style to a paragraph

To apply the numbering to one or more paragraphs in your document:

How to create a lower-level heading (or: how to demote a heading)

Figure 6: Use the Increase Indent button to demote a paragraph (ie indent it to the right)

You can create lower levels of headings by applying the paragraph styles Heading 2, Heading 3 etc. There are lots of ways to apply a paragraph style to your text. Here are three particularly relevant to headings:

How to edit your numbering scheme

Your numbering scheme is stored in your Headings list style. It’s not stored in the individual paragraph styles. Therefore:

Edit the individual paragraph styles if you want to change paragraph settings (eg space before or after) or the font of the text that follows the heading text (eg to make it big or pink or bold). To edit an individual paragraph style, see How to modify styles in Microsoft Word.

Edit the list style if you want to change the numbers, the position between number and text, the size of the number itself and so on. To edit your list style:

Figure 7: Choose the Multilevel list menu

You will see the Headings list style highlighted at the bottom of the menu.

Is all this really necessary? Can’t I just use the List Library?

If using the List Library on the Multilevel List menu (see Figure 2 or Figure 8 ) works for you, then go for it! For quick’n’dirty work, it may be just the thing.

For a corporate template that will be used by hundreds or thousands of users, it’s probably not the best solution. For really big complicated documents, or documents where you have to cut and paste from one document to another a lot, then the List Library may let you down.

For more information, directly from Microsoft’s Word development team, see [NOTE: outdated links removed by Lene Fredborg 29-Dec-2016] The Many Levels of Lists and Multilevel Lists vs List Styles.

Too good to be true?

How To Copy Outline (Headings) Only In Word?

How to copy outline (headings) only in Word?

Normally you can easily view a certain Word document’s outline content by switching to the Outline view. However, it seems not able to copy the outline (headings) only even if you have hidden some levels in Outline view. However, this article will introduce several solutions to copy outline or headings only from a Word document.

Tabbed browsing & editing multiple Word documents as Firefox, Chrome, Internet Explore 10! Copy outline (headings) only by Select All Instances feature

For example there is only one style of headings in your Word document, you can apply the Select All Instances feature to select and copy these headings easily. Please do as follows:

1. Place the cursor at any one of headings you will copy.

3. Then all headings of this style are selected. Press Ctrl + C keys together to copy them.

4. Create a new Word document, and then press Ctrl + V keys at the same time to paste the headings.

Copy outline (headings) only by Send to Microsoft PowerPoint feature

If you want to copy the whole outline (all levels of headings) from a Word document, you can apply the Send to Microsoft PowerPoint feature to achieve it.

5. Now the Outline is displaying on the Navigation Pane. Place cursor at the Navigation Pane, press Ctrl + A keys to select all outline content, and then press Ctrl + C keys to copy them.

6. Shift to Word window. Create a new Word document, and press Ctrl + V keys to paste the Outline content. See screenshot:

Note: This method will copy the outline content as plain text in the new Word document. For copying the outline content with heading styles, please go ahead to next method.

Copy outline (headings) only by Kutools for Word

If you want to not only copy the whole outline content (all headings) but also copy heading styles, I recommend you to apply the Select Heading Paragraphs feature of Kutools for Outlook.

Kutools for Word is a handy add-in to ease your work and enhance your ability of processing word document. Free Trial for 60 days!

2. Now all headings are selected in the document. Please press Ctrl + C keys to copy them.

3. Create a new Word document, and press Ctrl + V keys to paste the outline content.

And now you will see all outline content with original heading styles are copied and pasted completely as below screenshot shown.

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How To Count The Number Of Words In A Cell Or A Range Cells In Excel?

How to count the number of words in a cell or a range cells in Excel?

You can easily count the number of words in MS Word, but Excel doesn’t have a built-in tool for counting the number of words in a worksheet. However, you can count the number of words in Excel with following methods:

Here are two formulas for you to count words in a single cell and in a range cells.

Count words in a single cell

Please enter this formula =IF(LEN(TRIM(A2))=0,0,LEN(TRIM(A2))-LEN(SUBSTITUTE(A2,” “,””))+1) into the Formula Bar, and then press the Enter key.

Note: In the formula, A2 is the cell you will count number of words inside.

You can see the result as below screenshot shown:

Count words in a range of cells with array formula

If you want to count the words in a range of cells, please enter formula =SUM(IF(LEN(TRIM(A2:A3))=0,0,LEN(TRIM(A2:A3))-LEN(SUBSTITUTE(A2:A3,” “,””))+1)) into the formula bar, and then press the Shift + Ctrl + Enter keys simultaneously to get the result. See screenshot:

Note: A2:A3 is the range with words you will count.

Count the number of words with User Defined Functions

Also, you can count the words in a cell with the User Defined Functions, please do as follows:

1. Press Alt + F11 keys together to open the Microsoft Visual Basic for applications window.

VBA code: Count number of words in a cell.

Function intWordCount(rng As Range) As Integer 'Update by Extendoffice 2023/3/7 intWordCount = UBound(Split(Application.WorksheetFunction.Trim(rng.Value), " "), 1) + 1 End Function

2. Press the Alt + Q keys to close the Microsoft Visual Basic for Applications winodw. Select a blank cell in your worksheet, enter formula “=intwordcount(A2)” into the Formula Bar, and then press the Enter key to get the result. See screenshot:

Note: In the formula, A2 is the cell you will count number of words inside.

If you want to count number of words in a certain range, please apply the following method.

Count number of words in specified range with VBA code

The following VBA code can help you quickly count number of words in a specified range.

1. Press Alt + F11 keys together to open the Microsoft Visual Basic for applications window.

VBA code: Count number of words in selected range.

Sub CountWords() Dim xRg As Range Dim xRgEach As Range Dim xAddress As String Dim xRgVal As String Dim xRgNum As Long Dim xNum As Long On Error Resume Next xAddress = ActiveWindow.RangeSelection.Address Set xRg = Application.InputBox("Please select a range:", "Kutools For Excel", xAddress, , , , , 8) If xRg Is Nothing Then Exit Sub Application.ScreenUpdating = False If Application.WorksheetFunction.CountBlank(xRg) = xRg.Count Then MsgBox "Words In Selection Is: 0", vbInformation, "Kutools For Excel" Exit Sub End If For Each xRgEach In xRg xRgVal = xRgEach.Value xRgVal = Application.WorksheetFunction.Trim(xRgVal) xNum = Len(xRgVal) - Len(Replace(xRgVal, " ", "")) + 1 xRgNum = xRgNum + xNum End If Next xRgEach MsgBox "Words In Selection Is: " & Format(xRgNum, "#,##0"), vbOKOnly, "Kutools For Excel" Application.ScreenUpdating = True End Sub

Then another Kutools for Excel dialog box pops up to show you the total number of words in seleted range. See screenshot:

Before applying Kutools for Excel, please download and install it firstly.

2. In the Formulas Helper dialog box, please configure as follows.

In the Choose a formula box, select Count total words;Tips: You can check the Filter box, enter a key word to quickly filter the formula as you need.

In the Range box, specify the cell or range in which you want to count total words;

Then you will get the number of words in a specified cell or range.

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