Xu Hướng 2/2023 # How To Create Numbered Headings Or Outline Numbering # Top 5 View | Hoisinhvienqnam.edu.vn

Xu Hướng 2/2023 # How To Create Numbered Headings Or Outline Numbering # Top 5 View

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Quick reference to numbering headings and paragraphs in Word

1 Don’t use the pretty numbering or bullet buttons on the toolbar or the ribbon. They look inviting, but they’re not what you need.

2 Don’t use the toolbar numbering or bullet buttons. They’re not what you need either.

3 Apply styles to your headings, preferably Word’s built-in Heading styles.

4 Modify the styles so you can have the font, paragraph and other formatting to suit your needs.

5 Modify the numbering and indenting by modifying the numbering settings of the Heading styles. The styles will manage the numbering and the indents.

Managing numbered headings and outline numbering in anything but the simplest of Microsoft Word documents can easily drive you crazy. You seem to go round and round in circles, and never end up with what you want. And just when you get close, it falls to pieces.

You are not alone!

This page lays out the basics of how to set up outline numbering in Word. For more details, see the links at the bottom of this page.

The key is to use Styles. Since there are good reasons for using Word’s built-in Heading styles, this page concentrates on using those Heading styles.

How to set up numbering depends on which version of Word you have

How you set up numbered headings depends on what version of Word you have.



Five other things to think about

Once you have your numbering set up the way you want it, there are some other things to think about:

Let’s say you just created a paragraph in Heading 1 style. Now, you press Enter to go on to create the next paragraph. What style will that paragraph be in? You can modify a style to stipulate the style Word uses for the following paragraph. So you could set it up so that, when you’re entering text, a Heading 1 will be followed by a Heading 2. And, you could set it up so that a paragraph in Heading 2 will be followed by a paragraph in style Body Text.

If you need to update the styles in your document from its template, see How to safely update a document’s styles from its template without using the Organizer at the MS Word MVP FAQ site.

Why go to all this bother?

Too good to be true?

Grateful acknowledgement

Almost everything I learned about Word’s numbering I learned from the Word newsgroups (especially the Microsoft Word Numbering newsgroup) and from the MS Word MVP FAQ site. The contributions of John McGhie (especially his article about Word’s Numbering Explained on the MS Word MVP FAQ site) and Dave Rado are significant. The current page represents a mere summary and application of some of that work.

How To Create Multilevel Numbered Headings In Word 2022

Zinkevych, Getty Images/iStockphoto

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 2016 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 2016 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

I answer readers’ questions when I can, but there’s no guarantee. Don’t send files unless requested; initial requests for help that arrive with attached files will be deleted unread. You can send screenshots of your data to help clarify your question. When contacting me, be as specific as possible. For example, “Please troubleshoot my workbook and fix what’s wrong” probably won’t get a response, but “Can you tell me why this formula isn’t returning the expected results?” might. Please mention the app and version that you’re using. I’m not reimbursed by TechRepublic for my time or expertise when helping readers, nor do I ask for a fee from readers I help. You can contact me at susansalesharkins@gmail.com.

Also see:

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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Word: Change Caption Numbering From Sequential To Chapter Numbering

March 31, 2014


You have a Word document that uses outline numbering for each chapter/section heading (e.g. 1.1, 1.2, 2.4.3 etc.).

You have table and figure captions in this document that are numbered in two long sequences – one for tables, one for figures (e.g. Table 1 through 53; Figure 1 through 26).

You want to convert the caption number sequences from a single number sequence to a separate sequence in each chapter/section (e.g. Table 3.2 for the second table in chapter 3).

You want to do this because your document is long and readers can’t easily find the tables/figures they want as numbers like Table 34 are meaningless unless you find the table captions before/after ‘Table 34’. By changing the numbering sequence to include the chapter numbers, your readers will have guideposts to aid their search – if they are in Section 5, they will know that Table 3.2 is back in Section 3 and is the second table in that section.

Ultimately, you want to help your readers find the information they want as quickly as possible.


This set of steps ONLY works if you use automated outline numbering for your heading styles. This post does not describe how to set that up (instead see the links in this post: https://cybertext.wordpress.com/2008/09/23/word-2007-outline-numbering/).


There are three main steps in this procedure – updating the table and figure caption numbering, then updating any cross-references that refer to these tables (including any List of Tables of List of Figures you’ve inserted).

Step 1: Update the caption numbering for tables

Place your cursor in front of ANY automated caption number for ANY table.

Change the Label to Table.

Select the Include Chapter Numbering check box.

Optional: Change the Separator. It’s unlikely you’ll need to change the Format or the Style, so leave those as they are.

Step 2: Update the caption numbering for figures

Place your cursor in front of ANY automated caption number for ANY figure.

Change the Label to Figure.

Select the Include Chapter Numbering check box.

Optional: Change the Separator. It’s unlikely you’ll need to change the Format or the Style, so leave those as they are.

Step 3: Update all the cross-references to the figures and tables throughout the document

Press Ctrl+A to select the entire document.

When finished, all your cross-references should now reflect the new numbering sequences. NOTE: Sometimes you have to repeat these steps and update a second time to get them to all update correctly.

See also:

[Links last checked March 2014]

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