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Microsoft Word 2003/2004

Using Numbered Lists

With Word, you can make bulleted lists, numbered lists, or outlines. You can create numbered lists using the Formatting toolbar, the Bullets and Numbering dialog box, or AutoFormatting. For information on bulleted lists, refer to Using Bulleted Lists.

return to topUsing the Formatting Toolbar

  1. This is an example of a numbered list

  2. When the text wraps, it does not wrap all the way to the number, but only to where the first line of text began

  3. The NUMBERING button acts like a toggle switch. Clicking once turns it on; clicking a second time turns it off

  4. To change the numbering style or the indents, use the dialog box option


Applying Numbering as You Type

When you are ready to add numbered text to your document, use the following steps:

Windows:

  1. Place the insertion point where you want the numbering to begin

  2. From the Formatting toolbar, click NUMBERINGNumbering button
    NOTE: Word inserts the first number and moves the insertion point a quarter inch to the right, where you can begin typing text.

  3. Type the desired text
    If the text wraps, Word maintains the quarter-inch indent.

  4. Press [Enter]
    Another number appears.

  5. Repeat steps 3 and 4 as necessary

  6. When finished typing the last line of numbered text, press [Enter]
    The insertion point should appear on a blank numbered line.

  7. To end the numbered list, on the Formatting toolbar, click NUMBERINGNumbering button
    OR
    To end the numbered list, press [Enter]

Macintosh:

  1. Place the insertion point where you want the numbering to begin

  2. From the Formatting Palette, select Bullets and Numbering
    NOTE: The arrow in the section points down when it is visible.

  3. Click NUMBERINGNumbering button
    NOTE: Word inserts the first number and moves the insertion point a quarter inch to the right, where you can begin typing text.

  4. Type the desired text
    If the text wraps, Word maintains the quarter-inch indent.

  5. Press [return]
    Another number appears.

  6. Repeat steps 4 and 5 as necessary

  7. When finished typing the last line of numbered text, press [return]
    The insertion point should appear on a blank numbered line.

  8. To end the numbered list, on the Formatting Palette, from the Bullets and Numbering section, click NUMBERINGNumbering button
    OR
    To end the numbered list, press [return]

Applying Numbering to Existing Text

  1. Select the text to be numbered

  2. Windows: On the Formatting toolbar, click NUMBERINGNumbering button
    Macintosh: On the Formatting Palette, from the Bullets and Numbering section, click NUMBERINGNumbering button
    The selected text is numbered.

To remove numbering:

  1. Select the numbered text

  2. Windows: On the Formatting toolbar, click NUMBERINGNumbering button
    Macintosh: On the Formatting Palette, from the Bullets and Numbering section, click NUMBERINGNumbering button
    The numbering is removed.

return to topUsing the Bullets and Numbering Dialog Box

The Bullets and Numbering dialog box can be used to add or remove bullets and numbers, just as the Formatting buttons can. However, the dialog box gives you many more options in modifying numbers and the spacing around numbers. Also, the Bullets and Numbering dialog box gives you the option to customize your numbering. For instructions, refer to Customizing Bulleted and Numbered Lists.
Bullets and Numbering dialog box

The following sections require you to access the Bullets and Numbering dialog box from the Format menu; however, you can also access the Bullets and Numbering dialog box by accessing the Quick menu.

To access the dialog box through the Quick menu:

  1. Windows: Right click the area that has or will have numbering » select Bullets and Numbering...
    Macintosh: Press [control] + click the area that has or will have numbering » select Bullets and Numbering...
    The Bullets and Numbering dialog box appears.

Applying Numbering as You Type

  1. This is an example of a numbered text

  2. When the text wraps, it does not wrap all the way to the number, but only to where the first line of text began

  1. Place the insertion point where you want the numbers to begin

  2. From the Format menu, select Bullets and Numbering...
    The Bullets and Numbering dialog box appears.

  3. Select the Numbered tab

  4. Select the desired numbering style

  5. Click OK

  6. Type the desired text
    If the text wraps, Word maintains the quarter-inch indent.

  7. Windows: Press [Enter]
    Macintosh: Press [return]
    Another number appears.

  8. Repeat steps 6 and 7 as necessary

  9. Windows: When finished typing the last line of numbered text, press [Enter]
    Macintosh: When finished typing the last line of numbered text, press [return]
    The insertion point should appear on a blank numbered line.

  10. To end the numbered list, from the Format menu, select Bullets and Numbering...
    The Bullets and Numbering dialog box appears.

  11. Select the Numbered tab

  12. Click NONE

  13. Click OK

Applying Numbering to Existing Text

  1. Select the text to be numbered

  2. From the Format menu, select Bullets and Numbering...
    The Bullets and Numbering dialog box appears.

  3. Select the Numbered tab

  4. Select the desired numbering style

  5. Click OK
    The selected text is numbered.

To remove numbering:

  1. Select the numbered text

  2. From the Format menu, select Bullets and Numbering...
    The Bullets and Numbering dialog box appears.

  3. Select the Numbered tab

  4. Click NONE

  5. Click OK
    The numbering is removed.

return to topUsing AutoFormatting

Numbered lists can be created automatically as you type if you have those options selected in the AutoCorrect dialog box. If you have created a specific number style, you may want to turn this option off. For more information, refer to AutoCorrect: Automatic Formatting.

 

return to topWorking with Formatted Numbers

The paragraph character ¶ influences the formatting of the numbering of a list item. If one or more numbers is formatted (e.g., boldfaced, italicized, colored), the paragraph character was included when the formatting was applied.

Example of a formatted (bold and red) numbered

To remove the formatting from the number only:

  1. On the Standard toolbar, click SHOW/HIDEShow/Hide button
    The non-printing symbols are displayed.
    Example of the paragraph symbols shown in formatted numbered list

  2. Select the paragraph symbol for the list item with the formatted number

  3. Windows: Using the Formatting toolbar buttons, remove the formatting
    Macintosh: Using the Formatting Palette, remove the formatting

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