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.

Using the Formatting Toolbar
Using the Bullets and Numbering Dialog Box
Using AutoFormatting
Working with Formatted Numbers

Using the Formatting Toolbar

This is an example of a numbered list
When the text wraps, it does not wrap all the way to the number, but only to where the first line of text began
The NUMBERING button acts like a toggle switch. Clicking once turns it on; clicking a second time turns it off
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:

Place the insertion point where you want the numbering to begin
From the Formatting toolbar, click NUMBERING
NOTE: Word inserts the first number and moves the insertion point a quarter inch to the right, where you can begin typing text.
Type the desired text
If the text wraps, Word maintains the quarter-inch indent.
Press [Enter]
Another number appears.
Repeat steps 3 and 4 as necessary
When finished typing the last line of numbered text, press [Enter]
The insertion point should appear on a blank numbered line.
To end the numbered list, on the Formatting toolbar, click NUMBERING
OR
To end the numbered list, press [Enter]

Macintosh:

Place the insertion point where you want the numbering to begin
From the Formatting Palette, select Bullets and Numbering
NOTE: The arrow in the section points down when it is visible.
Click NUMBERING
NOTE: Word inserts the first number and moves the insertion point a quarter inch to the right, where you can begin typing text.
Type the desired text
If the text wraps, Word maintains the quarter-inch indent.
Press [return]
Another number appears.
Repeat steps 4 and 5 as necessary
When finished typing the last line of numbered text, press [return]
The insertion point should appear on a blank numbered line.
To end the numbered list, on the Formatting Palette, from the Bullets and Numbering section, click NUMBERING
OR
To end the numbered list, press [return]

Applying Numbering to Existing Text

Select the text to be numbered
Windows: On the Formatting toolbar, click NUMBERING
Macintosh: On the Formatting Palette, from the Bullets and Numbering section, click NUMBERING
The selected text is numbered.

To remove numbering:

Select the numbered text
Windows: On the Formatting toolbar, click NUMBERING
Macintosh: On the Formatting Palette, from the Bullets and Numbering section, click NUMBERING
The numbering is removed.

Using 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:

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

This is an example of a numbered text
When the text wraps, it does not wrap all the way to the number, but only to where the first line of text began

Place the insertion point where you want the numbers to begin
From the Format menu, select Bullets and Numbering...
The Bullets and Numbering dialog box appears.
Select the Numbered tab
Select the desired numbering style
Click OK
Type the desired text
If the text wraps, Word maintains the quarter-inch indent.
Windows: Press [Enter]
Macintosh: Press [return]
Another number appears.
Repeat steps 6 and 7 as necessary
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.
To end the numbered list, from the Format menu, select Bullets and Numbering...
The Bullets and Numbering dialog box appears.
Select the Numbered tab
Click NONE
Click OK

Applying Numbering to Existing Text

Select the text to be numbered
From the Format menu, select Bullets and Numbering...
The Bullets and Numbering dialog box appears.
Select the Numbered tab
Select the desired numbering style
Click OK
The selected text is numbered.

To remove numbering:

Select the numbered text
From the Format menu, select Bullets and Numbering...
The Bullets and Numbering dialog box appears.
Select the Numbered tab
Click NONE
Click OK
The numbering is removed.

Using 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.

Working 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:

On the Standard toolbar, click SHOW/HIDE
The non-printing symbols are displayed.
Select the paragraph symbol for the list item with the formatted number
Windows: Using the Formatting toolbar buttons, remove the formatting
Macintosh: Using the Formatting Palette, remove the formatting