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Microsoft Word 2003/2004

Outlining: Bullet & Numbering Options

When outlining your document, the outline's hierarchy is separated by levels. You can customize these levels by adding bullets or numbers. Bullets and numbers help the reader find the different sections of the document because the different headings will be signified by a letter, number, or bullet.

Through the Bullets and Numbering dialog box, you can customize the levels of your outline numbered (or bulleted) lists. You can then add bullets or numbers to text that is already typed or text to be typed.

return to topCustomizing the Settings and Levels

If you do not want to use the pre-defined outline settings that are provided in Word, you can create your own. You can customize the levels of both bulleted and numbered outline lists by using the Outline Numbered tab of the Bullets and Numbering dialog box. This dialog box allows you to change the font of your bullets or numbers, move their positions, and adjust numbering styles. 

Customizing Outline Numbered Lists

  1. Place your insertion point within the desired list

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

  3. Select the Outline Numbered tab

  4. Select the desired outline option

  5. Click CUSTOMIZE...
    The Customize Outline Numbered List dialog box appears.
    Customize Outline Numbered List dialog box

  6. From the Level list, select the level you wish to format
    The selected level appears highlighted under Number format and Preview.

  7. To customize your list, refer to the following table:

    To customize...
    Follow these instructions...
    the style
    1. From the Number style pull-down list, select the desired style
    the sequence of the numbers
    1. For a numbered list, in the Start at text box, use the nudge buttons to reach the appropriate number
    the font style
    1. Click FONT...
      The Font dialog box appears.

    2. Under Font, Font style, Size, Font color, and Effects, make the appropriate changes

    3. When satisfied with font changes, click OK

    the number position
    1. For a numbered list, from the Number position pull-down list, select the appropriate option

    2. In the Aligned at text box, type the appropriate alignment measurement

    the text position
    1. In the Text position section, In the Tab space after text box, type the appropriate measurements

    2. In the Indent at text box, type the appropriate measurement


  8. Repeat steps 5-6 for each outline level

  9. When satisfied with your customized outline format, click OK

return to topApplying Outline Numbering to Existing Text

Bulleted or numbered lists can be applied to selected text. To determine what is included in the bulleted or numbered list, select the appropriate text. You will add bullets and numbers using the Bullets and Numbering dialog box. For instruction on the basics of using bulleted or numbered lists, refer to Using Bulleted Lists or Using Numbered Lists.

  1. Select the desired text

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

  3. Select the Outline Numbered tab

  4. Select the desired outline option

  5. OPTIONAL: To customize the outline option you just selected, refer to Customizing Outline Numbered Lists

  6. When satisfied with your outline option, click OK
    Bullets or numbers are applied to your selected text list.

return to topApplying Outline Numbering as You Type

You can can select and customize your outline numbered list prior to typing the list items. For instructions on the basics of using bulleted or numbered lists, refer to Using Bulleted Lists or Using Numbered Lists.

  1. In the Outline view, place the insertion point where you want the list to begin

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

  3. Select the Outline Numbered tab

  4. Select the desired outline option

  5. OPTIONAL: To customize the outline option you just selected, refer to Customizing Outline Numbered Lists

  6. When satisfied with your outline option, click OK

  7. Type the first list item's text
    NOTES:
    Word will automatically number or bullet your headings accordingly.
    To learn how to create headings, refer to Applying a Heading Style as part of Outlining: Using the Outline View.

  8. To move to the next level, press [Tab
    To return to a previous level, press [Shift] + [Tab]
    NOTE: Make sure your insertion point is next to or within text to be moved.

return to topAdding or Deleting Levels

After you have customized and made all of your outline decisions, you may still need to add or delete levels. If you have a customized outline, added levels will automatically follow with the customized format. Your customized outline will automatically adjust with deleted levels as well.

Adding a Level

  1. Place the insertion point in the level above the location where you want to insert a new level

  2. Press [Enter]
    The new level appears with an outline symbol to the left.

Deleting a Level

  1. Select the level you want to delete

  2. Press [Delete]

return to topHelpful Keyboard Shortcuts

Here are some helpful keyboard shortcuts to use when promoting/demoting the different levels and paragraphs of your outline.

Action Key Combination
Advance to next list item [Enter]
Promote a list item [Shift] + [Tab]
OR
[Alt] + [Shift] + [Left Arrow]
Demote a list item [Tab]
OR
[Alt] + [Shift] + [Right Arrow]
Demote to body text Windows: [Ctrl] + [Shift] + [N]
Macintosh: [command] + [Shift] + [N]
Move selected list item up Windows: [Alt] + [Shift] + [Up Arrow]
Macintosh: [control] + [Shift] + [Up Arrow ]
Move selected list item down Windows: [Alt] + [Shift] + [Down Arrow]
Macintosh: [control] + [Shift] + [Down Arrow ]

HINT: To promote/demote levels, click DECREASE INDENTDecrease Indent buttonor INCREASE INDENTIncrease Indent button.

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