Numbering vs. MultiLevel Lists

Whether tis nobler to use Word's Numbering tool when implementing Outline Numbering or the overwhelming  Multilevel Lists?
Well, that depends on what you want to accomplish.
Are you typing a list? Like this?

1. Go to work
2. Pay Bills
3. Go to Dr.
4. Come Home

Or numbering paragraphs in a long document? As seen here

If you're only going to be typing a simple list, then using Word's Number List Option is sufficient.

But of your document requires Outline Numbering you're best bet is to choose the Multilevel List Button.

The Multilevel Option allows you to format all numbering levels.  The Number List Option doesn't.




But there are some glitches that need to be addressed.

First, if there is any existing numbering in your document, remove them all.
Then place your cursor in the first area where your numbering will appear.
Now click on the Multilevel List Button.
Choose your scheme.  If your document is already formatted using Heading Styles then choose a scheme affiliated with Headings.
The moment you click your scheme, the Multilevel List Window will poof, disappear.  This can be disconcerting.   Please tell yourself you didn't do anything wrong.  It's not you.  It's the program.

Your document will also automatically display the scheme to all text in Heading Styles.

Most likely you'll need to tweak the numbering that is displayed to meet your specification.

To do so,
 Make sure your cursor is still blinking at the first occurrence of numbering. In the above screenshot the cursor should be just to the left of the word "Introduction".
Re-click the Multilevel List Button.  Only this time, click on an option that appears all the way on the bottom of the Window.

A new window will appear

Here is where you can fine tune your levels.  Don't forget to click on the More Button

From here you can: 1.  Click on which level to modify, then: 2.  Format the number.  You can add a word in front of the number, like 'Interrogatory', or 'Response' 3.  Decide which numbering style to use, i.e. Roman Numeral, little (i)'s, upper or lower case letters, or numbers 4.  Set the Positioning 5.  Choose what the number should be followed by; a Tab, space or nothing

Don't click OK until all necessary levels have been edited

If however you do need to confirm the way your new settings appear in your document, click OK.

Just make sure that before going back to your new Multilevel list window, your blinking cursor is at the beginning of where numbering first displays.

Good Luck.  Let me know if these instructions worked for you.

Track Changes: Different Colors for Different Authors

Word's Track Changes does seem like it has a mind of its own.  But sometimes there's light at the end of the tunnel.  For instance, there is a way to set a color for each author.

During the pre-ribbon days, you'd click Tools > Options then Track Changes.


In the newer Word version, 2007,2010 and 2013's we now have the Ribbon Interface,
Click on the Review Tab
From the Track Changes Button, click the Bottom Arrow
Then select Change Tracking Options

When the Track Changes Options Window appears...

Click on the down arrow by the Comments Pull down menu

And select, By Author

Going forward,  a unique color will be associated with each authors' edits.

Learn How to use MS Word

Looking to learn an employable skill?  Want to work in a professional environment?  York College, located in Jamaica Queens NY, offers a course on learning how to use....

Microsoft Word for Law Firms

Find out when classes are scheduled by calling: (718) 262-2790, or go on-line.  The course # is 150023.

Using an actual test given by Employment Agencies, you'll learn about how to use Word 2010's new ribbon look. We'll review functions frequently used within law firms, such as

• Headers & Footers
• Page Numbering
• Line Numbering
• Automatic Paragraph Numbering
• How to generate both a Table of Contents & Table of Authorities

and much more.

It's necessary that at least 10 people sign-up, or else the class gets cancelled. So if you're returning to the work force, want to tone up your Word Processing Skills, or just learn the logic behind MS Word, this is the course for you.

Testimonies & Comments from Past Students and Clients

If I've ever tutored any of you or you attended any of the classes I've given at York College, please feel free to post any comments you have on what you learned  I'm trying to get my York Course 'out there', and believe that your testimonies and comments would help me to help others. Thank you.

The Logic Behind Word

This posting can also be entitled

Yes Virginia, there is a Santa Claus

For those who are wrestling with 2003's advanced features, don't be intimidated by the newer interface of later versions of Word.  Sure, the new look can be daunting.  But no matter what, the logic behind formatting a document using MS Word hasn't changed.

I can only imagine some of you are smiling and thinking to yourself, 'Logic? What logic? Microsoft has no logic'.  Ah, but it does.
Determined to keep my job as a legal secretary in a past life, I went on a quest. While it may not have been the same as searching for the meaning of life, I did find the reasoning behind Word's method of formatting documents.  I had to keep an open mind and not get intimidated by the then new buzz words like Styles and Templates.  Like a CSI hunting for answers I worked on one Word document over and over again. until I got the hang of it.  I took the Zen Approach and became 'one with the document'.  I know, I don't have a life.

What I came up with is this:
Think of your Word Document as a Floor Plan.

Each Floor Plan made of of one or more Rooms.
A Word Document is made up of one or more Sections.

Each Room has it's own Decor.
Each Section in a Word document has it's own Page Formatting

Each Room is surrounded by Walls.
Each Section in a Word document is surrounded by Section Breaks

Approaching a Word Document with this mindset saved me plenty of time while attorneys hovered over my shoulder.