complicated list numbering

[grammatim]

I'm editing a linguistics article. Examples in linguistics are
numbered sequentially through an article, and the built-in style "List
Number" works fine for that.

But sometimes a linguistics example has subparts that are lettered,
and I need to be able to insert cross-references to the subparts into
the text.

<Example>

(1) <tab> asdfasdfasdfasdfasdfasdfasdf

(2) <tab> opwjertojqero[tijao[ijwert

(3) <tab> a. <tab> opkn0pinipnqedfqwefqwe

<tab> b. <tab> ppkn0pinipnqedfqwefqwe

(4) <tab> ppqnergipnqerbaoijbgjk

Paragraph of discussion, which points out that (3a) is like (2) but
(3b) resembles (4).

</Example>

So, is there a way in Word2003 to continue the main list numbering
into an occasional example with subparts, and then to refer to the
subpart including the main number -- even if the main number doesn't
appear in the second subpart line? (Presumably this uses the "with
context" feature of cross-referencing.)

Thanks, all!

 

[Stefan Blom]

You'll have to set up numbering as an outline-numbered list (see
http://www.shaunakelly.com/word/numbering/OutlineNumbering.html). The example
uses heading styles, but since this is not heading numbering, you should use
the List Number series (List Number, which you are already using, List Number
2, etc.).

When numbering is correctly set up and applied to text, insert LISTNUM
fields (via Insert | Field) for the "inline" numbering.

You can then use the Cross-reference dialog to insert cross-references to
paragraph and/or LISTNUM numbers. To always include higher levels in a
cross-reference, use the "Paragraph number (full context)" option for "Insert
reference to" in the dialog box.

 

[grammatim]

Thank you -- I'll try that.

It was a lot easier to use Fields _before_ Word2003 (and there was
even documentation for them, albeit hidden in an Appendix to the
manual -- nowadays, I haven't come across an aftermarket book that
even mentions their existence, and the way I discovered they were
still there was by opening an old file that had an Overstrike
diacritic in it, and seeing how it now looked).

You'll have to set up numbering as an outline-numbered list (seehttp://www.shaunakelly.com/word/numbering/OutlineNumbering.html). The example
uses heading styles, but since this is not heading numbering, you should use
the List Number series (List Number, which you are already using, List Number
2, etc.).

When numbering is correctly set up and applied to text, insert LISTNUM
fields (via Insert | Field) for the "inline" numbering.

You can then use the Cross-reference dialog to insert cross-references to
paragraph and/or LISTNUM numbers. To always include higher levels in a
cross-reference, use the "Paragraph number (full context)" option for "Insert
reference to" in the dialog box.

--
Stefan Blom
Microsoft Word MVP

I'm editing a linguistics article. Examples in linguistics are
numbered sequentially through an article, and the built-in style "List
Number" works fine for that.

But sometimes a linguistics example has subparts that are lettered,
and I need to be able to insert cross-references to the subparts into
the text.

(1) <tab> asdfasdfasdfasdfasdfasdfasdf

(2) <tab> opwjertojqero[tijao[ijwert

(3) <tab> a. <tab> opkn0pinipnqedfqwefqwe

<tab> b. <tab> ppkn0pinipnqedfqwefqwe

(4) <tab> ppqnergipnqerbaoijbgjk

Paragraph of discussion, which points out that (3a) is like (2) but
(3b) resembles (4).

So, is there a way in Word2003 to continue the main list numbering
into an occasional example with subparts, and then to refer to the
subpart including the main number -- even if the main number doesn't
appear in the second subpart line? (Presumably this uses the "with
context" feature of cross-referencing.)

Thanks, all!-

 

[grammatim]

Ok, I've gotten partway there. I Reset all my Outline Numbering panels
and followed the instructions for setting up my Level 1 and Level 2
styles.

The first problem I found was that Level 2 wouldn't increment the
Level 1 number (so that I got (27) (28) (28)a. instead of (27)
(28) (29)a. ) (If I do the first line as a Level 1 and simply
type "a." after it, it looks fine but I can't do a cross-reference to
(28a).)

The second problem is that I can't get a tab between (29) and b. : if
I type ^t in the Number format box, it shows ^t ; if I type Ctrl-tab
to put a tab there, it ignores it. This is so the b. will align with
the a. above it; I presumably have to mark each Level 1 number as
Hidden separately, as there doesn't seem to be a way to assign Font
characteristics to just part of a Number format.

The third problem is that it formats the cross-reference as (29)-->b
(i.e., NOW the tab shows up!!) but it needs to be (29b) .

You'll have to set up numbering as an outline-numbered list (seehttp://www.shaunakelly.com/word/numbering/OutlineNumbering.html). The example
uses heading styles, but since this is not heading numbering, you should use
the List Number series (List Number, which you are already using, List Number
2, etc.).

When numbering is correctly set up and applied to text, insert LISTNUM
fields (via Insert | Field) for the "inline" numbering.

You can then use the Cross-reference dialog to insert cross-references to
paragraph and/or LISTNUM numbers. To always include higher levels in a
cross-reference, use the "Paragraph number (full context)" option for "Insert
reference to" in the dialog box.

I'm editing a linguistics article. Examples in linguistics are
numbered sequentially through an article, and the built-in style "List
Number" works fine for that.

But sometimes a linguistics example has subparts that are lettered,
and I need to be able to insert cross-references to the subparts into
the text.

(1) <tab> asdfasdfasdfasdfasdfasdfasdf

(2) <tab> opwjertojqero[tijao[ijwert

(3) <tab> a. <tab> opkn0pinipnqedfqwefqwe

<tab> b. <tab> ppkn0pinipnqedfqwefqwe

(4) <tab> ppqnergipnqerbaoijbgjk

Paragraph of discussion, which points out that (3a) is like (2) but
(3b) resembles (4).

So, is there a way in Word2003 to continue the main list numbering
into an occasional example with subparts, and then to refer to the
subpart including the main number -- even if the main number doesn't
appear in the second subpart line? (Presumably this uses the "with
context" feature of cross-referencing.)

Thanks, all!-

 

[Stefan Blom]

Ok, I've gotten partway there. I Reset all my Outline Numbering panels
and followed the instructions for setting up my Level 1 and Level 2
styles.

The first problem I found was that Level 2 wouldn't increment the
Level 1 number (so that I got (27) (28) (28)a. instead of (27)
(28) (29)a. ) (If I do the first line as a Level 1 and simply
type "a." after it, it looks fine but I can't do a cross-reference to
(28a).)

To increment level 1, just press Enter to add a new paragraph in the
corresponding style. Or, to do so *within* a paragraph, insert a LISTNUM
field for level 1. Note that you can duplicate an existing LISTNUM field by
using copy and paste. And you can change the numbering level for a LISTNUM
field by right-clicking and then choosing Increase Indent / Decrease Indent
from the context menu.

The second problem is that I can't get a tab between (29) and b. : if
I type ^t in the Number format box, it shows ^t ; if I type Ctrl-tab
to put a tab there, it ignores it. This is so the b. will align with
the a. above it; I presumably have to mark each Level 1 number as
Hidden separately, as there doesn't seem to be a way to assign Font
characteristics to just part of a Number format.

As you set up the numbering, in the Multilevel List dialog box, click the
More button to see all options. By default, the "Follow number with" option
is set to "Tab character," but note that you may have to adjust the tab stop
position for the first level: Click the "Add tab stop at" option and specify
the desired value. (If you need additional tab characters in the text, just
add tab stops to the horizontal ruler and insert then insert tabs by pressing
CTRL+TAB directly in the text.)

In a paragraph that does not include the first level, such as "b" in this
example from your first message:

make sure to specify the desired left indent for text instead of adding a
tab character.

The third problem is that it formats the cross-reference as (29)-->b
(i.e., NOW the tab shows up!!) but it needs to be (29b) .

See if this problem goes away once you have defined the tab stops
appropriately, as described above. If not, post back.

--
Stefan Blom
Microsoft Word MVP

You'll have to set up numbering as an outline-numbered list (seehttp://www.shaunakelly.com/word/numbering/OutlineNumbering.html). The example
uses heading styles, but since this is not heading numbering, you should use
the List Number series (List Number, which you are already using, List Number
2, etc.).

When numbering is correctly set up and applied to text, insert LISTNUM
fields (via Insert | Field) for the "inline" numbering.

You can then use the Cross-reference dialog to insert cross-references to
paragraph and/or LISTNUM numbers. To always include higher levels in a
cross-reference, use the "Paragraph number (full context)" option for "Insert
reference to" in the dialog box.

I'm editing a linguistics article. Examples in linguistics are
numbered sequentially through an article, and the built-in style "List
Number" works fine for that.

But sometimes a linguistics example has subparts that are lettered,
and I need to be able to insert cross-references to the subparts into
the text.

(1) <tab> asdfasdfasdfasdfasdfasdfasdf

(2) <tab> opwjertojqero[tijao[ijwert

(3) <tab> a. <tab> opkn0pinipnqedfqwefqwe

<tab> b. <tab> ppkn0pinipnqedfqwefqwe

(4) <tab> ppqnergipnqerbaoijbgjk

Paragraph of discussion, which points out that (3a) is like (2) but
(3b) resembles (4).

So, is there a way in Word2003 to continue the main list numbering
into an occasional example with subparts, and then to refer to the
subpart including the main number -- even if the main number doesn't
appear in the second subpart line? (Presumably this uses the "with
context" feature of cross-referencing.)

Thanks, all!-

 

[grammatim]

To increment level 1, just press Enter to add a new paragraph in the
corresponding style.

(Linguistics examples don't occur all together, but are interspersed
between Normal paragraphs, so my list numbering is done by paragraph
styles; I followed all the instructions in the Shauna Kelly FAQ you
sent me to.)

Or, to do so *within* a paragraph, insert a LISTNUM
field for level 1. Note that you can duplicate an existing LISTNUM field by
using copy and paste. And you can change the numbering level for a LISTNUM
field by right-clicking and then choosing Increase Indent / Decrease Indent
from the context menu.

Where do you want the LISTNUM field to go? Can it be inserted into the
"Number format" box in the "Customize Outline Numbered List"?

When I put it into the actual example paragraph, it shows the correct
number. But I don't want to have to try to do that manually for every
example with subparts! I want to do it with Styles, because the next
chapter in the book has more than 400 examples, almost all of them
with subparts.

As you set up the numbering, in the Multilevel List dialog box, click the
More button to see all options. By default, the "Follow number with" option
is set to "Tab character," but note that you may have to adjust the tab stop
position for the first level: Click the "Add tab stop at" option and specify
the desired value. (If you need additional tab characters in the text, just
add tab stops to the horizontal ruler and insert then insert tabs by pressing
CTRL+TAB directly in the text.)

I had done all that. (Except the last bit; I can't place the cursor
within the unit " (29)b. "; clicking or arrowing onto it merely
highlights the whole thing in gray, then black.

In a paragraph that does not include the first level, such as "b" in this
example from your first message:


make sure to specify the desired left indent for text instead of adding a
tab character.

If I insert LISTNUM manually, there's no problem. But the cross-
reference machine won't know that the a. and b. etc. are part of a
hierarchy, so it won't grab the LISTNUM

I also tried making a. and b. a Level 2 without specifying any Level
1, and that worked -- except that I can't position the cursor to the
left of the indented a. to insert a LISTNUM. The actual example should
look almost as follows -- note that the (29) must be on the same line
as the a. , but the (29) must _not_ appear on the b. line. (And I
can't select the second (29) to mark it as Hidden or White.)

(29) a. Plaut. Cas. 642: pectus, auris, caput, teque di perduint!
'may the gods ruin your breast, your ears, your head, and you!'
(29) b. Plaut. Capt. 551: proin tu ab istoc procul recedas
'so stay far away from this man'

See if this problem goes away once you have defined the tab stops
appropriately, as described above. If not, post back.

The tab stops are defined appropriately. It doesn't recognize the
existence of a tab character between the (29) and the b. Nonetheless,
when I copy-paste the example into this message, it knows it's there.

And anyway, how would it know to delete the period and move the b
inside the parentheses?

You'll have to set up numbering as an outline-numbered list (seehttp://www.shaunakelly.com/word/numbering/OutlineNumbering.html). The example
uses heading styles, but since this is not heading numbering, you should use
the List Number series (List Number, which you are already using, List Number
2, etc.).
When numbering is correctly set up and applied to text, insert LISTNUM
fields (via Insert | Field) for the "inline" numbering.
You can then use the Cross-reference dialog to insert cross-references to
paragraph and/or LISTNUM numbers. To always include higher levels in a
cross-reference, use the "Paragraph number (full context)" option for "Insert
reference to" in the dialog box.
:
I'm editing a linguistics article. Examples in linguistics are
numbered sequentially through an article, and the built-in style "List
Number" works fine for that.
But sometimes a linguistics example has subparts that are lettered,
and I need to be able to insert cross-references to the subparts into
the text.
<Example>
(1) <tab> asdfasdfasdfasdfasdfasdfasdf
(2) <tab> opwjertojqero[tijao[ijwert
(3) <tab> a. <tab> opkn0pinipnqedfqwefqwe
<tab> b. <tab> ppkn0pinipnqedfqwefqwe
(4) <tab> ppqnergipnqerbaoijbgjk
Paragraph of discussion, which points out that (3a) is like (2) but
(3b) resembles (4).
</Example>
So, is there a way in Word2003 to continue the main list numbering
into an occasional example with subparts, and then to refer to the
subpart including the main number -- even if the main number doesn't
appear in the second subpart line? (Presumably this uses the "with
context" feature of cross-referencing.)
Thanks, all!-- Hide quoted text -

- Show quoted text -

 

[Stefan Blom]

in message

(Linguistics examples don't occur all together, but are interspersed
between Normal paragraphs, so my list numbering is done by paragraph
styles; I followed all the instructions in the Shauna Kelly FAQ you
sent me to.)


Where do you want the LISTNUM field to go? Can it be inserted into the
"Number format" box in the "Customize Outline Numbered List"?

When I put it into the actual example paragraph, it shows the correct
number. But I don't want to have to try to do that manually for every
example with subparts! I want to do it with Styles, because the next
chapter in the book has more than 400 examples, almost all of them
with subparts.

No, there is no way in Word to include fields with a style definition. What
you can do is create an AutoText entry to insert the field (which would be
slightly easier than using copy and paste, since you can assign keyboard
shortcuts to AutoTexts).

I had done all that. (Except the last bit; I can't place the cursor
within the unit " (29)b. "; clicking or arrowing onto it merely
highlights the whole thing in gray, then black.

This is to be expected; you cannot insert tab characters within
cross-references, if that's what you are trying to do, but you can insert
them in the text.

If I insert LISTNUM manually, there's no problem. But the cross-
reference machine won't know that the a. and b. etc. are part of a
hierarchy, so it won't grab the LISTNUM

Did you make sure to set up numbering as an outline-numbered list? Then, the
numbering at level 2 ("a." and "b." etc.), no matter if it comes from a
LISTNUM field or from a numbered paragraph, will show up in the
Cross-reference dialog box. Click Insert | Reference | Cross-reference. For
"Reference type," choose "Numbered item." For "Insert reference to," choose
"Paragraph number (full context)."

I also tried making a. and b. a Level 2 without specifying any Level
1, and that worked -- except that I can't position the cursor to the
left of the indented a. to insert a LISTNUM. The actual example should
look almost as follows -- note that the (29) must be on the same line
as the a. , but the (29) must _not_ appear on the b. line. (And I
can't select the second (29) to mark it as Hidden or White.)

(29) a. Plaut. Cas. 642: pectus, auris, caput, teque di perduint!
'may the gods ruin your breast, your ears, your head, and you!'
(29) b. Plaut. Capt. 551: proin tu ab istoc procul recedas
'so stay far away from this man'



The tab stops are defined appropriately. It doesn't recognize the
existence of a tab character between the (29) and the b. Nonetheless,
when I copy-paste the example into this message, it knows it's there.

And anyway, how would it know to delete the period and move the b
inside the parentheses?

This is very difficult to trouble-shoot from a distance, obviously. If you
want to, I could take a look at the file (or a smaller, representative part
of it). You can send it (e-mail address removed).

--
Stefan Blom
Microsoft Word MVP

You'll have to set up numbering as an outline-numbered list
(seehttp://www.shaunakelly.com/word/numbering/OutlineNumbering.html).
The example
uses heading styles, but since this is not heading numbering, you
should use
the List Number series (List Number, which you are already using,
List Number
2, etc.).

When numbering is correctly set up and applied to text, insert
LISTNUM
fields (via Insert | Field) for the "inline" numbering.

You can then use the Cross-reference dialog to insert
cross-references to
paragraph and/or LISTNUM numbers. To always include higher levels in
a
cross-reference, use the "Paragraph number (full context)" option for
"Insert
reference to" in the dialog box.

:
I'm editing a linguistics article. Examples in linguistics are
numbered sequentially through an article, and the built-in style
"List
Number" works fine for that.

But sometimes a linguistics example has subparts that are lettered,
and I need to be able to insert cross-references to the subparts
into
the text.

(1) <tab> asdfasdfasdfasdfasdfasdfasdf

(2) <tab> opwjertojqero[tijao[ijwert

(3) <tab> a. <tab> opkn0pinipnqedfqwefqwe

<tab> b. <tab> ppkn0pinipnqedfqwefqwe

(4) <tab> ppqnergipnqerbaoijbgjk

Paragraph of discussion, which points out that (3a) is like (2) but
(3b) resembles (4).

So, is there a way in Word2003 to continue the main list numbering
into an occasional example with subparts, and then to refer to the
subpart including the main number -- even if the main number
doesn't
appear in the second subpart line? (Presumably this uses the "with
context" feature of cross-referencing.)

Thanks, all!-- Hide quoted text -

- Show quoted text -

 

[grammatim]

in message










No, there is no way in Word to include fields with a style definition. What
you can do is create an AutoText entry to insert the field (which would be
slightly easier than using copy and paste, since you can assign keyboard
shortcuts to AutoTexts).







This is to be expected; you cannot insert tab characters within
cross-references, if that's what you are trying to do, but you can insert
them in the text.

The tab character was theoretically already there inside the (29)b.
(and it really was there, as shown when I copy-pasted it into the
message), but it did not interact with the tab markers on the
paragraph. The reason for selecting a part of the number was to mark
the (29) as hidden (or white) so that only the b. showed on the line.

Did you make sure to set up numbering as an outline-numberedlist? Then, the
numbering at level 2 ("a." and "b." etc.), no matter if it comes from a
LISTNUM field or from a numbered paragraph, will show up in the
Cross-reference dialog box. Click Insert | Reference | Cross-reference. For
"Reference type," choose "Numbered item." For "Insert reference to," choose
"Paragraph number (full context)."

Yes; I followed all the instructions in the Shauna Kelly article.

This is very difficult to trouble-shoot from a distance, obviously. If you
want to, I could take a look at the file (or a smaller, representative part
of it). You can send it (e-mail address removed).

Thank you. I'll send everything up to ex. 32 so you can be sure the
numbering continues properly after the problem point. There are only
two exampes with a's & b's in this chapter, but as I said, hundreds in
the next one.

(Because I needed to get a pdf to the author, I've simply typed the
a's and b's by hand and typed the references to them that occur
immediately after.)

--
Stefan Blom
Microsoft Word MVP

You'll have to set up numbering as an outline-numberedlist
(seehttp://www.shaunakelly.com/word/numbering/OutlineNumbering.html).
The example
uses heading styles, but since this is not heading numbering, you
should use
theListNumber series (ListNumber, which you are already using,
ListNumber
2, etc.).
When numbering is correctly set up and applied to text, insert
LISTNUM
fields (via Insert | Field) for the "inline" numbering.
You can then use the Cross-reference dialog to insert
cross-references to
paragraph and/or LISTNUM numbers. To always include higher levels in
a
cross-reference, use the "Paragraph number (full context)" option for
"Insert
reference to" in the dialog box.
:
I'm editing a linguistics article. Examples in linguistics are
numbered sequentially through an article, and the built-in style
"List
Number" works fine for that.
But sometimes a linguistics example has subparts that are lettered,
and I need to be able to insert cross-references to the subparts
into
the text.
<Example>
(1) <tab> asdfasdfasdfasdfasdfasdfasdf
(2) <tab> opwjertojqero[tijao[ijwert
(3) <tab> a. <tab> opkn0pinipnqedfqwefqwe
<tab> b. <tab> ppkn0pinipnqedfqwefqwe
(4) <tab> ppqnergipnqerbaoijbgjk
Paragraph of discussion, which points out that (3a) is like (2) but
(3b) resembles (4).
</Example>
So, is there a way in Word2003 to continue the mainlistnumbering
into an occasional example with subparts, and then to refer to the
subpart including the main number -- even if the main number
doesn't
appear in the second subpart line? (Presumably this uses the "with
context" feature of cross-referencing.)
Thanks, all!

 

[Stefan Blom]

Follow-up: I received a file and then created a multilevel (outline-numbered)
list with level 1 set up as "(1)" and with level 2 set up as "a." More
suggestions regarding indentation was made today, sent by email to the OP.

--
Stefan Blom
Microsoft Word MVP

in message













No, there is no way in Word to include fields with a style definition. What
you can do is create an AutoText entry to insert the field (which would be
slightly easier than using copy and paste, since you can assign keyboard
shortcuts to AutoTexts).








This is to be expected; you cannot insert tab characters within
cross-references, if that's what you are trying to do, but you can insert
them in the text.

The tab character was theoretically already there inside the (29)b.
(and it really was there, as shown when I copy-pasted it into the
message), but it did not interact with the tab markers on the
paragraph. The reason for selecting a part of the number was to mark
the (29) as hidden (or white) so that only the b. showed on the line.

Did you make sure to set up numbering as an outline-numberedlist? Then, the
numbering at level 2 ("a." and "b." etc.), no matter if it comes from a
LISTNUM field or from a numbered paragraph, will show up in the
Cross-reference dialog box. Click Insert | Reference | Cross-reference. For
"Reference type," choose "Numbered item." For "Insert reference to," choose
"Paragraph number (full context)."

Yes; I followed all the instructions in the Shauna Kelly article.

This is very difficult to trouble-shoot from a distance, obviously. If you
want to, I could take a look at the file (or a smaller, representative part
of it). You can send it (e-mail address removed).

Thank you. I'll send everything up to ex. 32 so you can be sure the
numbering continues properly after the problem point. There are only
two exampes with a's & b's in this chapter, but as I said, hundreds in
the next one.

(Because I needed to get a pdf to the author, I've simply typed the
a's and b's by hand and typed the references to them that occur
immediately after.)

--
Stefan Blom
Microsoft Word MVP

You'll have to set up numbering as an outline-numberedlist
(seehttp://www.shaunakelly.com/word/numbering/OutlineNumbering.html).
The example
uses heading styles, but since this is not heading numbering, you
should use
theListNumber series (ListNumber, which you are already using,
ListNumber
2, etc.).

When numbering is correctly set up and applied to text, insert
LISTNUM
fields (via Insert | Field) for the "inline" numbering.

You can then use the Cross-reference dialog to insert
cross-references to
paragraph and/or LISTNUM numbers. To always include higher levels in
a
cross-reference, use the "Paragraph number (full context)" option for
"Insert
reference to" in the dialog box.

:
I'm editing a linguistics article. Examples in linguistics are
numbered sequentially through an article, and the built-in style
"List
Number" works fine for that.

But sometimes a linguistics example has subparts that are lettered,
and I need to be able to insert cross-references to the subparts
into
the text.

(1) <tab> asdfasdfasdfasdfasdfasdfasdf

(2) <tab> opwjertojqero[tijao[ijwert

(3) <tab> a. <tab> opkn0pinipnqedfqwefqwe

<tab> b. <tab> ppkn0pinipnqedfqwefqwe

(4) <tab> ppqnergipnqerbaoijbgjk

Paragraph of discussion, which points out that (3a) is like (2) but
(3b) resembles (4).

So, is there a way in Word2003 to continue the mainlistnumbering
into an occasional example with subparts, and then to refer to the
subpart including the main number -- even if the main number
doesn't
appear in the second subpart line? (Presumably this uses the "with
context" feature of cross-referencing.)

Thanks, all!