Dragging paragraph list numbers changes the list style

[Phil]

If you deliberately, or more likely, inadvertently grab a paragraph list
number and drag it, you'll notice that Word highlights all the numbers at
that list level and displays a vertical line that slides across the page. The
numbers may move with the line, may move sometime later, or may not move at
all--according to conditions and rules that I haven't come across as yet.

If those numbers are in a named list style, however, that particular action
always changes the list style.

It's this last action that is particularly troubling. I didn't go to all the
trouble of defining a multilevel list style for the users at my company only
to have it undone with a flick of the wrist.

Turn off all the autoformatting you want, it still changes the style. Select
"Preserve styles," no matter what, the change stays.

Does anyone have a way of preventing changes to named list styles by this
wonderful feature? By the way, we're are still in the Word 2003 world.

 

[Stefan Blom]

Anything that you do with the list numbers (or bullets) by selecting them
affects the underlying list scheme (the list template). To prevent this, you
will have to set up numbering correctly attached to paragraph styles (see
http://www.shaunakelly.com/word/numbering/OutlineNumbering.html) and then
restrict the formatting of the document: Click Tools | Protect Document. In
the Protect Document task pane, click "Limit formatting to a selection of
styles" and then click Settings. When you are done, click OK to close the
dialog box. Finally, click the Yes, Start Enforcing Protection button in the
Protect Document task pane. Specify a password if you want to.

 

[Phil]

Thanks, Stefan, but dragging paragraph list numbers even overrides that
document protection. Try it for yourself on one of your documents that has
been set up exactly as you describe. (That's how our document numbering is
set up, by the way.) The paragraph list numbers may or may not change on the
screen immediately, but if you unprotect the document and look at the list
style, you will see it has changed. And if you save the document and reopen
it, you will see the format change on the protected document.

Phil

 

[Stefan Blom]

You're absolutely right. I thought I tested this carefully, but another try
confirms your observations. :-(

Well, if you can't get users to stop using drag and drop

 

[Stefan Blom]

Oops, I sent the message before it was completed. :-(

You could try defining the correct outline list in the attached template,
and then set the "Automatically update document styles" option in Tools |
Templates and Add-Ins. That way, the formatting will update each time users
open the file. Of course, this won't be foolproof, either. Users may assign
a different template (and using numbered styles with the "Automatically..."
option could lead to other problems).

 

[Phil]

Thanks, that's an option we are going to be looking at. Strange that list
styles are most important styles, but the least protected. You would think
that Preserve Styles would prevent this.

Phil

 

[Stefan Blom]

For what it's worth, restricting a document (formatting or editing) can be
easily bypassed. All you have to do is create a new document in Word and
then insert the protected document (via Insert | File), and what you get is
a fully editable document.

The only really safe way to protect a document is to assign a password to
open it.