How to make custom multilists I create advance automatically?

[Guest]

I used Word 2007 for Outlining my class notes. I have created a custom
multilist that I like, but it will not advance automatically. Example:
After I type "IV.", then a line of text, and then press Enter, the next line
is blank. I then have to type "V." manually. Microsofts default lists will
advance manually, but I cannot get the multilists that I create to advance
automatically. Thanks for any help.

 

[Stefan Blom]

Not all lists are recognized by Word's autoformatting features. Instead, set
up a multilevel list with the desired formatting. On the Home tab of the
ribbon, click the Multilevel List button in the Paragraph group. Then click
Define New Multilevel List. This shows a dialog box that allows you to link
paragraph styles to each list level (in the same way you could in previous
versions of Word); see
http://www.shaunakelly.com/word/numbering/OutlineNumbering.html.

--
Stefan Blom
Microsoft Word MVP


in message
news:[email protected]...

 

[Beth Melton]

You might want to use the Define new List Style command instead of the
Define New Multilevel List command. Essentially they are the same but once
you create the Multilevel list you can't modify it. Instead another
Multilevel list will need to be created. If you use a List Style then the
same functionality is provided but it has a style associated with it which
enables list modifications.

Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Coauthor of Word 2007 Inside Out:
http://www.microsoft.com/MSPress/books/9801.aspx#AboutTheBook

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Stefan Blom]

You can certainly edit an existing multilevel list via the Define New
Multilevel List dialog box, but I guess it may be no more safe (or only
marginally safer) than using the Bullets and Numbering dialog box of
previous versions.

--
Stefan Blom
Microsoft Word MVP


in message

 

[Guest]

Stefan,

That is exactly how I created my multilevel list. I have the different list
levels linked to different fonts and styles, like "Heading 1" "Heading 2,"
etc. I did all of that when creating a custom multilevel list. When I start
a multilevel list, Microsoft does identify it. It matches each level with
the correct style. However, when I press enter at the end of each level, the
multilevel list does not advance automatically. For example, after I type
"B. The farm house is in the country" and then press enter, "C." does not
automatically appear on the next line. Instead, I have to manually type "C."
When I do type "C." Word 2007 does recognize the correct style, and it
changes the font. However, I would like my custom multilevel list to
automatically advance because manutally typing each letter or number is a
huge waste of time. Thank you for the help.

 

[Beth Melton]

Well, I probably shouldn't have said you "can't" (I've drilled this into my
head due to the inconsistencies and issues with using the Define New
Multilevel List command), you can modify the list IF you are very careful.
For most this can be a bit of hit or miss. One example is if you already
have a list in your document and your insertion point is in empty paragraph
and use the Define New Multilevel List command you will create a new list.
Or if you only have a portion of the list selected the results could be the
same, it depends on what portion of the list you have selected and the
changes you make.

The underlying issue is once another List Template is created it can't be
removed -- not even by using VBA. I haven't see the "too many list
templates" error encountered in the newsgroups as I did several years ago
but too many could still corrupt a document. (My jury is still out on
whether this occurs in current versions or if they corrected the issue -
I've heard conflicting information between the MVPs and MS. ;-) )

Occasionally it appears those that aren't in use are removed from the
gallery but again, that seems to be hit or miss (I've been futzing with this
for well over a year trying to figure out the specifics). I'm still trying
to figure out which changes exactly prevents the removal (linking to the
Heading styles seems to cause some of this). But even if it's not visible,
MsgBox ActiveDocument.ListTemplates.Count will still reveal the document
List Template count. If they aren't removed from the gallery, those that are
incorrect will still be there for the inadvertent use which is what leads to
the spaghetti numbering issues we've all been so found of. ;-). Whereas by
creating a List Style you are providing a name for the List which enables
modifications to the List Template and you eliminate the hit or miss aspect
and as a result, numbering becomes more stable.

Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Coauthor of Word 2007 Inside Out:
http://www.microsoft.com/MSPress/books/9801.aspx#AboutTheBook

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Guest]

Beth,

That is good to know about the List Style; and, I see that unlike my
mutlilevel list, it does advance automatically upon pressing enter. However,
unlike the multilevel list feature, it does not seem to be able to link
paragraph styles each level. And, also, I can only seem to modify the syle
of the actual number or letter and not the sentence that follows--like you
can in a mutlilevel list.

The multilevel list automatically advances in Outline view, however, it is
annoying to type in outline view all the time. Is there no way to have a
multilevel list automatically advance--besides the default ones that Word
2007 comes with? It is good to know that you can modify the new list styles,
but I am not really concerned with modifying at the moment; though I am sure
it will come in handy at a later date.

 

[Beth Melton]

The List Style should essentially be the same as the Define New Multilevel
list. The only difference is you are wrapping the multilevel list in a style
which enables you to name it and ensure you are making modifications to your
list instead of inadvertently creating a new one. When you created the
style, did you 1) click the Format button at the bottom of the dialog box
and then click Numbering? and 2) did you click the More button to see the
full view of the New Multilevel List dialog box?

Also, I can advance automatically when typing in a document using either
type. Although when it's linked to the Heading styles this doesn't appear to
be the case. IIRC, the same occurred in previous versions as well. (If I'm
wrong in my recollection someone will correct me. I haven't used a list
linked to Heading styles for genereal list making purposes since the List
Style type was added so it's been awhile. )

Do note that some of the keyboard command have changed for Word 2007 when
working with lists. For example to promote a list item you can press Enter
until you reach the highest level. Backspace will end the numbering by your
insertion point will be lined up with the text of the preceding list item.
Subsequently pressing Backspace will move the insertion point to the margin.
(the number of times you need to press Backspace will vary depending on
which level of the list you are on.)

Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Coauthor of Word 2007 Inside Out:
http://www.microsoft.com/MSPress/books/9801.aspx#AboutTheBook

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Stefan Blom]

This is because the heading styles have the "Style for following paragraph"
set to "Normal" (by default). You can change this setting to the appropriate
heading style, in the Modify Style dialog box.

For example, in the Styles pane (Ctrl+Alt+Shift+S), right-click Heading 1,
and choose Modify from the context menu. Set the "Style for following
paragraph" to "Heading 1" and then click OK.

--
Stefan Blom
Microsoft Word MVP


in message

 

[Guest]

I thought that recent Word versions was supposed to delete excess list
templates? This doesn't seem to happen, though, at least not if you manually
create them using a macro.

I see the (potential) benefit of using list styles. Too bad that you cannot
use the name of the list style with a LISTNUM field...

 

[Beth Melton]

I think that might be delete them from the gallery (which doesn't always
happen) or perhaps maintain a set number and deleted them as needed as an
effort to prevent corruption. I'm not sure about this one, though. I've
heard others say this is the case but I haven't decided if in fact that
occurs. I do know that when you use the Define New Multilevel list the
number of List Templates do increment in the document even though they may
not display in the gallery. I'm referring to using MsgBox
ActiveDocument.ListTemplates.Count to find the number of List Templates that
have been added to the document.

Which are you referring to when you manually create them using a macro?
Deleted from the gallery or document?

Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Coauthor of Word 2007 Inside Out:
http://www.microsoft.com/MSPress/books/9801.aspx#AboutTheBook

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Stefan Blom]

I was referring to getting rid of the list templates from the document.

I don't remember who said that recent Word versions should automatically
delete un-used list templates when they exceed a certain number (I think it
was 1500), but I probably picked it up in the newsgroups. Clearly,
nothing happens if you add them via this simple code:

ActiveDocument.ListTemplates.Add OutlineNumbered:=True

First I tried to add 2000 list templates, but that caused Word to stop
responding. Adding 1000, then 500, and then some more--a total of
1547--could be done, though.

Saving, closing and reopening, or saving as did not affect the number of
list templates, so I suspect that the information I read was incorrect, or
that my memory fails me...

--
Stefan Blom
Microsoft Word MVP


in message

 

[Beth Melton]

I didn't hear 1500, but I have heard they are deleted. However I'm not
certain it actually works. I would want to see is the number of list
templates either decrease or stay the same to know for sure.

I tried adding them in increments of 500 and Word kept hanging on the third
cycle. Perhaps I'll try smaller increments when I have the time to click the
Run button a bunch of times. <grin>

Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Coauthor of Word 2007 Inside Out:
http://www.microsoft.com/MSPress/books/9801.aspx#AboutTheBook

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Stefan Blom]

No, I'm not sure of the number, either. The following KB article does state
that if the number of list templates is 1500 or more, the document "contains
excessive list templates."

WD2000: Error Message: "This Document May Be Corrupt" After Switching
Between Bullet and Number List Format
http://support.microsoft.com/kb/241581/en-us

--
Stefan Blom
Microsoft Word MVP


in message

 

[Guest]

The new interface for numbering would certainly make more sense if the
built-in formats were actually supplied as list styles. The way it is
currently implemented means that you cannot fully take advantage of the
built-in formats (if you want to create stable numbering, with list styles).

 

[Beth Melton]

I couldn't agree more and that's a great suggestion. I wonder if it wasn't
implemented due to compatibility since List Styles were introduced in Word
2002.

Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Coauthor of Word 2007 Inside Out:
http://www.microsoft.com/MSPress/books/9801.aspx#AboutTheBook

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Beth Melton]

That's the one I was thinking of. It also states the problem was corrected
in Office 2000 SR-1/SR-1a but I'm fairly certain I've seen List Template
error reports for Word 2002.

Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Coauthor of Word 2007 Inside Out:
http://www.microsoft.com/MSPress/books/9801.aspx#AboutTheBook

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Guest]

I am having a similar problem with my multilevel lists. Originally, as I was
creating such a list, if I needed to make a sublevel vs. a new heading level
for example, I could hit the tab button and the heading level "II." would
change to a indented sublevel "A." This is following heading level "I." and
if I was trying to get to level "I.A."
Somehow, that has stopped happening. Instead, after moving to a new level
("II."), and hitting tab to make it a sublevel ("A.") of "I.", it remains at
the starting level ("II."), and the cursor simply moves over a tab-space.
In order to make a new sublevel, I now have to hit the "Increase Indent"
button, or right click>"numbering">"change list level."

I've tried defining a new list style, but this didn't resolve the issue.
Any other suggestions?

 

[Stefan Blom]

Generally, when typing in a multilevel list you must change the level
manually. However, if each numbering level is linked to a paragraph style,
you can make use of the "Style for following paragraph" in the paragraph
style definition.

--
Stefan Blom
Microsoft Word MVP


in message

 

[Guest]

I'm not sure that asnwers my question. At one time, all of the given
multilevel list options, including those that came with the program (Word
2007), would advance from "II." to "A." with a tab stroke. So, from "I.", I
would hit enter, "II." would appear, I would hit tab, and "II." would become
"A." and so on.

I. Heading 1
A. Sub-heading 1
i. Sub-sub 1
II. Heading 2
A. Sub-heading 2

When I created my own mulitlevel list style, it too would advance as
described.
I had been using my mulitlevel list for several months when it suddenly no
longer advanced with the tab. Now, none of the multilevel lists advance as
they once did:

I. Heading 1
II. | (The curser just tabs)

I'd like to know how to get it back to the way it was. It takes too much
time to have to manually hit the "Increase Indent" when I'm taking notes.

Why would or could that be?

Thanks for your time and trouble.