Unlike most of my articles, this one is not a piece of original research. Shauna Kelly wrote the definitive method for producing outline numbering in Word several years ago. Unlike most of what you'll read about techniques for creating numbering in Word, Shauna's procedures actually work reliably. Unfortunately, Ms. Kelly passed away several years ago, though her web site has been kept going by volunteers. You can read her original posts here:. My contribution is to document the steps needed to produce outline numbering in Word for OS X.
Outline numbering for Word was perfected by Shauna Kelly. I've translated those steps for Mac so you You can read her original posts here: How to create numbered headings or outline numbering in My contribution is to document the steps needed to produce outline numbering in Word for OS X.
The names of some commands are different, or they're found in a different place. I'm sticking to the step-by-step approach. For an in-depth explanation of why the steps work, please consult Shauna's original pages. These instructions are quite specific.
Please don't include any steps not on the list below, or you're on your own for the results. Shauna argued strongly for using the built-in heading styles Headings 1 through 9. There's nothing wrong with this and it can save a few steps. Sometimes, however, I prefer to save heading styles for headings and create a separate set of styles for numbering.
In this article, I'll translate Shauna's classic method. The next post shows some optional variations:. If this is to be the basis for future documents, you want to be making these changes in a template. If you do this in a document and don't apply the changes to the source template, you'll have to redo all these steps for the next document or copy the styles using Word's Organizer ( ToolsTemplates and Add-insOrganizer in Word for Mac). Whenever you copy outline numbered sequences, you need to copy the styles that are linked (Headings 1 to 9 in this example) plus the List style (Numberings in this case). Choose FormatStyle and select Heading 1. (If you're not already using Heading 1 in your document, change the List: dropdown to All styles).
Click on the Modify. Change the Style based on: dropdown from Normal to (no style) at the top of the list, then click on OK. While the dialog is open, choose Format.Paragraph and set the Left indent to 0 and the Special indent to (none).
If there is any indenting, these will be set later. If you had already formatted Heading 1, you may need to make some changes after detaching it from Normal. Select Heading 2, click on Modify. And change Style based on: to Heading 1. Repeat step 3 for each built-in Heading style, for as many levels of outline numbering as you require.
Each style should be based on the one before. In the Paragraph section of the Home tab, choose Multilevel ListDefine New List Style.
Avoid starting from Numbered List, that is not reliable. Multilevel ListDefine New List Style in Word 2011 and 2016. In the Define New List Style dialog, give your style a plural name like Headings or Numberings, since this will apply to several styles. Click on the Format button and choose Numbering.
Set the style name and click on FormatNumbering in Word 2011 Word 2016 for Mac:. Now the Bullets and Numbering dialog opens, an extra step that doesn't happen in Word for Windows. If you need straightforward legal-style numbering, there is a preset shown in the window that can save you many of the steps in the routine outlined below. Click on the Customize button. Finally we get to the Customize Outline Numbered List dialog. Once this dialog is open, we will leave it open until all levels are set up. Start by clicking on the dialog expander button to see all the options (circled in red): Word 2011: Word 2016 for Mac:.
Start by selecting 1 in the Level list. Next, we attach the paragraph style to the list style.
Select Heading 1 in the Link level to style dropdown: Word 2011: Word 2016 for Mac:. Now set the numbering for the style. In the Number format: (Word 2011) or Enter formatting for number: (Word 2016/2019) field, delete any content displayed. If the first outline numbering level starts with text, like Chapter 1 or Section 1, type in the text and a space. Using the Number style: (Word 2011) or Number style for this level: (Word 2016/2019) dropdown, choose the number appearance. Outline Numbering in Word for OS X has a quirk: the Level 1 choice is already displayed, even if no number appears in the Enter formatting for number: box.
Just click on the dropdown and re-select the Level 1 that already appears selected and Word will do the right thing. A number appears in the Number format: or Enter formatting for number: field. Add any punctuation or symbol that is to follow the number. Set the Number position and Text position.
Both numbers are the distance from the left margin. Left alignment for numbers is most common, but Roman numerals can look better right-aligned, since their width varies more. Normally the tab and indent are set for the same amount. The tab controls the position of the first line and the indent all the lines in the paragraph after that.
2018: The following section was a little too concise for some to follow, so I've expanded this explanation. Doing the rest of the levels involves repetitive steps that get a little longer with each level. Here are the steps for level 2:.
Select 2 from the Level list. Choose Heading 2 from the Link level to style: dropdown. Delete the contents of Number Format: (Word 2011) or Enter formatting for number: (Word 2016/2019). Set Previous level number: (Word 2011) or Include level from: (word 2016/2019) to Level 1.
Type a period. Click on the Number style: (Word 2011) or Number style for this level: (Word 2016/2019) dropdown and choose 1,2,3. Set the Number position and Text position. So far, so good. Now let's do level 3:. Select 3 from the Level list. Choose Heading 3 from the Link level to style: dropdown.
Delete the contents of Number Format: or Enter formatting for number. Set Previous level number: or Include level from: to Level 1. Type a period. Set Previous level number: or Include level from: to Level 2. Type a period. Click on the Number style: or Number style for this level: dropdown and choose 1,2,3.
Set the Number position and Text position. Steps for Level 4:.
Select 4 from the Level list. Choose Heading 4 from the Link level to style: dropdown. Delete the contents of Number Format: or Enter formatting for number. Set Previous level number: or Include level from: to Level 1. Type a period. Set Previous level number: or Include level from: to Level 2.
Type a period. Set Previous level number: or Include level from: to Level 3. Type a period. Click on the Number style: or Number style for this level: dropdown and choose 1,2,3.
Set the Number position and Text position. Are you seeing the pattern? Each additional level repeats the previous steps and adds 2 new steps.
By the time you get to level 9, you'll have set the previous level and typed a period 8 times before setting the last number! Like every good designer, you'll probably want to tweak these styles later.
For paragraph styling, like the amount of space before or after, you can simply modify the paragraph parameters. But anything to do with the numbering or its positioning relative to the paragraph should be done in the Outline Numbering dialog.
Unfortunately, both Word 2011 and 2016 have a completely non-intuitive method for getting a list style into editing mode. In the Quick Style Gallery, right-click on Heading 1 and choose Modify Style. Click on the Format button and choose Numbering. The Bullets and Numbering dialog opens to the List Styles tab, where you can't Add, Modify or Delete anything: the buttons are permanently disabled. Word bug: the plus, minus and Modify buttons are permanently disabled. Click on the Outline Numbered tab.
None is highlighted, which is not helpful. Examine the tiles carefully, you have to choose the correct one. Since you have linked styles to levels, the tile you are looking for will show the first 3 of those style names, but then several other tiles will also show the heading names as well. Click on it the most likely suspect and see if the Reset button becomes enabled. That only happens with user-created list styles, so that's an indication of the correct tile. Now click on the Customize button.
This will only work if you are editing the outline numbering on the same installation of Word on which you originally created it. Open in a different installation or version and the Bullets and Numbering tiles do not show your custom list. Edit the numbering, then exit when you are finished. Instead of editing your named List Style, Word has created a new list style autonamed Current List1.
If you're using a different installation of the program than what you created the list on, you can't even use the Outline Numbered tab. All the tiles will display the stock numberings. Instead of editing your list style, you must start all over and get it right in one editing pass. Your documentation of outline numbering with word for mac 2016 is super. Interestingly, have done all that's listed.
However, need to go back now and look again to see if have restart numbering set for each at the level above the level we're defining as your screenshots show. My numbering somehow got messed up and can't get back. Level 3 for heading 3 is continuing numbering from previous level 3 instead of indenting and numbering based on the level 2 above it. 1.2.1 also, some places it works such that after level 2, we hit enter and the next line/paragraph is heading 3 but other places it keeps making it level 2 also.
Then when we switch it to heading 3, it does not keep the correct numbering. Have also been playing with the modify styles as you described. John Korchok has been creating reliable branded Office templates and web sites for more than 20 years. He is Production Manager for Brandwares. He is certified as a Microsoft Office Specialist Master, is an award-winning technical writer and is skilled in programming VBA, JavaScript for PDF and web, HTML, CSS and PHP.
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Click to expand.Removing License Files for Microsoft Office 2011 for Mac:. In the Finder, click Go, and then click Computer. Open your hard drive. For example, Macintosh HD. Open the Library folder. Open Preferences folder.
Select the file com.microsoft.office.licensing.plist and move it to Trash. These instructions were taken from Microsoft's website so I dont know if there is any easier way to accomplish the same task. The website also has more detailed information if youre look to from your system. If someone knows an easier way, I'm sure they will post it. Removing License Files for Microsoft Office 2011 for Mac:.
In the Finder, click Go, and then click Computer. Open your hard drive. For example, Macintosh HD. Open the Library folder.
Open Preferences folder. Select the file com.microsoft.office.licensing.plist and move it to Trash. These instructions were taken from Microsoft's website so I dont know if there is any easier way to accomplish the same task. The website also has more detailed information if youre look to from your system. If someone knows an easier way, I'm sure they will post it. Sending the plist file to trash sounds questionable as I tried doing an install yesterday and it told me that I had used the key too many times.
Simply deleting a file isn't going to let MS know that the key should be available for use again. Also, I thought I read something in the license that said you could do a one time transfer to a different device and that was it. The whole thing was rather confusing to tell the truth. There were several options for what type of license you have, which might also be different for you. I'm not saying I know the answers here, but you might want to do a little more checking.
Also, if there is a way to deactivate, I would think it would be from within the App. Back in my Windows days, when faced with this, the install/activation screen gave me a link where I could 'challenge' the assertion and enter a series of codes. Once done, I believe it asked how many computers the software was installed on, and, eventually, it allowed me to activate the software. Kind of a pain, but from M$'s perspective, I guess it's understandable.
I have not faced this situation since switching to Mac/OS X in 2010, so I cannot say if this has any relevance to your situation or not.