If you use the numbering feature in Word to create two-level paragraph numbering, but would like to create a numbering system that will combine the first and second levels in the same paragraph (i.e., 1. a), b, c, etc.) this is the article for you!
The Bullets and Numbering feature in Word will allow you to automatically create numbered paragraphs where you can specify the format for your numbering, 1., 2., 3., or a., b., c. The Outline tab in the Bullets and Numbering dialog box will make this easy for you.
There are several ways and each option will assume that you have not yet entered any text and that you are beginning with a new, blank document.
Follow the steps below to learn how:
The first option will require some changes in the Outline Numbering dialog box.
- Place your cursor where you want to begin your first paragraph.
- Key in 1.
- Click your Tab key.
- Key in a).
- Click Enter.
- Be certain the Home tab of your Ribbon is displayed.
- In the Paragraph group, click on the Multilevel List tool to display the drop-down list.
- Click on Define New Multilevel List to display the dialog box.
- Select Level 1.
- Select your desired numbering style (in this instance a, b.c, ) from the Number Style for this Level drop-down list.
- If you need to, click on More to display more options.
- In the Start At field, select the letter or number to start with(in this instance, b).
- Click OK.
Now you can enter the text you would like in your paragraph and when you click Enter, the next level of the outline will appear (in this instance c).
Be advised though, that when you have finished the outline level for your first number, you will need to repeat these steps for the next section. All you need to do is place your cursor in your document where you want to begin your second section (number 2) and repeat the steps above.
You have noticed I am sure, that this option is based on having a brand new document. The reason for this is that in Word, numbered lists are very automated. Suppose you have a numbered list on page 2 and then insert another list on page 10 that is totally unrelated to your first list. Word does not see that they are not the same and will automatically insert numbers as if they were one and the same list, which can cause all manner of problems for you.
A second option, if you would like to avoid the automation of numbered lists, is to use the SEQ field.
You can use SEQ fields for all of the numbering, or for one level and use the auto numbering feature for another. You can create the SEQ fields using your Ribbon tool
In this instance though, we will assume that the text is already in your document and now just needs numbering.
Follow the steps below:
- Place your cursor in your document where you would like the numbering to appear.
- Click CTRL + F9 to insert field braces. You cannot do this manually! You must use CTRL + F9.
- Inside your braces, key in the following: SEQ \* alphabetic \* MERGEFORMAT a.
- Click F9. The letter should appear.
You can center this field for each new paragraph that needs this particular numbering. Word will keep track of which letter comes next and will insert the correct one if you are numbering your paragraphs in alphabetical order.