« Tips and Tricks for Legal: Complex Legal Documents Made Simple (Level 200) | Main | Empower Your Recorded Macros with Loops! Part 1 - For each...Next Loops (for Word and several other Office programs) »

As promised, here's the scoop on that little contortionist known as the LISTNUM field and what it can do for your outline numbered list.

This article assumes you know how to create and edit a field code and are familiar with what a field switch is -- as well as how to use one. Haven't conquered the fabulous field just yet? Check out my earlier post Let's Talk About Fields, Baby before continuing here, for a quick primer.

I'm also assuming you have somewhat of a comfort level with Outline Numbered lists. So, if you still think they're buggy or just plain frustrating, check out this post first: The Psychology of Outline Numbered Lists.

Okay, here goes:

The idea behind the LISTNUM field is for when you need paragraph numbering without paragraph formatting ... such as when you need more than one automatic number in a paragraph (or letters in the examples that follow), like so:

1. This is a sample list: a. Item one; b. Item two; c. Item three.

Or this:

1. Sample list: a. Item one‫‪ 
‫‪ ‫‪ ‫‪ ‫‪ ‫‪     ‫‪‫‪‫‪ ‫‪ ‫‪ b. Item two
‫‪ ‫‪     ‫‪ ‫‪ ‫‪ ‫‪‫‪‫‪ ‫‪  c. Item three

The LISTNUM field is a very flexible little dude that can give you just about any type of paragraph numbering you need ...

If you simply type LISTNUM in a blank document and turn it into a field (that is, select it and then press Ctrl+F9, followed by F9) it will take on the default outline numbered list format. (That behavior is the same if you take the long route and insert that field (without adding options) from the field dialog box.)

Read on for fast facts and customizations for the LISTNUM...

(References to 'default' LISTNUM below mean a LISTNUM created as mentioned earlier -- just with the field name; no switches.)

- If you create a default LISTNUM in a paragraph that is part of an outline numbered list, it will take on that list's format by default.

- If you create a default LISTNUM in a paragraph that is part of an outline numbered list, the field will take on the formatting one level below the level of the paragraph's number.

- If you copy and paste a default LISTNUM into new paragraphs, the new fields will count on the same level of the outline, like so:

1)
2)
3)

- If you copy and paste a default LISTNUM into the same paragraph multiple times, it will count down the levels of the outline (remember, you can have up to 9 levels in any Word outline list). For example:

1) a) i) (1) (a) (i) 1. a. i.

- To set the level of the LISTNUM field, use the L switch ... that is, create or edit your LISTNUM to look like this:

LISTNUM \l 3

Where 3 is the list level you want (i.e., the small roman numberal followed by a close parenthesis in that horizontal list above)

- To set the start at number where the LISTNUM begins counting, create or edit your field to include the S switch, like so:

LISTNUM \s 3

Where 3 is the start at value, just as you would use the start at value in the Customize Outline Numbered list dialog box. So that, for example, a level one list would begin like so:

3)
4)
5)

- To specify the formatting of your list, use a LISTNUM field list name. To do this, start by customizing an outline numbered list (Format, Bullets and Numbering, Outline Numbered, Customize). If you're only going to use the outline for LISTNUMs, don't worry about the bullet or text positions -- they're irrelevant to the field (it will only use the bullet or number formatting for each level). Then:

1. At the bottom of the Customize Outline Numbered List dialog box, type a name for your list in the Listnum Field List Name box (click MORE at the top of the dialog box if you don't see this option at the bottom). Then click OK.

2. Now you can create a LISTNUM that takes on this formatting. Say, for example, that the name I gave my list was test. To create a LISTNUM that takes on the test list's formatting, create or edit the field to look like this:

LISTNUM "test"

- If you want to use both a list name and switches, combine them in any order you list, just as long as the field name comes first. For example:

LISTNUM "test" \l 3 \s 3

Works as well as:

LISTNUM \s3 \l3 "test"

Important: Only use list names or switches when you really need them. Realize that this field automatically takes on the active list's formatting (and will change with that formatting) when used within an active outline numbered list. Also realize that it automatically selects the level and counts if the level and start at are not set. Once either of those are set, they won't update automatically.

Okie dokie? Give LISTNUM fields a try ... they're fun!

Posted by Stephanie

TrackBack URL for this entry:
http://www.arouet.net/cgi-bin/mt/mt-tb.cgi/93