Wilson: Microsoft tips: Solving Word’s automatic numbering issues

One of the most frustrating parts of Microsoft Word is its automatic behavior control, or ABC, feature as it relates to numbering.

This article will give you an overview of how Word handles numbering and how to leverage automatic numbering for your practice.

Turn it off

One option is to turn off the automatic numbering feature. In the Windows version of Word, go to File | Options | Proofing | AutoFormat As You Type and uncheck the automatic numbered lists option.

For Mac, go to Preferences | AutoCorrect | Auto Format as you Type and uncheck the automatically insert numbered lists option.

This works on newly created documents, not necessarily documents you receive from clients or other attorneys. Also, you will now need to manually add the numbers and the formatting options you want in your document.

Automatic numbers can be helpful, especially with lengthy documents during the editing process if you need to move arguments around in your document.

Working with numbered lists

In a blank Word document, type a 1 followed by a space. With automatic numbering turned on, Word creates a numbered list. Type some text, press return/enter and Word will automatically add the next number in the list. See the following example:

1. Item one.
2. Item two.

At first glance, this looks fine. But, if you add more text to the first item in the list and the text it moves onto the next line, the formatting may be incorrect.

1. Item one. Adding additional text to the first item in the list and expanding onto the next line of your document may cause issues with your formatting.
2. Item two.

To adjust this, on the ribbon, find the icon that looks like a numbered list. Click on that icon while your cursor is in the numbered list and you can change the formatting applied to the list.

Look for the menu item that says Define new number format or Customize numbered list. Choose the font, the style, the position, the alignment and the text position.

This works fine for a single level list, but if you want more than one level, like an outline, you will need to set up a multi-level list.

Multi-level lists

With legal writing, you often need multiple levels of numbering in a document. On the ribbon, there is an icon that shows an outline list. Click the drop-down arrow to the right of the icon and select Define new multi-level list.

On the Customize Outline Numbered List menu, you are shown Levels 1-9. Each level can be customized. In general, you will want at least three levels for your outline and consider using technical numbering (e.g., 1, 1.1, 1.1.1, and so on) versus Roman numerals.

Customize each of the levels (again, at least 1-3) to your preferences and then see how it works and looks on screen.

Using your multi-level list

Here’s how to use the multi-level list. Type a sentence that needs a 1 and then select the multi-level list you just created. Word will format it into a multi-level numbered list. Adjustthe list to ensure the formatting is as desired.

1. This is Level 1 (1.). It is the first level of your multi-level list. Type enough text to have the text go onto the next line so you can be sure your formatting is as desired. For example, do you want the text to be indented or left aligned, single space or double spaced? Then, press Return/Enter to create the next number in the list.

1.1. Here, before typing any text, press the Tab key to indent to Level 2 (1.1) and then type your text. Note, if pressing the Tab key doesn’t automatically indent the list, check File | Options | Proofing | AutoCorrect Options | Automatically as you type and make sure that the set left and first indent with tabs and backspaces is checked. Also, be sure your cursor is at the at the beginning of the line, just after the Level 2 number. When done, press Return/Enter to create the next number in the list.

1.1.1. Now, press Tab to indent this to Level 3 (1.1.1). Type some text. Press Return/Enter.

1.1.2. For this line, it is Level 3 (1.1.2). If you want to move it back to Level 2, press Shift and Tab at the same time. Word will make it Level 2 and it should pick up the next number in the Level 2 list (1.2).

1.2. I added this line to show that pressing Shift Tab will move the Level 3 back to Level 2 and continue the Level 2 list.

Understanding the difference between single and multi-level lists will level up your legal drafting skills.•

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Wilson is an attorney at Adler Attorneys in Noblesville. In addition to practicing law, he helps manage the day-to-day technology operations of the firm. He writes about legal technology at sethrwilson.com and is a frequent speaker on the subject.