Numbered Outlines in Microsoft Word

This training is for use with the Systems2win Standard Operating Procedure template (SOP.docx) which uses Microsoft Word numbered outline features

Also see the other Tips for using Systems2win Word templates

To restart numbering

Right click and select Restart at 1, or Set Numbering Value.

To increase or decrease indent

and change numbers or bullets to the next lower or higher level

Use the Formatting Toolbar Home tab

Decrease Indent or Increase Indent 

Will change the number or bullet to the next lower or higher level.

To increase or decrease indent

without changing numbers or bullets to the next level

Use keyboard shortcut:

Control+M to increase indent, or Control+Shift+M to decrease indent.

Will NOT change the number or bullet to the next higher or lower level.

For unnumbered paragraphs
between numbered paragraphs

For unnumbered paragraphs between numbered paragraphs — place cursor in front of first text after numbering, then hit Backspace.

You optionally then use Control+M or Control+Shift+M to indent your unnumbered paragraph to your desired level.

Tip: To keep numbers going — even if after paragraphs without numbers — always leave the last paragraph as a numbered paragraph, even if it doesn't have any text yet.

If numbering gets messed up

Option 1) Copy one or more prior-numbered paragraphs, and then replace the text with your new text.

Option 2) Select your desired paragraph, then select Home tab > Multi-level list.

To change to bullets instead of numbers

Select your desired paragraph, then select your desired bullet format from Home tab > Bullets

To change numbering prefix

To change the outline number prefix (perhaps to match a numbering system used in a Flow Chart depicting the same process):

Select any numbered paragraph in the section that you want to change, then select Home tab > Multi-level List > Define New Multi-level List >, then edit the prefix in the Number Format field for each level.

To insert a pre-formatted table

Select Insert > Table. Then select Table Tools > Design > Table Styles > Table Systems2win.

Or, of course, you can select any table style that you prefer.

Track Changes

Numbered outlines do not work well with Track Changes.

It is best to toggle Track Changes off, make your changes, cut your changed section, turn Track Changes back on, then paste your changes.