Word (any version) - Cross-references NOT showing all numbers for multilevels

To have Word display the complete reference all the time, choose "Paragraph number (full context)" under "Insert reference to" in the Cross-reference dialog box, as you insert the cross-reference.

Stefan,

Thank you for replying!  The \w switch (Paragraph # in full context) isn't what's going on.

Let me try to explain the behavior below:

Article I.           On the Insert tab, the galleries include items that are designed to coordinate with the overall look of your document. You can use these galleries to insert tables, headers, footers, lists, cover pages, and other document building blocks.

1.1       When you create pictures, charts, or diagrams, they also coordinate with your current document look. You can easily change the formatting of selected text in the document text by choosing a look for the selected text from the Quick Styles gallery on the Home tab.

1.1.1    You can also format text directly by using the other controls on the Home tab. Most controls offer a choice of using the look from the current theme or using a format that you specify directly.

(a)        To change the overall look of your document, choose new Theme elements on the Page Layout tab. To change the looks available in the Quick Style gallery, use the Change Current Quick Style Set command.

(b)        Both the Themes gallery and the Quick Styles gallery provide reset commands so that you can always restore the look of your document to the original contained in your current template. On the Insert tab, the galleries include items that are designed to coordinate with the overall look of your document.  See (a).

If you were to create the above in Word (any version) and used a cross reference like I did, underlined in the last paragraph, you'd see it doesn't put in 1.1.1(a) just (a).  Now if you were to add another level 3 paragraph between (a) and (b) it would show 1.1.2(b).  It looks like if it's in the same "immediate family" it just uses the last level number.

Is there any way around that?

As I wrote, you have to choose the "Paragraph number (full context)" option when creating the cross-reference. Did you actually try my suggestion?

In the underlying REF field code, "full context" corresponds to adding the \w switch (in place of the \r or \n switch).

If you have a multilevel list set up properly, you would have

1.1.1    You can also format text directly by using the other controls on the Home tab. Most controls offer a choice of using the look from the current theme or using a format that you specify directly.

(a)        To change the overall look of your document, choose new Theme elements on the Page Layout tab. To change the looks available in the Quick Style gallery, use the Change Current Quick Style Set command.

1.1.2   Some text in a Level 3 paragraph

(a)        Both the Themes gallery and the Quick Styles gallery provide reset commands so that you can always restore the look of your document to the original contained in your current template. On the Insert tab, the galleries include items that are designed to coordinate with the overall look of your document.  See (a).

In the cross reference dialog, you will see:

and if you want to insert a cross reference to the paragraph (a) under 1.1.1, if you use the options of Paragraph number or Paragraph number (no context) the cross reference will just show (a), which is not going to be very useful, so in that case, you should select Paragraph number (full context) which will return 1.1.1 (a)

To see how to properly setup the multi-level list, see the article "How to create numbered headings or outline numbering in your Microsoft Word document" on the following page of the Late Shauna Kelly's website:

http://shaunakelly.com/word/numbering/numbering20072010.html?p=1768