Multi-level list numbering - one level does not sequence

Question

I've set up my multi-level list numbering and everything seems to work perfectly EXCEPT this occurs:

(1)                Facility means any structure or building located on the Project Site that:

(a)                is the primary subject of the Work;

(a)                constitutes a portion of the Work; or

(a)                is in existence at the time of execution of the Agreement.

A word processing specialist in our company provided a work around but I would like to fix the problem. Every other level sequences as expected.

Answer 1

I'm glad you got things sorted.

As you have found, you can't edit a multilevel list via the settings for a paragraph style. Instead, use the Multilevel List dialog box or the Modify Style dialog box for a list style. (The list style approach requires that you initially set up your numbering formats using a list style, of course.)

Answer 2

It doesn't make much sense, but Define New Multilevel List is the option you should choose even to edit an existing list. Click in the first level 1 item of the list before you click Home > Multilevel List > Define New Multilevel List.

The situation will be different for numbering that has been created with a list style. List styles can be edited in much the same way as paragraph or character styles.

As I wrote, you can upload your document to any cloud storage (OneDrive and Dropbox are just examples) and generate a share link which you post here. See also Charles's reply.

Answer 3

Thank you Stefan. I would like to attach a sample document (but I don't see how to do that?) ***

Why a sample file is important for troubleshooting - - - - - - - and how to do it.

If you use automatic paragraph numbering or bullets read Shauna Kelly's directions on numbering and bullets. Start with How to create numbered headings or outline numbering in Word 2007 and Word 2010. For large documents you must follow these directions or you will lose your hair!
(Mac version: https://www.brandwares.com/bestpractices/2016/06/outline-numbering-in-word-for-os-x/)

This may seem a bit convoluted at first, but it really is not. Just follow the steps. Shauna Kelly's instructions use the built-in heading styles, but you can use any existing paragraph styles including your custom styles. There are, however advantages to using the built-in heading styles when you create a Table of Contents. Here are some more advantages: Why Use Word's Built-In Heading Styles? by Shauna Kelly Note, you can modify these built-in styles to look exactly the way you want.

If you want, I can provide links to videos demonstrating setting up numbering linked to styles.

The basic idea is that the numbering is set using the Define MultiLevel List dialog with each numbering level being attached to an existing paragraph style. Once you have this set up, you should not use the buttons for numbering in the Ribbon but rather apply the appropriate style for that level.

You can save a document with this as a template for future documents if you want so you will not need to do this every time.

Answer 4

Click in the first level 1 paragraph of your list and display the multilevel list dialog box. Verify that the settings for level 2 numbering are correct.

If you can't get it sorted, consider sharing a sample document with the forum. You can upload your document to (say) OneDrive or Dropbox and post a share link in this thread.

Answer 5

Thank you Stefan. I would like to attach a sample document (but I don't see how to do that?) made from the one that I am having problems with. FYI - Level 1 is the "Article 1: <text>" and when I click in this, the "number" icon is highlighted

and so I assume I would select the "multi-level numbering" which unfortunately I can't seem to snip...but it expands the icon to a box that shows various "previews" of multi-level numbering including the one that I created. I think the only way to "check" the settings is to select, New multi-level list as I can't seem to "edit" my existing list. I did come across an article that said you can edit your previous settings by going through "list styles" I think but I have to now find that article and check...

Interestingly, I checked with a "word processing" staff person and she found a work around. If I select the first (a) paragraph, and then click "Format Painter" and then apply it to the second (a) (which should be (b)), it changes it but this would then have to be done manually for a 120 page document.