Multi-level Lists Rooting

Question

I am using Microsoft 365 Word for Windows 11 and have created a custom 9‑level multilevel list from scratch.

• Level 1 is named _BX Body Text and Bullets_L01 and has no bullet.
• Level 2 is _BX Body Text and Bullets_L02 and uses a Wingdings bullet, aligned at 0.00" with a text indent of 0.15".
• Each subsequent level increases the alignment by 0.15".

I created each level individually and did not use the “Set for All Levels” option. Each level is linked to a style, but I did not link any level until after I had finished setting the bullets and alignment. Once everything was configured, I saved the list as a List Style.

In AutoFormat As You Type, Automatic numbered lists is unchecked, while Automatic bulleted lists is checked.

The issue is that the first instance of _BX Body Text and Bullets_L01 in the document becomes the root of the list, so it cannot be promoted or demoted. However, the second instance of the same style in the document can be promoted and demoted without any problem, as can all other levels throughout the document.

How can I configure this list so that _BX Body Text and Bullets_L01 can be promoted and demoted like the other list levels?

Answer 1

The first level 1 item in a multilevel list cannot be demoted with the Tab key or with Alt+Shift+Right arrow. Instead, Word just changes the indent, as you have noticed.

What you can do is explicitly apply the desired level via Home tab > Multilevel List > Change List Level. See the screen shot below.

Answer 2

"the root of the list, so it cannot be promoted or demoted". If you mean that the Tab key does not demote to the second level of the list, that is the normal behavior for list styles. A bullet is required for the Tab key to work that way, otherwise, Word simply inserts a Tab character.

For list items without a bullet, click on Home>Paragraph>Increase Indent. This works on the second and subsequent items in a list. For the first item in a list without a bullet, you need to choose a different list level from the Home>Styles gallery.

Answer 3

Can you send me a detailed step-by-step instructions for creating a 9-level multi-level list, I have done the above and _BX Body Text and Bullets_L01 it is still rooting in the first instance where it appears in the document. I have also been told by multiple threads that I should not use the "Set for All Levels" as it is one of the many reasons for the rooting issue. Here are the specifications of the list I am looking for:

_BX INDENTED Body Bullets_Level 1

Specifications: Wingdings Character code 167 from Symbol (decimal), Aligned at 0.15", Text indent at 0.30", Add tab stop at 0.30". Style name for style task pane is “_BX INDENTED Body Bullets_Level 1”.

_BX INDENTED Body Bullets_Level 2

Specifications: Bullet is Guardian Sans TT Light, Character code 2013 from Unicode (hex), Aligned at 0.30", Text indent at 0.45", Add tab stop at 0.45". Style name for style task pane is”_BX INDENTED Body Bullets_Level 2”.

_BX INDENTED Body Bullets_Level 3

Specifications: Bullet is Guardian Sans TT Light, Character code 2013 from Unicode (hex), Aligned at 0.45", Text indent at 0.60", Add tab stop at 0.60". Style name for style task pane is “_BX INDENTED Body Bullets_Level 3”.

_BX INDENTED Body Bullets_Level 4

Specifications: Bullet is Guardian Sans TT Light, Character code 2013 from Unicode (hex), Aligned at 0.60", Text indent at 0.75", Add tab stop at 0.75". Style name for style task pane is “_BX INDENTED Body Bullets_Level 4”.

_BX INDENTED Body Bullets_Level 5

Specifications: Bullet is Guardian Sans TT Light, Character code 2013 from Unicode (hex), Aligned at 0.75", Text indent at 0.90", Add tab stop at 0.90". Style name for style task pane is “_BX INDENTED Body Bullets_Level 5”.

_BX INDENTED Body Bullets_Level 6

Specifications: Bullet is Guardian Sans TT Light, Character code 2013 from Unicode (hex), Aligned at 0.90", Text indent at 1.05", Add tab stop at 1.05. Style name for style task pane is “_BX INDENTED Body Bullets_Level 6”.

_BX INDENTED Body Bullets_Level 7

Specifications: Bullet is Guardian Sans TT Light, Character code 2013 from Unicode (hex), Aligned at 1.05", Text indent at 1.2". Add tab stop at 1.2. Style name for style task pane is “_BX INDENTED Body Bullets_Level 7”.

_BX INDENTED Body Bullets_Level 8

Specifications: Bullet is Guardian Sans TT Light, Character code 2013 from Unicode (hex), Aligned at 1.2", Text indent at 1.35". Add tab stop at 1.35. Style name for style task pane is “_BX INDENTED Body Bullets_Level 8

_BX INDENTED Body Bullets_Level 9

Specifications: Bullet is Guardian Sans TT Light, Character code 2013 from Unicode (hex), Aligned at 1.35", Text indent at 1.5. Add tab stop at 1.5. Style name for style task pane is “_BX INDENTED Body Bullets_Level 9

Answer 4

In Word, the first paragraph that uses a list-linked style often becomes the “root” of that list definition. If that first paragraph is at level 1 and is not treated as part of a running multilevel list, it will not promote/demote as expected, while later occurrences will.

To make _BX Body Text and Bullets_L01 behave like the other levels, ensure that:

1. The multilevel list is defined and applied as a single, coherent list
   1. On the Home tab, in the Paragraph group, click the arrow next to Multilevel List and choose Define New Multilevel List.
   2. In the dialog, expand with More.
   3. For each level (1–9), confirm:
      • The correct Link level to style is set (e.g., Level 1 → _BX Body Text and Bullets_L01, Level 2 → _BX Body Text and Bullets_L02, etc.).
      • The Number format, alignment, and text indent are as desired.
   4. Click Set for All Levels so that the alignment/indent settings are applied consistently across the entire list definition.
   5. Save this as a List Style (Define New List Style) so that all paragraphs using those styles share the same underlying list template.
2. The first _BX Body Text and Bullets_L01 paragraph is actually part of that list
   1. Place the cursor in the first _BX Body Text and Bullets_L01 paragraph.
   2. Apply the saved List Style from Home → Multilevel List so that this paragraph is attached to the same list definition as the rest of the document.
   3. If necessary, reapply the style-linked level by choosing the correct list format from the Multilevel List gallery.
3. Promote/demote behavior is enabled and used correctly
   1. Verify that Set left- and first-indent with tabs and backspaces is enabled (File → Options → Proofing → AutoCorrect Options → AutoFormat As You Type tab → check Set left- and first-indent with tabs and backspaces). This setting is required for Tab/Shift+Tab to change levels in lists.
   2. Remember that tabbing to another level only works on the second and subsequent lines of a list, not the first line. If the first _BX Body Text and Bullets_L01 paragraph is the very first item in the list, press Enter to create a second item and then use Tab/Shift+Tab on that second item to adjust levels.

If the first _BX Body Text and Bullets_L01 paragraph was created before the list style was fully defined or before levels were linked to styles, reapplying the finalized List Style and ensuring all levels are linked and aligned via Set for All Levels will bring that first paragraph into the same multilevel structure, allowing promotion/demotion like the rest.

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References:

• Define new bullets, numbers, and multilevel lists
• How do I create a list in Word for the web?
• How do you restore using tab to change outline/bullet levels? - Microsoft Q&A
• When using numbered lists ... - Microsoft Q&A