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MS Office Forum / Word / Long Documents / October 2005Auto-numbering keeps goofing up
I am creating a long numbered list of questions for my students. I must use auto-numbering because I add and delete questions as well as moving them around. I type up the questions using auto-numbering as follows: 1. Question 1 a. Answer 1 b. Answer 2 c. Answer 3 2. Question 2 a. Answer 4 b. Answer 5 3. Question 3 (draw a picture) 4. Question 4 (fill in the blank) Then I sometimes need to do a paragraph formating operation. When I do, the whole system gets messed up as follows: 1. 2. Question 1 a. Answer 1 b. Answer 2 c. Answer 3 d. 3. Question 2 a. Answer 4 b. Answer 5 c. 4. Question 3 (draw a picture) 5. 6. 7. 8. Question 4 (fill in the blank) 9. I have tried everything I can think of, including reading all the posting on these two newsgroups; but I have not found a solution. I have looked at all the choices in "paragraph formating" and in "bullets and numbering" and tried many of the options. I can manually correct each question using the backspace key, but we are talking about a whole homework book with hundreds of questions in it and this thing happens all too often. Please help!!!!  SignatureGary Burton Two things, Gary: A template: http://www.officearticles.com/word/tests_and_quizzes_in_microsoft_word.htm (link at very end) A potential issue: http://www.officearticles.com/word/format_changes_entire_document_in_microsoft_w ord.htm ************ Anne Troy www.OfficeArticles.com > I am creating a long numbered list of questions for my students. I > must use auto-numbering because I add and delete questions as well as [quoted text clipped - 43 lines] > > Please help!!!! I have a template, but I seem to do better without it. Yours is probably better than the one I have, but I am fine without a template if I can solve this problem. Thanks to you and to Chuck Henrich, I have a solution now. Chuck helped me fix what I have, and your article helped me to prevent it from happening again. I will keep them both on file. Thank you very much! > Two things, Gary: > A template: [quoted text clipped - 53 lines] >> >> Please help!!!! > I can manually correct each > question using the backspace key, It sounds like the paragraphs that are numbered (but which you don't want to be) are using the numbered paragraph style instead of a text (non-numbered) style eg: 4. [numbered style] Question 3 (draw a picture) 5. [numbered style] 6. [numbered style] 7. [numbered style] 8. [numbered style] Question 4 (fill in the blank) 9. [numbered style] Whereas what you really want is: 4. [numbered style] Question 3 (draw a picture) 5. [text - not numbered - style] 6. [text - not numbered - style] 7. [text - not numbered - style] 8. [numbered style] Question 4 (fill in the blank) 9. [text - not numbered - style] To check this switch to Normal view and you should see the "Style area" on the left of your Word window showing the style name for each paragraph. If you don't, go to Tools > Options > View and set the "Style area width" field to something like 2cm/1inch (or whatever) so that you can see the styles listed. To fix this change the style for all the paragraphs you don't want to be numbered to Normal or whatever style you use for text. To fix your numbered style so that it automatically switches to the text style whenever you press enter/return: Choose Format > Style > Modify [whatever your numbered styles is] and choose your text style in the "Style for following paragraph" field in the "Modify Style" dialog. HTH SignatureChuck Henrich www.ProductivityApps.com > I am creating a long numbered list of questions for my students. I must > use auto-numbering because I add and delete questions as well as moving them [quoted text clipped - 41 lines] > > Please help!!!! This was VERY helpful!!! I am not very knowledgeable about styles and I know I will run into this again, but I will keep this written down for reference. You put a lot of work into this reply, and I want you to know that it is very appreciated. Thank you very much, Chuck! >> I can manually correct each >> question using the backspace key, [quoted text clipped - 93 lines] >> >> Please help!!!! First of all, make sure that you have set up your numbering following the instructions in http://www.shaunakelly.com/word/numbering/OutlineNumbering.html. You will need, at minimum, a Question style (Level 1), an Answer style (Level 2), and a style for unnumbered text (you can use Normal or Body Text). Define the Question style such that the Answer style is the "Style for following paragraph," and assign it a keyboard shortcut so that you can resume the question numbering after typing your multiple-choice answers. Alternatively, you can use Word's built-in keyboard shortcuts to promote/demote items in the list. SignatureSuzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. > I am creating a long numbered list of questions for my students. I must > use auto-numbering because I add and delete questions as well as moving them [quoted text clipped - 41 lines] > > Please help!!!! Thank you, Suzanne. I think Chuck Henrich and Anne Troy have taken care of me, but I appreciate your response. > First of all, make sure that you have set up your numbering following the > instructions in [quoted text clipped - 59 lines] >> >> Please help!!!!
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