Outline numbering not working correctly

Outline numbering not working correctly - Word 2003

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Peggy.Scott@cs.oag.state.tx.us - 04 Jan 2007 14:39 GMT

I can't get my headings to number correctly (using Word 2003). I have
followed Shauna Kelly's instructions, even have used the "if all else
fails" instructions, but don't get the numbers to increment correctly.
Here's an example:
1    This is Heading Level 1
1.1    Here's Heading Level 2
1.1    Another Heading Level 2
1.1.1    And here's Heading Level 3
1.1.1    And another Heading Level 3
2    This is second Heading Level 1
1.1    Here's Heading Level 2
1.1    Another Heading Level 2
1.1    Still another Heading Level 2
1.1.1    Now for Heading Level 3
1.1.1.1    Try out Heading Level 4
1.1.1.1    And another Heading Level 4
3    This is third Heading Level 1

I have Heading 1 based on no style, and subsequent headings based on
the previous header. I have them set to restart numbering after the
previous level. I've formatted and reformatted the Number Format.
What else can I try?

Peggy Scott

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Stefan Blom - 04 Jan 2007 16:47 GMT

Make sure that you inserted the correct level in the "Number format"
box (from the "Number style" box). Also, make sure that you didn't
type some numbers in by mistake. The easiest fix is probably to clear
the contents of the "Number format" box and recreate.

Another thing to try: select the problem paragraph(s) and then press
Ctrl+Q; this resets the paragraph properties to style.

Signature

Stefan Blom
Microsoft Word MVP

> I can't get my headings to number correctly (using Word 2003). I have
> followed Shauna Kelly's instructions, even have used the "if all else
[quoted text clipped - 20 lines]
>
> Peggy Scott

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Iain McInnes - 19 Jan 2007 03:07 GMT

I too have a very similar problem. Like you, I have carefully followed Shauna
Kelly's instructions - and all is well for a while until the document grows larger.
Then, something like the following begins to happen:

6.1.6 Level 3 Stuff
6.1.6.1 Level 4 Stuff
6.1.6.2 Level 4 Stuff
1.1.6.1 Level 4 Stuff
1.1.6.1 Level 4 Stuff
1.1.7 Level 3 Stuff

Word 'forgets' that it is supposed to increment one or more of the levels, and
thereafter it remains at '1'. If I insert a new section heading immediately before
the offending one, the numbering corrects itself .... for a while. And then
sometime later, it will go bad again.

It almost always goes bad at the same place. Trying to cut out stuff from the
offending location never helps. The problem gets worse as my documents get larger
(my present document is around 150 pages, with around three hundred distinct
sections)

I did read somewhere a long time ago that particular special characters or symbols
can cause this ... for example copyright symbols, 'mu', +/-, that kind of thing.
But I have been through entire documents searching and removing all symbols, and
still not been able to make the problem go away.

One other thing you might try is to select your entire document *except* the final
(non-visible) character at the end of the document (or section) - and then paste it
into a brand new document: <CTRL-A> <SHIFT-Left arrow> {new document}
<SHIFT-insert>

The reasoning being that Word can store a lot of formatting information in that
final character - and if you paste the document without it, Word is forced to
re-create it. I have found that can work for many problems, but often not this
one.... :sigh:

Hope these help.
Iain.

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Shauna Kelly - 21 Jan 2007 11:18 GMT

Hi Iain

What you're experiencing is the classic symptom that occurs if you modify
the numbering from within a heading other than Heading 1. What's happened is
that Heading 4 has got it self attached to two different numbering schemes.

To fix it, find a Heading 1 paragraph. Click it it. Modify the style and
numbering from there. Make sure you have given your list numbering scheme a
name in the ListNum field list name. Then find any recalcitrant paragraphs
and re-apply the appropriate style or and/or triple-click to select the
entire paragraph and do ctrl-q.

> I did read somewhere a long time ago that particular special characters or
> symbols
> can cause this ... for example copyright symbols, 'mu', +/-, that kind of
> thing.

For what it's worth, I've never experienced that.

Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word

>I too have a very similar problem. Like you, I have carefully followed
>Shauna
[quoted text clipped - 50 lines]
> Hope these help.
> Iain.

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