Format problems in Word - outline mode

Question

I am using Office 2003.  I made the mistake of setting up an outline with no indentation of the various heading levels.  When viewed in Print Layout, all of the praragraphs are left justified.  This makes reading the document difficult, as there are several outline levels.  I would like each level to be indented somewhat from its hihger level predessor. I tried Select All  Format  Bullets and Numbering, and chose a format with indentation.  This appeared to work, but when I tried to add more entries to the outline, the ouline level number would no longer change if it were promoted or demoted.  For example if I added an entry numbered 6.2.2 to the outline, then tried to promote it to 6.2 (move it to a higher level), it would move to the left, but would remain as 6.2.2, rather than automatically renumbering to 6.2.  Same response if I tried to demote the entry. I had lost the capability to automatically re-number in outline mode.  Numbers appeared to act like text, and did not change when an entry was promoted or demoted in the outline. Is there some way to change the indentation of outline entries and still retain the basic outline ability of moving entries around, and not lose the ability to automatically renumber?

joe_mcguire · Answer

Your post leaves out a lot of details when you refer to "setting up an outline." Did you use Outline Numbering? If so, you just have to set up formatting for each level of the outline, e.g., different degrees of indenting for successive levels, Hanging tabs, etc. Go to the style and set up whatever formatting you want.

If not, maybe you can suply a few more details and also which version of Word you are using. You can usually get a lot of great help on this BB.

burtlake · Answer

I am using Office 2003.

The default - at least for my setup - for outlines in Word is to left justify ALL entires, regardless of their level. For example, 3, 3.1, 3.1.1 and 3.1.1.1 are all left justified when I go to Page View. I find this difficult to read, and would like to indent each successive level slightly.

When I Select All and choose Bullets and Numbering, the indentations appear, but the automatic numbering features of Outline cease to function. Again, an example --- if I have an entry labeled 3.1.1 and I decide to make this 3.1, in outline I can "promote" this entry up one level, and it becomes 3.1. But if I have gone through the procedure described at the start of this paragraph, and try to "promote", the item remains 3.1.1

Hope this explains the problem a little better.

abach · Answer

Use the Styles option under bullets and numbering, then Customize each level. Select list. Choose Format, Bullets and Numbering, then choose the Outline tab. Select a styled choice.

Next click Customize.

Change the Aligned at to .5 for the first level, 1 for the second, 1.5 for the third (Or any increments you desire)

This is what you will get and you'll be able to use the tab or Shift-tab key to promote or demote.

Message Edited by abach on 03-24-2004 06:10 PM

burtlake · Answer

Thanks for the help.  I haven't tried you recommendations yet, but I am sure they will solve the problem.

joe_mcguire · Answer

Allan's suggestions are perfect. You should note that other variations on Outline Numbering may work slightly differently, but see how well this works.

burtlake · Answer

I spoke too soon.  I followed the procedure you suggested and all went well until I tired to promote or demote a new entry to the outline.  The entry number still would not 'index'.  Entry 6.1.1 remainded 6.1.1 even when it was promoted to a higher level, where it should have become 6.2.

abach · Answer

Make certain you're using the heading styles. They are assigned ouline levels and should work.

burtlake · Answer

It now works.  Thanks!

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