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KyleMcBride1's avatar
KyleMcBride1
Copper Contributor
Jan 11, 2026

How to separate non-indented number points from indented number points?

I'll explain. 

I have a document that's about fifty pages in length, with about 500 numbered points in total. The list randomly is dispersed going down, with some numbered points having no indentation while some have it (text down and to the right, down to the right and so on). It looks like this:

Example 1 (Actual Layout):

  1. This
  2. Is  
    1. An
  3. Example
    1. How
  4. The
  5. Document
  6. Is
  7. Listed

Trying to sift through it all and sort the list manually is proving to be too time consuming. Trying to sort the lists alphabetically left all the indented text out of order with no way to figure out what numbered point it belonged to what. It looked something like this:

Example 2 (Alphabetized Layout):

    1. An
  1. Document
  2. Example
  3. How
  4. Is  
  5. Is
  6. Listed
    1. Of
  7. The
  8. This

Is there any way to have it so word can separate Example 1's points, 1, 4, 5, 6, and 7 and points 2 and 3 away from each other, creating two separate lists with all the indented numbered points all corresponding to the correct main indented point? Like this:

Example Three (Desired Layout):

    1. This
    2. Is
    3. The
    4. Document
    5. Is 
    6. Listed

     

    1. Is
      1. An
    2. Example
      1. How

Thanks. Sorry for the length. 

2 Replies

  • Charles_Kenyon's avatar
    Charles_Kenyon
    Bronze Contributor

    You may want to look at my pdf that goes over things in greater depth with links to webpages and videos. 
    Automatic Numbering in Word - my 5-page pdf

    It starts with setting up a multi-level list with each level attached to a different paragraph style. This is explored in Shauna Kelly's page to create numbered headings or outline numbering in Ribbon Versions of Word. She uses the built-in heading styles but you do not need to do that. However, unless you have a reason to not use them, you probably should. Why Use Word's Built-In Heading Styles? by Shauna Kelly

    If you want to have a bunch of items in a row you may want to use some plain text rather than the heading styles or modify the heading styles to not have the "Keep with next" paragraph formatting. Otherwise your pagination may be a problem because Word will try to keep everything on the same page.

    The styles can all look the same. You can modify the heading styles to have the same font and weights if you want.

    The indents are controlled by the Define New MultiLevel List dialog, not in the styles. Number Alignment by Suzanne Barnhill, MVP

    To start setting this up, begin in the first top-level number that you have. The paragraph styles you will be using must exist before you start. Once you have it set up, apply the appropriate styles to the paragraphs that you want numbered.

    You can save a template with this numbering scheme to use for future documents if you want. This can be saved in a Quick Style Set. Once you've done this a couple of times, though, it becomes second nature. As I said, I go into more detail in the pdf. The video links go to videos on setting up different kinds of numbering.

     

  • Barron's avatar
    Barron
    Copper Contributor

    Kyle:  Here's what I'd do (and this works if you want to try it):  Replace the hard returns between the main heading and its subparagraphs with a ~ followed by a # sign. That's a little laborious but you could speed it up with a macro. 

    A paragraph with 2 subs would look like this:

    You can also type a keyword to search online for the video that best fits your document. To make your document look professionally produced, Word provides header, footer, cover page, and text box designs that complement each other.~#For example, you can add a matching cover page, header, and sidebar. Click Insert and then choose the elements you want from the different galleries.~#Themes and styles also help keep your document coordinated. When you click Design and choose a new Theme, the pictures, charts, and SmartArt graphics change to match your new theme.

    Then I'd sort the whole list; then I'd do a global search and replace to replace the ~ symbols with hard returns (^p) which will separate out all of the sub paragraphs.  I'd make sure the style I am using for the subparagraphs is a PARAGRAPH style and not a LINKED style.  Then I'd use Advanced Find to have word find and select all of the # in the document (you can select all in the main document).  That would highlight all of the # signs in the document that are sitting at the beginning of the subparagraphs.  Then I'd apply my paragraph style which would convert all of the paragraphs beginning with # to your sub levels with one click.  Then I'd replace the # signs with nothing to remove them (using the replace function).   If you have a linked style, it will only apply the style to the # signs which would accomplish nothing useful.  If you have a paragraph style, it'll apply to the entire paragraph even though you've only selected the # at the beginning of each subparagraph.

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