Microsoft Office Tutorials and References
In Depth Information
Creating a List
Working with Lists
Tip: To sort a list alphabetically, select the list, go to the Home tab’s Paragraph section, and then click
the Sort button (Alt, H, SO), as shown in Figure 2-15. The Sort Text dialog box opens, letting you choose
whether you want ascending order (A–Z) or descending order (Z–A). Make your selection and then click
OK to sort.
Formatting a numbered list
Word offers quite a few choices for numbered lists, some of which don’t even involve
numbers! To apply a numbering scheme, start on the Home tab and click the down
arrow next to the Numbering button (Alt, H, N). Choose the scheme you want from
the Numbering Library, shown in Figure 2-20, and click or press Enter.
To create your own numbering scheme, look below the Numbering Library and
select Define New Number Format (Alt, H, N, D) to open the Define New Number
Format dialog box. In this dialog box, choose from these options:
• Number style. Use this drop-down list to select the number style you want to
use to indicate each item: I, II, III; A, B, C; 1st, 2nd, 3rd; and so on.
• Font. Click this button to open the Font dialog box and choose a font, style, size,
and color for your numbering.
• Number format. If you want a punctuation mark beyond the standard choices
(maybe a colon or a hyphen) after the list number or letter, click in this box and
insert your change.
If your list is interrupted by other elements, such as a table, an image, or some
explanatory text, you can pick up the numbering again from where you left off. In the
paragraph where you want to continue numbering, click the down arrow next to the
Home tab’s Numbered List button, and then click Set Numbering Value (Alt, H, N,
V). In the Set Numbering Value dialog box, select “Start new list” or “Continue from
previous list.” Use the “Set value to” box to specify the number or letter you want to
use to continue the list. Click OK to continue your numbering.
Formatting a multilevel list
A multilevel list is a bulleted or numbered list made up of different levels: main items
with subitems indented below them and sub-subitems indented below those—up to
nine levels deep. If you’ve created a list and want to make it a multilevel list, the
easiest way to do that is to select the items you want to make subitems and increase their
indentation by clicking Home ➝ Increase Indent (Alt, H, AI). To promote a subitem,
select it and decrease its indentation: Home ➝ Decrease Indent (Alt, H, AO).
Tip: You can also use the Mini Toolbar (page 50) to increase and decrease indentation.
To format a multilevel list, open the Home tab and click the Multilevel List button’s
down arrow (Alt, H, M). Select a style from the List Library, shown in Figure 2-21,
to apply that style to your list.