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Word


Word: Numbering paragraphs

There are several ways to get (automatically) numbered paragraphs in Word, but before we delve into the nitty-gritty, I'd like to say something more general. Namely, that Word has treats  'numbered paragraph' as a format. In other words, the relevant text is marked as being 'numbered' just as it might be be in bold or italics, or centred. This attribute is controlled by the 'Numbering' button on the ribbon, circled in the screenshot below:
The 'Number paragraphs' button in Word

Now for the details:

Method 1 - number after typing

  1. Type your text, including the numbered paragraphs, leaving out the numbers.
  2. Later (e.g. when you've completed the list), select the paragraphs you want to number and click on the [Numbering] button. The text will be numbered and indented.

Method 2 - number as you go

  1. Type the text until you get to the begining of the numbered paragraphs. As soon as you start the numbered text, click on the [Numbering] button. The paragraph will be formatted accordingly, and every subsequent paragraph will be incremented as you would expect.
  2. To stop the numbering, type an empty paragraph (i.e. press <Return> twice).
Method 3 - autoformat
This is similar to the previous method, with the difference that the instruction to number the paragraphs is done by implication. That is, Word notices that you started the paragraph in what looks like 'numbered' style, and changes the paragraph format to suit.
  1. Type a number, followed by a full stop and a tab, and type the text of the first paragraph. As soon as you press <Return>, Word will change the format of the paragraph to a 'numbered' one, and every subsequent paragraph will be incremented as you would expect.
  2. TTo stop the numbering, type an empty paragraph (i.e. press <Return> twice).

Unindenting the text

By default, Word indents numbered and bulleted paragraphs by 1/4 inch (0.63cm). To remove the indent, follow these steps:
  1. Highlight the relevant paragraphs.1
  2. Put the mouse over the highlighted text and RIGHT-click it.2
  3. In the context menu that will pop up, choose Decrease Indent.
  4. Now repeat steps 1-3 once more.
NOTES
  1. It's best to highlight only part of the numbered paragraphs. Highlighting the entire paragraphs can cause adjacent text to be selected as well, with strange side effects.
  2. Instead of steps 2-3, you could try pressing Shift+Tab on the keyboard. In earlier version of Word this was the keyboard shortcut for 'unindent', but I've not tested if with your version of Word.

Inserting page numbers

You can insert page numbers anywhere (even in the middle of a page if you like!), but for the purposes of these instructions I assume you want to add the page number to an existing header.
  1. Open the header by double clickingon it. The text in the header will become "vivid", whereas the text of the page itself will be greyed out. Position the cursor after the header's text.
  2. Click on the /Insert\ tab, then on the [Quick Parts] button (see screenshot)
  3. Click on "Field" as shown in the screenshot above.
  4. Choose "Page" as shown in the screenshot below and press [OK].
  5. You can "push" the page number to the right by putting the cursor before it and pressing [Tab], or by using spaces (basically, the text in the header, including the page number, behaves just like text on the page).
Note that the page number looks like any other text, so what you will see is the actual page number (i.e. 1, or 4 or some other number). The only indication you get that this is "special" text is when you actually highlight the number, at which point it goes grey. However, the correct page number will appear on each page.




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