SEQ Field Numbering

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I loathe the Microsoft Word automatic list numbering scheme! The process is like a riddle wrapped in a mystery inside an enigma.

Fellow MVP John McGhee treats the subject in considerable detail and highlights the pros and cons of the various methods in his skull cracking treatise Word's Numbering Explained. Thanks John!

I find that one of the most frustrating aspects of list numbering is "How do I start again with number 1?!!" Believe me, it is no small feat. MVP Margaret Aldis help scale that peak by presenting us with several methods in her How to Restart Style-Based Numbering.

Despite its difficulties and drawbacks Word's automatic numbering can be harnessed. The best method I have seen for doing that is with outline numbering as explained by MVP Shauna Kelly in: Outline numbering in Microsoft Word. This takes a good bit of work to get it set-up, but if you get it set up in a template it is well worth the effort and most of your automatic paragraph numbering issues will be resolved.

If you are still reading this then perhaps you are looking for a simple and reliable way to number a couple of lists in a Word document. If you read John's article then you have already been informed that field numbering is simple and robust. If you are like 9 out of 10 Word users in my office then anything more than 1. space space Blah, blah "enter" 2. space space Blah, blah ... defies simple! If that applies to you, then the "SeqField Numbering" Add-In presented later in this page is for you.

First a bit of background. A "SEQ" field is one of many useful field methods in Microsoft Word. A single "SEQ" field returns a number. A couple of like "SEQ" fields of the same sequence name returns a sequence of numbers (e.g., 1, 2, 3, etc.) . To create a "SEQ" field, press CTRL+F9. Then inside the field code delimiters that appear, type SEQ mySeq. Right click the field with your mouse and select "update field" then "toggle field codes." You have just created the first instance of the sequence "mySeq." Space over a bit and repeat the process above. Now put your cursor between the 1 and 2 and repeat the process. Press CTRL+a to select all then F9 to update fields. Viola!, the sequence automatically adjusted for the insertion of a new instance between the existing numbers. As John said "Simple and robust."

"Ok, so I can number a list with SEQ fields. How do I restart the list?" Good question. You can restart SEQ field numbering by 1) Naming a new sequence and 2) Resetting the existing sequence. Rather than provide the steps I am going to show you a picture.

Displayed Text

Multiple Sequences

Resetting a Sequence

As you can see, the sequence name can be most anything (e.g. mySeq, A, B, or Bob's_your_uncle). If you start a sequence with a new sequence name the numbering restarts with 1. Look at Mary's first chore in the right hand column. Here you see the reset switch \r1 was used. This switch directs Word to restart the sequence named "A" with "1" at this point.

"All of this is fascinating, but terribly laborious. There has to be a better way!" It is laborious and yes there are better ways.

First let's look at AUTOTEXT methods. AUTOTEXT is a Crown Jewel of Word that many people never use. Here is a quick primer. I hope by now that your interest is piqued and you have already reproduced the example fields shown above.

Let's work with the right hand example using the reset number method. First with field codes displayed (ALT+F9) select the one of the { SEQ A } fields. With the field selected, press ALT+F3. When the "Create AutoText" dialog opens, type "next" and press "OK."

Now select the {SEQ A \r1} field, press ALT+F3, type in "newlist" and press "OK."

Toggle field codes again (ALT+F9). Now provided that you have "Show AutoComplete Suggestion" checked in Tool>AutoCorrect Options>Autotext settings you can start a new numbered list anywhere in your document by typing newlist and hitting enter when the AutoComplete suggestion pops up.

For the next number just type 'next' and hit enter when the AutoComplete Suggestion pops.

The AutoText method is a handy, very robust method of creating a sequenced numbered list. The AutoText entries are stored in the document template and available in any new document created from the template.

"But what if I already have a long list of items that I want numbered." OK, thanks to the power of Word macros, fellow MVP Graham Mayor and I have put together a Word Add-in that makes SEQ field list numbering as simple as ABC.

The SeqField List Numbering Add-In provides a toolbar and keyboard shortcut to quickly create, expand, or refresh numbered list using SEQ fields. The following paragraphs and illustrations provides an introduction to using the SeqField List Numbering Add-in.

The toolbar provides the majority of user interface. Use the Start/Extend/Addin List command to apply numbering to a selection of text

An input box opens asking for a starting number. Type in a starting number and press "OK." Note - The default number is 1.

The result is a sequentially numbered list with the cursor at the end of the text.

Press Start/Extend/Addin List again or press the keyboard shortcut ALT+Enter and the next sequential number is generated

The Renumber/Refresh List toolbar command is used to renumber an existing numbered list or to refresh a list after editing. For example if item 3. is deleted from a list by editing then you can use this tool to refresh the list. You can also use the Renumber/Refresh command to number or renumber a selection of list paragraphs with any chosen starting number.

The Split List Item command splits an individual line of numbered text at the insertion point into two numbered lines.

The Delete List # command deletes the numbering from the selected paragraphs.

The Delete List # and Text deletes both the list numbering and the selected paragraph text.

Download: SeqField List Numbering Add-In

Unzip and save the SeqField List Numbering Add-In.zip file your Word Startup Directory (available at all times) or save it in your Word template directory and add it with Tools>Templates and Add-Ins. For more on using Add-Ins see: What do Templates and Add-ins store? and Organizing your macros.

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