Number steps in procedures using Field Codes

[Heather]

I've read everything I can find on the Internet about the
auto-numbering problem in Word. I'm using 2003. I understand the
theory (I think), but I need to find a solution. I am writing manuals
for a software company, and I need to have a series of procedures in
the books. I want to have very stable numbering, and from what I've
read, I should use the ListNum field. Everyone seems to be using
Outline Numbering, even when they just need a simple list like I do, so
that's what I've been trying.

Below is a summary of the types of simple lists I need to create.

Intro text procedure 1

1. step one
2. step two
3. step three
Note: note text
4. step four

Intro text procedure 2

1. step one
2. step two

I created a simple macro that inserts step one. How do I automatically
create the subsequent steps where it knows what number needs to come
next based on the one above it?

Can anyone share the macro code I need to use? For the style, I'm just
aligning the paragraph and not applying numbering.

Thank you very much for your time.

Heather

 

[Suzanne S. Barnhill]

I see no reason why you can't use outline numbering quite successfully for
this. See http://www.shaunakelly.com/word/numbering/OutlineNumbering.html
and http://word.mvps.org/FAQs/Numbering/ListRestartMethods.htm for general
principles. Then link Level 1 (unnumbered) of an outline list to the style
you're using for the intro. The numbered list will be Level 2, which will
restart automatically after Level 1. For the Note, use a third style that is
not part of the outline list (this would be similar to the List Continue
style that matches List Number in Word's built-in styles).

 

[John McGhie [MVP - Word and Word Macintosh]]

Hi Heather:

I would go with Suzanne's advise, using List Numbering with Restarts.

While ListNum fields are theoretically more stable, in practice they lead to
more problems. Either method will work perfectly forever if used by a user
who has fully understood the mechanism. Neither will survive hacking and
chopping by an untrained user.

To do this using ListNum fields, your first field in each list requires the
\s 1 switch. The remaining fields must not have it. It's the switch that
sets the numbering back to "1", without it, ListNum fields number from start
to finish in a document.

The rot sets in when untrained users start dragging and dropping text, or
copying it in from other documents. If they do not suspect ListNum fields
are in use, and have not been trained on how to reveal them, they will never
see them. They then start floundering around typing over them or applying
"Numbering" in "addition". It gets ugly...

I would create a macro to sense the style un use and place the appropriate
field. So you have Numlist First and Numlist styles. The macro says if the
style name is Numlist first, then place a ListNum field with "\s "1""
switch, else place a ListNum field without the switch.

It's more trouble than it's worth: See here:
http://word.mvps.org/faqs/numbering/ListRestartFromUI.htm

Cheers

I've read everything I can find on the Internet about the
auto-numbering problem in Word. I'm using 2003. I understand the
theory (I think), but I need to find a solution. I am writing manuals
for a software company, and I need to have a series of procedures in
the books. I want to have very stable numbering, and from what I've
read, I should use the ListNum field. Everyone seems to be using
Outline Numbering, even when they just need a simple list like I do, so
that's what I've been trying.

Below is a summary of the types of simple lists I need to create.

Intro text procedure 1

1. step one
2. step two
3. step three
Note: note text
4. step four

Intro text procedure 2

1. step one
2. step two

I created a simple macro that inserts step one. How do I automatically
create the subsequent steps where it knows what number needs to come
next based on the one above it?

Can anyone share the macro code I need to use? For the style, I'm just
aligning the paragraph and not applying numbering.

Thank you very much for your time.

Heather

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John McGhie <[email protected]>
Microsoft MVP, Word and Word for Macintosh. Consultant Technical Writer
Sydney, Australia +61 (0) 4 1209 1410