|
Starting, using, and stopping the automatic
numbering (and bullet) feature
and
Tips and tricks for using automatic paragraph
numbering, outlines, and numbered (or bulleted) lists
Related pages -
Using, creating, modifying,
and saving outlines
Some basic information
about styles (and several links to related pages) |
 Need
to create numbered paragraphs or item lists automatically
so that numbers change when you add, delete, or rearrange items?
Or (the opposite) . . .
Are
you tired of WordPerfect turning automatic paragraph numbering
on whenever you type a number plus a tab (e.g., 1<Tab>)
to create a list?
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This is a QuickCorrect feature, called
"QuickBullets." (See WordPerfect's
Tools, QuickCorrect, Format-As-You-Go.)
It automatically uses WordPerfect's Outline feature, calling up an outline
style chosen in Insert, Outline/Bullets & Numbering
(i.e., styles that create automatic outline numbering or bullets).
Some find it useful and others don't. Here's
how to deal with it. |
To turn this feature ON
- First -- if the feature is not already on
(the default) -- do this: While your cursor is in normal body
text or in a new document, click on Tools, QuickCorrect, Format-as-you-Go
tab, and enable the QuickBullets option.
To use it:
- [In WordPerfect 10 and later; for earlier
versions --or any version -- see the quick toggling
method below:] To begin a numbered list at the beginning
of a line, type a number "1" then press <Tab>.
In Reveal Codes you should see these codes: [Outline][ParaStyle...][Style].
- Note that if you first choose a different
outline style in Outline/Bullets & Numbering, then that numbering
will take effect instead of the default numbering. The [Outline]
code helps define the numbering scheme. Using the "Type-a-1-then-press-Tab"
method "as is," the default number scheme is the Legal
numbering style. When you use the toggling
method below, the default is the Paragraph numbering style.
- [All versions, after the outline starts:]
Enter some text. When you press <Enter> after entering
the text, a new paragraph will be started, as expected, but it
will begin with the next number/numeral/letter in the numbering
sequence (depending on the Outline level you are in).
- Note that you can press <Ctrl+Shft+L>
to insert a line break; this will start a new unnumbered
paragraph under the previous numbered one (press <Enter>
to resume automatic numbering). This is a good way to gather
several unnumbered paragraphs under a numbered outline
item.
- To stop the number list, press <Enter>
at the end of the current paragraph to start a new line, then
immediately press <BackSpace> to remove the [Para Style]
codes on the new line. You will then be able to type ordinary
unnumbered paragraphs.
- See also the section below on toggling
this feature on and off as needed, regardless of the QuickBullets
setting.
- As mentioned, you can change the numbering
(outline) style from the default style or the style currently
in effect in the document; see the Tips section below.
See also the tip there on using bullets
instead of numbers.
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To turn this feature OFF
- While in normal body text or in a new document,
click on Tools, QuickCorrect, Format-as-you-Go tab, and uncheck
(i.e., disable) the QuickBullets option. This stops the automatic
creation of lists when you press a number or letter followed
by a <Tab>, but you can still access this feature with
"toggle" keys (see the next section).
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To toggle
this feature ON and OFF when needed
Since the automatic paragraph numbering feature
is useful for creating numbered lists and outlines (or "bullet
lists"), if you ever need to use this feature again temporarily,
you could just press a certain pre-assigned shortcut key
or click a toolbar button. (Using a button seems to be
a better and easier method, but this is your choice.) This "toggles"
the feature on; then use the same key or press the button again
to toggle it off.
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Note three things about
this method:
(1) Toggling works even if you have QuickBullets
turned off (disabled), which can be a handy way to create a quick
outline list in any document.
(2) The default Outline numbering style
used with this method is the "Paragraph" style (1,A,i),
the first style shown in Insert, Outline/Bullets & Numbering.
(3) You can choose another (non-default)
numbering or bullet style with Insert, Outline/Bullets &
Numbering before using this toggle feature and it will
be used instead. (See also the tips section
about interspersing different Outline numbering schemes
in a document.) |
- To "toggle"
this feature on and off from the keyboard:
- For regular Windows keyboard definitions
this feature is normally already available by pressing <Ctrl+H>.
(For those who use the old DOS keyboard, use <Ctrl+T>.)
- Note: These pre-assigned
keys should act as "toggles," turning the feature on
and off as needed. However, if you find that the feature is not
turned off (or on) using <Ctrl+H> using the regular Windows
keyboard and you get a "CtrlH macro not found" error,
you can either -
- create a macro by that exact name
(CTRLH.WCM) with just the OutlineBodyTextToggle command in it. This should solve the problem; - or
-
- assign the Outline
Body Text feature (which performs
the same function as the macro command mentioned above) to <Ctrl+H>
or any other available key combination. See here
for information on assigning features to such shortcut keys.
(Note that this feature is found under the "Insert"
feature category drop list when you edit the keyboard definition.)
- You can also toggle this feature off while
in a numbered list by clicking the down arrow in the "Select
Style" drop list on the Outline property bar and select
"<none>".
- To assign this "toggle"
feature to a toolbar (or property bar) button:
- Right-click on the toolbar or property bar.
Choose "Edit" to open the Toolbar (or Property bar)
Editor.
- Under the Feature Categories list, choose
"Insert," then scroll down in the Features list to
"Outline Body Text," select it, then click on "Add
Button." The new button should appear on the toolbar or
property bar. (You can drag it to a new position.)
- Finally, click OK on the Toolbar (or Property
Bar) Editor dialog to close it and return to your document.
- The new button will act as an On/Off switch
for this feature.
- Note 1: It might be better to place this "Outline toggling"
button on the main toolbar or on the Outline Tools bar (right-click
the toolbar area and select Outline Tools) because the Outline
property bar will disappear -- and the new button with
it -- whenever an outline item is converted to normal body text.
You won't be able to use it to turn outlining back on for that
item since the Outline property bar will not be visible. But
if the button is on the main toolbar or you have made Outline
Tools visible, you will have access to this button.
- Note 2: You can also toggle numbers and outlining with the
Numbering button on the main toolbar (it has the numbers 1, 2,
and 3 on it). It, too, is found in the Features Categories list,
under "Insert." [Thanks to Jan Berinstein for this
tip.]
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To customize the style of
the paragraph numbering, you can -
- double-click the [Style] code in Reveal Codes
for any numbered (or bulleted) paragraph and make changes to
the Contents field (see here for
customizing tips); this will change the numbering (or bullet)
style for all such numbered (or bulleted) items in the
current document only; or
- use another, existing Outline
style; or
- create a custom Outline
style. Once such a different outline numbering scheme is
started in a document, it can be toggled on and off throughout
the document in the manner described in the above section. Custom
outline styles can be saved to the default template so they are
available in all new documents based on that template.
Also see the Tips section below for
some more customization ideas. |
Tips
- Promote
and demote (shortcut keys) with the Tab key: Demote (indent)
the current outline level: Position the cursor at the beginning
of the paragraph and press the <Tab> key. Promote (outdent)
the level with the <Shft+Tab> keys.
- Outline
property bar: In addition to the <Tab>
key, you can use the buttons on the context-sensitive property
bar that appears when your cursor is in the outline (assuming
that View, Toolbars, Property Bar is turned on) to promote or
demote an outline level. The other buttons on that property bar
can collapse or expand an outline, show or hide an outline's
levels or body text, set a new starting number, etc.
- Using
shortcut keys instead of Outline property bar button: As indicated above, the command assigned to the <Ctrl+H>
or <Ctrl+T> key is "Outline Body Text." This
toggles outline numbering on and off. But you can assign
several features found on the Outline property bar to keys, if
you prefer to use the keyboard when working in outlines. Starting
with WordPerfect 9 the following additional button features are
available for assignment: Outline Demote Item, Outline Promote
Item, Outline Move Item Up, Outline Move Item Down, and several
related features; all can be found under the Keyboard Shortcuts
Feature category, "Insert." For more information on
assigning features, macros, or keystrokes to keys or key combinations
(or changing the assignments), see here.]
- Select
and automatically number: If you select
some text first and then press <Ctrl+H> (or <Ctrl+T>,
if using the DOS keyboard), or click the assigned button if you
use that method, the selection -- up to the end of the paragraph
-- will be numbered automatically. If your toolbar has a button
with a "123" icon ("Numbering - Create numbered
lists and outlines"), you can select text and click the
button.
- To create
automatic bullets instead of the default paragraph numbers, first click Insert, Outline
Bullets & Numbering, <Bullets> tab; then choose a bullet
style and click OK.
- Alternative #1 - If QuickBullets is enabled in Tools, QuickCorrect, Format-As-You-Go,
QuickBullets:
- To create a bulleted list using QuickBullets,
at the beginning of a new line, type one of the following characters,
followed by a Tab or Indent, to produce the corresponding bullet:
>, o, *, O, ^,
-, +.
- Type the text, then press <Enter> to
begin the next list item. Continue to add items by pressing <Enter>,
then typing text.
- Note that using the letter "o"
or "O" to start a QuickBullet list will cause QuickBullets
to employ a multi-level outline list whereby pressing
<Tab> or entering an indent at the beginning of the second
and subsequent paragraphs (before typing text in the paragraph)
will indent both the bullet and the text. Starting a QuickBullets
list with the other characters (>, *, ^, +) will create a
single-level bullet list whereby pressing <Tab>
or entering an indent will indent the paragraph's text only,
not the bullet.
- To end the list, press Enter, Backspace --
or simply toggle the list off (see the above section, "To
toggle it ON and OFF when needed").
- If you do not want one of these characters
followed by a tab to begin a bulleted list, add it to the QuickCorrect
list. Click Tools, QuickCorrect, then type the character in both
the Replace and With text boxes.
- Alternative #2: You can insert a bullet (i.e., a bullet list paragraph
style), at the beginning of the current paragraph or in the middle
of another paragraph outline style, with <Ctrl+Shft+B>.
The "Insert Bullet" feature is assigned to these keystrokes
(a "shortcut") by default; therefore, QuickBullets
does not need to be enabled for this shortcut to work.
- Once you have used <Ctrl+Shft+B> at
least once, the bullet list paragraph style will be added to
your default template and show up in the Select Styles list on
the Text property bar in all new documents. You can delete this
bullet style by editing your default template and deleting the
style there (Format, Styles, <choose style>, Options, Delete);
however, it causes no harm to leave it in the styles list, and
in any case you can still use <Ctrl+Shft+B> to insert the
bullet.
- Alternative #3: You can also create a custom bulleted outline
list. For example, to use an asterisk (*) character symbol for
bullets:
- Click Insert, Outline/Bullets & Numbering,
Bullets.
- Click on "More Bullets."
- Type 0,42 in the Number box to select the
asterisk character, then click "Insert and Close."
- This creates a new type of bulleted list
that uses an asterisk symbol for the bullet character. Click
OK to begin creating the list.
- To use this type of list again in the current
document, click Insert, Outline/Bullets & Numbering, Bullets
and select the list.
- To save this new custom bullet list for use
in other documents: In the Bullets & Numbering dialog, click
Options, Copy, Default template.
- Also see "METHOD B: USING GRAPHIC IMAGES
FOR OUTLINE BULLETS" here: Create
custom bullets for your outlines.
- Removing
automatic numbers (or bullets): To remove automatic numbers
from your document, select the numbered paragraphs and click
Format, Styles, <None>, Insert (or Apply in WP8). If your
toolbar has a button with a "123" icon ("Numbering
- Create numbered lists and outlines"), you can select the
numbered item(s) and then click the toolbar button to remove
numbering for that selection.
- Selecting numbered
items first, then using the "123" button to un-number
them, will only remove numbering from one paragraph (the last
one in the selection) in WordPerfect 8. In WordPerfect 9
and later versions, all selected items are processed. The "Format,
Styles, <none>, Apply" method will work better in
WordPerfect 8 for removing automatic numbering from several
paragraphs at a time.
- You can insert one or more unnumbered
paragraphs of text under any outline number (or bullet) and
maintain tabbed alignment by using a Line Break at the end
of each inserted paragraph (<Ctrl+Shft+L>) instead of using
the <Enter> key (i.e., a hard return). Pressing <Enter>
automatically increments the outline (at the same level), but
using line breaks does not.
- Converting
automatic numbers (or bullets) to plain text: If you want to convert automatically numbered
or bulleted paragraphs (those with items that begin with a [Para
Style][Style] code pair) to their text equivalents (bullets are
converted to text symbols), you can select the paragraph
items, press <Ctrl+C> to copy the selection, then immediately
click Edit, Paste Special, Unformatted text. Note that formatting
will be lost in the paragraphs, but this is usually a minor problem
to fix. Alternatives:
- Open Reveal Codes and select just the code
pair at the beginning of each item, then press <Ctrl+C>
to copy the selection, then immediately click Edit, Paste Special,
Unformatted text. (This tip works in WP8+. Not tested in earlier
versions.)
- Note that with the above alternative, remaining
outline numbers will be automatically renumbered, so if you need
to do this for more than one outline item, start at the highest
number and work backward to preserve the numbering.
- To automate the process for the entire document,
try the macro: "Replace
outline numbers with text equivalents.wcm,"
downloadable in Repl-OL.zip.
- Use John Land's (modified) #PAR2TXT
macro, which automates the process of converting paragraph numbers
to text.
- Insert
a paragraph number anywhere with <Ctrl+Shft+F5>, which opens the small Insert
Paragraph Number dialog. This feature makes it easy to automatically
number items inside a paragraph. (You can also add the
Insert Paragraph Number feature to a toolbar
or property bar.) Subsequent intra-paragraph
numbers might cause WordPerfect to insert a hard return ([HRt])
and an [Outline] code; simply delete them in Reveal Codes to
"close up" the new number and adjacent paragraph text.
- To
start a numbered paragraph with a different number, place the cursor inside
that paragraph and click the "Set Paragraph Number"
on the Property bar. Most often this is used to start a new list
with the current paragraph number reset to "1."
- To
quickly change from one outline style to another, or change to
an outline style "inside" the current outline -- for example, to change mid-stream from the default
Paragraph (Level 1-9) style to Legal (Legal 1-9) style, or to
insert several bulleted items in a numbered outline -- simply
select the outline text with your mouse, click Insert,
Outline/Bullets..., choose the new outline style, then click
OK. You may have to delate an extra hard return [HRt] code in
Reveal Codes to "close up" the outline.
- NOTES
- WP8:
- When inserting Bullet outline items,
enable the "Resume outline or list."
- For Number outline items of a different
Number outline style, choose "Start new outline list,"
then apply the new numbering style. In Reveal Codes, you probably
will want to delete the [Para Num Set] code in front
of the inserted outline items so that numbering resumes properly
after the newly inserted number outline.
- WP9+:
- When you change an outline/bullet style inside
another existing outline (thereby "nesting" the outline
styles), use "Apply selected layout to current outline/list"
for the inserted style (e.g., Bullets), not "Start a new
outline list." The latter choice will cause numbering to
start at "1" when you resume the original Number-style
outline.
- When you change an outline style as you
type the outline, you should choose "Start new outline..."
or "Insert new outline...". However, numbering will
be rest to "1" (as expected, since it is a new outline);
you can set the current paragraph number in an outline with the
button for this purpose on the outline property bar that displays
when you are inside an outline, if you want to "resume"
numbering from the original outline.
- Generally, it is easier (and possibly more
reliable) to insert a few bullet outline items inside another
outline style if you (1) type the primary outline first, then
(2) go back and select the items you want bulleted, and then
(3) apply the Bullet outline style (with Insert, Outline/Bullets...,)
to just those selected items as explained in the above paragraphs.
- To
make an indented outline or numbered list (using either Tabs or paragraph indents), press the
<Tab> key or click Format, Paragraph, Indent before
you toggle numbering or outlines ON (for normal keyboard definitions
this is usually done with <Ctrl+H>. For the DOS
keyboard, it is usually <Ctrl+T>). When you press <Enter>
the next item will start under the current tab stop, rather than
at the left margin. Thanks go to "Rex's Mom" on the
Corel WP10 newsgroup for this tip.
- Note that you can also select the
items after they have been created and then press <Tab>.
All items will be tabbed over to the next tab stop.
- To
make an outdented outline or numbered list so that the
first-level numbers appear outside the left margin:
- You might want to create a new paragraph
outline style especially for this purpose; see "Creating
or modifying outlines." Or, in Reveal Codes, you can
just double-click the [Style] code in the numbered paragraph
style to bring up the Styles Editor. Add a hard Back Tab to the
beginning of the string of codes shown in the Contents field
of the Styles Editor. [In the Editor: click Format, Paragraph,
Back Tab.)
- For second and subsequent level numbers,
you will need to modify that level and insert two Back Tab codes,
etc.
- If you simply modified the style rather than
created a new one, it will only apply to the current document.
- Text Outlines
are basically chained styles with an outline ability. When you
use text outline styles, the Outline Property Bar displays on
screen, which lets you expand, contract, promote, demote, move
up/down, etc., so you have an automatic outline to work with,
not just a fancy style. Try clicking on one of the icons that
demonstrates one of the outline styles, then click OK. Type some
text, hit <Enter>, type some more, hit <Enter> etc.
(When you are inside the outline, notice the property bar that
appears.)
- If
you want to set or toggle the QuickBullets feature, along with more than
a dozen other features, see the author's QC
macro. This macro could be used as a startup macro, or played
whenever these settings have been changed (as sometimes happens,
for example, when you edit a macro).
- Do
you create multiple-choice tests? Here's a tip on creating a
2-column test with the questions in column 1 and the answers
nicely lined up in column 2:
- Start the multiple-choice exam: Click on
Format, Columns, and choose 2 columns, and Parallel w/Block Protect.
Adjust other options as desired. (You might want to make column
1 narrower than column 2, for example.) Click OK to return to
the body text and the new column format.
- In column 1, type the first question's number
(e.g., "1"), a period (full stop), and a Tab (or use
the assigned shortcut key to start outline numbering, as explained
above).
- When you have finished typing the question,
do not press <Enter>; instead, press <Ctrl+Enter>
to jump to column 2, then immediately press <Tab> to start
the next level of outlining (or click the Demote arrow on the
property bar). This should insert an "a.", whereupon
you can start typing your answers. Press <Enter> after
each answer, except the last one for that question.
- When you have finished typing the answers
to the question in column 2, press <Ctrl+Enter> to return
to column 1, then press <Shift+Tab> to promote the numbering
up (or click the Promote button on the property bar); you should
now see a "2." in column 1. Type the next question,
then instead of <Enter>, press <Ctrl+Enter> to jump
to column 2, etc.
- Click on Format, Columns, Discontinue when
finished typing the answers to the last question.
- Need
a new bullet outline 'style'? See create
custom bullets for your outlines.
- Want
to create a numbered list with checkboxes on the right (e.g., a "To Do" list)? Here's how
(this works in WP11; other versions should be similar):
- 1. Click on Insert, Outline/Bullets &
Numbering. Under the Numbers tab, click on the icon labeled "Numbers
2" to select it.
- 2. Click the Options button, and click on
Copy to make a copy of this outline that you can edit to make
a brand-new outline. The Outline Definition Copy dialog opens.
If you want to copy the new outline style to the default template,
click on the radio button "Default template"; otherwise,
click OK. The Outline Definition Duplicate dialog opens; give
the style a name such as "Checklist" then press OK.
The new style will be added to the bottom of the icons. (It should
already be selected; if not, select it.)
- 3. Click on the Edit button. The Create Format
dialog opens; this is where you will set up your Outline style.
(Each outline in WordPerfect has a style associated with it.)
Notice that the current outline is a single level style; the
preview pane shows a list of single-level numbers on the right
side of the dialog. We will now add a check box to the right
of these numbers by creating a new style associated with this
outline.
- 4. Click on Create Style. The Style Editor
opens. In the Style Name field, give the style a name such as
"Checkbox." (The name of the style in the name of the
outline must be different; here, we have used similar names as
a memory device.) You can give the style a brief description,
too. The field labeled "Enter key inserts style" should
say <Same Style>, the Type field should be set to Paragraph,
and the check boxes "Automatically update style when changed
in document" and "Show 'off codes'" should be
checked.
- 5. In the Contents field, place the cursor
after all codes; that is, make sure it is to the right of the
code labeled "Codes to the left are ON - Codes to the right
are OFF." (Just click inside the Contents field and move
the cursor into position with the <Arrow> keys.)
- Tip: If you want the checkbox to appear immediately
next to the paragraph number, place the cursor either in front
of the [Para Num] code or after it, depending on where you want
the box to appear in relation to the number.
- 6. Optionally add one or two separator spaces
(simply press the Spacebar) or a flush right with dot leaders
(click on Format, Line, Flush Right...), then press <Ctrl+W>
to bring up the Symbols list. Choose a box-like symbol such as
the one in Typographic Symbols, number 4,38. Click on Insert
and Close. The block symbol should now be inserted in the Contents
field. Click OK to return to the Create Format dialog. Notice
the new style in the Preview pane.
- 7. Click OK twice to return to your document.
The first outline number should the on screen. Simply type in
some text and press the <Enter> key. A small check box
should appear to the right of your text. Each time you press
the enter key a new outline number will appear along with the
small check box.
- To toggle the outline list on and off, see
the top of this page.
- Want
to create "dot aligned" outlines [e.g., Roman numerals
right-aligned on the period ("full stop") that follows
each number]?
- 1. Click on Insert, Outline/Bullets &
Numbering. Under the Numbers tab, click on the desired icon (e.g.,
the one labeled "Roman") to select it.
- 2. Click the Options button, and click on
Copy to make a copy of this
outline that you can edit to make a brand-new outline. The Outline
Definition Copy dialog opens. If you want to copy the new outline
style to the default template, click on the radio button "Default
template"; otherwise, click OK. The Outline Definition Duplicate
dialog opens; give the style a name such as "Roman 2"
then press OK. The new style will be added to the bottom of the
icons. (It should already be selected; if not, select it.)
- 3. Click on the Edit button. The Create Format
dialog opens; this is where you will set up your Outline style.
(Each outline in WordPerfect has a style associated with it.)
Notice that the current outline is a single level style; the
preview pane shows a list of single-level numbers on the right
side of the dialog. We will now create a new style associated
with this outline.
- 4. Click on Create Style. The Style Editor
opens. In the Style Name field, give the style a name such as
"RomanAligned" (The name of the style in the name of
the outline must be different; here, we have used similar names
as a memory device.) You can give the style a brief description,
too. The field labeled "Enter key inserts style" should
say <Same Style>, the Type field should be set to Paragraph,
and the check boxes "Automatically update style when changed
in document" and "Show 'off codes'" should be
checked.
- 5. In the Contents field, place the cursor
before (i.e., in front of) all codes. (Just click inside the
Contents field and move the cursor into position with the <Arrow>
keys.)
- 6. On the Styles Editor's menu, click Insert,
Tab to insert a Left tab.
- 7. Double-click on the newly inserted [Left
Tab] code. The Tab Set dialog appears. Set the Tab type to Decimal,
and the Tab position to at least 0.05". Click Set, then
Close. IMPORTANT: Now remove any [Dot Lead] or [Dec/Align] codes
by pressing <Backspace>. The main operational codes in
the Contents field should now be these codes:
- [Tab Set][Dec Tab][Para Num: 1][Hd Left Ind]
- 8. Click OK three times to get back to your
document. The first outline
number should the on screen. Simply type in some text and press
the <Enter> key. Each time you press the enter key a new
outline number will appear, right-aligned on the period ("full
stop")..
- To toggle the outline list on and off, see
the top of this page.
- Display
a tally of your numbered paragraphs:
For example, you might start a section of a document with something
like this: "The following ? items (or questions, etc.) should
be ...," where the question mark will show the total number
of paragraphs in the following outline (or section of an outline).
- Note that this technique requires that the
following paragraphs in the outline begin with numbers,
not letters, that are chosen with Insert, Outline..., such as
the "Paragraph" or "Legal" outline. If a
Letter is used, the tally will be a letter, too.
- Click in the document location where you
want to create a tally of the paragraphs (usually after any paragraph
outline codes), then use Tools, Reference, Cross Reference and
choose "Paragraph/Outline" as the Reference Type. In
the Select Target field, type a target name such as "tally".
Then click Mark Target to insert the [Target] code into the document.
- Next, click in the location where you want
the tally number to appear (e.g., just above the paragraph
outline). Then click Mark in the Cross Reference dialog to insert
the [Ref Para] code. A "?" appears in the document
at the cursor location.
- Click Generate..., OK, to generate the cross
reference. The tally -- the total number of paragraphs up to
the [Target] code -- should appear where the "?" was
displayed.
- Note that the tally is simply the last number
in the sequence of paragraph numbers. No actual mathematical
operation takes place. Hence the recommendation to place the
[Target] code outside of the last [Para Style] code in the outline,
in case you want to add more paragraphs to the outline.
- Refer
to the same range of outline items in your document even
if items are added or deleted in the outline: For example, you might want to cite several contiguously
numbered paragraphs, such as "...see Steps 3 to 6." Assuming
you have used the automatic Outline numbering feature to number
the steps in your document, here's how to do it.
- 1. Open Reveal Codes so you can see what
is happening. Click on Tools, Reference, Cross Reference to display
the Reference Tools dialog. For the Reference Type, choose "Paragraph/Outline."
- 2. With the Reference Tools dialog still
open (you can drag it to relocate it on screen), select the first
word or two of the text in step #3's paragraph, then click inside
the Select Target field. (The selected words should appear there.
Alternatively, you can type a name into the field, if that works
better for you.) Click the Mark Target button. A [Target] code
is inserted in the document, in the outline's paragraph just
to the left of the word(s) you selected and marked.
- 3. Repeat #2 above for the next to-be-referenced
outline item.
- 4. Now that the two targets have been marked,
place the cursor in the document just after the "...see
Ssteps " phrase, and in the Reference Tools' Select Target
field, choose (i.e., click on) the target name for the first
item, then click the Mark button (not the Mark Target button).
A question mark ("?") placeholder appears in the document's
text, produced by a [Ref Para] code that is inserted in the document.
- 5. Type the word "to" bracketed
with spaces, and repeat #4 above for the second item.
- 6. Click the Generate button in the Reference
Tools dialog, or click on Tools, Reference, Generate. This brings
up a small Generate dialog where you are given two choices: Save
Subdocuments and Build hyperlinks. The first is only useful if
you are working in a master document which has one or more subdocuments
(for more on this topic see here), and the second is only useful
if you have hypertext links in the document. Most often, you
can just click OK.
- 7. You should see the following in the documet
text: "...see Steps 3 to 6"
- 8. Now, test the results: Place the cursor
at the end of the text in step 2 and press <Enter>. This
should insert a new step 3. Re-generate the references with the
Reference Tools dialog's Generate button or click on Tools, Reference,
Generate. You should now see the following in the document text:
"...see Steps 4 to 7"
- NOTE: When editing the outline paragraphs,
use Reveal Codes to ensure that you do not delete the cross-reference
[Target] codes.
- Skip
all of a Legal outline's first levels (in WordPerfect
9 and later): Here's how to create
an automatically numbered, outline list like this, where the
first level numbers (1, 2, 3, etc.) are skipped but second
(and subsequent) levels are available -
1.1 Job requirements
1.2 Education
1.3 Employment
2.1 Job description
2.2 Other duties
...etc.
Notice there are no items numbered with a
single, whole number (1,2,3) in the above list -- as would be
the case when using the standard Legal outline -- because those
would be first-level items. The list above is made up
of second-level (Legal-style) outline items. (Third- and
subsequent-level items are still available by demoting
an item.)
Such a numbering scheme might be useful in
legal documents, non-fiction books, procedure manuals, and so
forth.
- Procedure with a new outline:
- Start the new outline list by clicking Insert,
Outline/Bullets... and choose a Legal outline style from the
icon list (usually, there are four to choose from). Click OK.
If you use the "Legal" outline style, this will insert
a "1" in the document, at the left margin. This is
the first level of the outline.
- Immediately
press <Tab> to demote the first level. This will produce
a "1.1" (or similar) in the document. This is the second
level of the outline.
- Type some text, and press <Enter> for
the next item at this level, "1.2". Repeat as needed.
- When you need to produce the next higher
main number in the level's sequence (i.e., "2.1"),
press <Enter> and then click the "Set Paragraph Number"
button on the Outline property bar that displays whenever the
cursor is inside an outline. Then either -
- set the number to one higher than what
common sense would tell you: That
is, set it to "3" to produce "2.1" in the
outline; or
- type the number you want to use for that
level. That is, type "2.1"
to produce "2.1". (You can even omit the period/full
stop separating the numbers.)
- Note that this method works only for the
level you are currently using for your outline. For example, iIf you are using second-level items
(n.n) at that point, you would only type second-level numbers
(e.g., "2.1," "3.1," etc.). If you need a
third-level item, first demote the current two-level item
down to a three-level item (n.n.n), then type a third-level item
into the dialog (e.g., "3.1.1"). If you don't demote
the item first, WordPerfect will "round up" the current
number to conform to the current level's scheme (e.g., two-level
numbers).
- To create third- and subsequent-level numbers,
press <Tab> or <Shift+Tab> as usual to demote or
promote an item (or use the property bar).
- Procedure with an existing outline: You can set new paragraph numbers anytime, even in
existing Legal outlines. For example -
- Use one of the Legal outlinea during the
first and subsequent drafts of the document.
- Then, during the final draft, force the outline
to skip all first level numbers by demoting all first
level items (e.g., change "1" to "1.1"
with the demote arrow on the Outline property bar). You can select
adjacent first-level items and use the demote button on the property
bar.
- Place the cursor in any subsequent second-level
outline item and set the new paragraph number (e.g., from "1.4"
to "2.1"), as detailed in the previous "new outline"
section. (For third-level items, you will need to promote them
to second-level before you can renumber them.)
- Note: This
trick seems to work only with the Legal ("decimal"),
multi-level outlines and not to other multi-level outlines. If
you use other, non-Legal multi-level outlines you can set the
paragraph number to the expected value (e.g., "2")
and get the desired result.
- Reset multi-level outline
levels (e.g., Legal-style outlines) to a custom number. (This is a variation on
the previous tip.)
- A user wanted to change what would normally
appear as 2.1.1 to 8.3.1 in a Legal-style outline list.
- Here's how to do it. To try out the procedure
first, create a sample Legal-style outline, including an item
numbered 2.1.1, like this:
- 1
1.1
2
2.1
2.1.1 xSample text
2.2
2.2.1
- Then place the cursor in front of (i.e.,
just to the left of) the text in item 2.1.1, where the "x"
is in the example above.
- Then click the Set Paragraph Number button
on the Property bar that should be displayed, and type in a value
of 8.3.1 in the dialog that pops up.
- You should see this -- including a renumbered
sequence of the remaining items:
- 1
1.1
2
2.1
8.3.1 xSample text
8.4
8.4.1
- Note that you must have, for example, a three-level
item (n.n.n) to change it to another three-level item, as in
the above sample. For instance, if you also try to change the
8.4 in the above sequence to 9.1.1 (a third-level item), you
will get 9.2 (a second-level item; WordPerfect "rounds up"
to maintain a two-level scheme). So, first demote the
8.4 down to 8.3.2 by placing the cursor before any text on that
level and then pressing <Tab>. Or use the appropriate Property
bar button to demote the level to 8.3.2. Then type 9.1.1
into the dialog and you'll get 9.1.1.
- See also "Creating and Modifying Outlines"
[e.g., create fixed-width paragraph numbers (001, 002) and other
custom-formatted paragraph numbering and numbering styles, such
as adding one or more tabs in front of the number]. And if you
plan on using outline headings in a Table of Contents, see "Mark a style for inclusion in a Table of
Contents". Some basic information about styles
and several links to related pages can be found here.
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