|
Starting, stopping, and
toggling the automatic numbering (and bullet) feature
- and -
Some 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)
How to create
automatically numbered document headings in WordPerfect (single level and multi-level headings) |
|
Note
WordPerfect menu choices (below) refer
to the <WordPerfect> menu (right-click
on the top menu bar for a choice of menus). If you use a <Microsoft
Word> menu, the choices might be absent from your menu (but
not from the program), or they might be found under another menu
selection. See here for more.
Page Contents
|
About this
feature . . .
|
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 on automatic
paragraph numbering or lettering whenever you type a number or
letter plus a tab (e.g., 1<Tab> or A.<Tab>) to create
a list?
This is part of a QuickCorrect feature,
called QuickBullets. [See WordPerfect's Tools,
QuickCorrect, Format-As-You-Go.] It automatically uses WordPerfect's
Outline feature by calling up
an outline style that was chosen in Insert, Outline/Bullets & Numbering
(i.e., the various outline styles
that create automatic outline numbering or bullets).
Some find it useful and others don't. Here's
how to deal with it.
[Page Top] |
To turn this feature ON
|
If the feature is not already turned on (the
default), do this to turn it on:
- While your cursor is in normal body text
or in a new document, click on Tools, QuickCorrect, Format-as-you-Go
tab, and enable (tick) the QuickBullets option in the Format-As-You-Go list.
Note 1: You
can also toggle this feature on and off as needed, regardless
of its initial setting. See below.
Note 2: The
feature can automatically start a list (an Outline) of numbers,
letters, or bullets, as explained below. Most users
typically first discover this feature when typing a number plus
a Tab or when typing a Q. (a letter plus a period or colon) plus
a Tab.
[Page Top] |
To USE this feature
|
[This method is for WordPerfect 10 and
later; but for earlier versions -- or any version -- see the
quick toggling method below, which you
might find faster and easier to use. In any case, please read
this section first since it presents some basic information.]
- To begin a numbered list at the beginning of a line, type a number "1"
then press <Tab>. (For a lettered list, type a letter
plus a period or colon, then press <Tab>.)
- In Reveal Codes you should see these codes:
[Outline][ParaStyle...][Style]
- Changing the numbering scheme: If you first choose a different outline style
in Outline/Bullets & Numbering, then that numbering scheme
will take effect instead of the default numbering schemes (see
next paragraph). This is because the "upsttream" [Outline]
code helps define the numbering scheme in effect further "downstream".
(The [ParaStyle...][Style] codes can be deleted to remove numbering
at any particular paragraph location where it exists, but the
new [Outline] code will still be operative.)
- Defaults: Using
the "Type-a-1-then-press-Tab" method "as is,"
the default number scheme is the Legal numbering style (1, 1.1,
1.1.1, etc.). When you use the toggling
method below, the default is the Paragraph numbering style (1.,
a., i., etc.)
- Customizations:
You can create custom Outline styles. See Creating
and Modifying Outlines.
- [All WordPerfect 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 or lettered 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 paragraphs of text.
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.
[Page Top] |
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 type a number
or letter followed by a <Tab>, but you can still access
this feature with "toggle" keys (see the next section).
Note that this is a "sticky" setting,
so it will remain turned off until you turn it on again. [WordPerfect
might even turn it off if you are working on a merge or editing
a macro. Some find this annoying (I do), so you can use the QC macro to turn it -- and many
other QuickCorrect settings -- on and off as needed.]
[Page Top] |
To toggle
this feature ON and OFF when needed
|
[If you skipped down to here, and you are
not very familiar with the automatic numbering feature, see the
above sections first.]
Since the automatic paragraph numbering
feature (sometimes called "QuickNumbers")
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. This "toggles" the
feature on. Use the same key or press the button again to toggle
it off.
|
Note three things about
this feature:
(1) Toggling works even if you have
QuickBullets turned off (i.e., disabled), which can be a handy
way to create a quick outline list in any document. (If QuickBullets
are off, they will remain off since this is a separate shortcut
operation.) Toggling lets you start numbering, then stop numbering
to add other material, then start numbering again with the next
number in the sequence, etc. (You can also select text and then
toggle numbering on/off for the selection. See more tips
below.)
(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.
As soon as you toggle the feature on, the number, plus an indent,
will appear in your document; there is no need to type the number.
(Note that if your cursor is in the middle of a paragraph, the
entire paragraph will be numbered and indented. See also the
tip on promoting and demoting the outline level below.)
(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 styles
in a document.) |
Keyboard or mouse?
- Use this toggle feature from your 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>.
[N.B.: Keyboards can be selected with Tools, Settings, Customize,
Keyboards tab. See here for how to
modify them.]
- 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.)
- Assign this toggle feature to any
toolbar (or property
bar):
- 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.]
- [For more on creating toolbar buttons, see
here.]
- Outline property bar: This context-sensitive bar appears when your cursor
is in an numbered list or other outline. You can also turn this
automatic numbering feature off in the document by clicking the
down arrow in the "Select Style" drop list on
the Outline property bar and select "<none>".
[Page Top] |
To CUSTOMIZE
the style of the paragraph numbering
|
Either -
- 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.
[Page Top] |
Tips and tricks
- 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
text and automatically number (or un-number) it: If you select some text first and then press
<Ctrl+H> [or <Ctrl+T>, if you use the DOS keyboard],
or click an assigned button [if you use that method; see above], the selection -- up to the end of
the paragraph (or paragraphs) -- will be numbered automatically.
Repeat this process to un-number it.
- Related tips:
- Blank (empty) numbered paragraphs can easily
be removed by placing the cursor in them and pressing the shortcut
toggle key (<Ctrl+H> or <Ctrl+T>). Or you can press
the <Backspace> key to remove the [Para Style] code
for that paragraph. The remaining paragraphs will be renumbered
automatically.
- If the selected text was previously numbered,
the numbers in the selection will be removed and the text will
revert to normal body text. Note that the text is no longer part
of the Outline's structure, so to re-establish numbering you
will need to select it again and then use the toggle key.
- If your toolbar has a button with a "123"
icon ("Numbering - Create numbered lists and outlines"),
you can select text and click the button. (You can create this
button by using the methods here.)
- While typing, 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.
- To create automatic bullets instead of the
default paragraph numbers (discussed
above) -
- click Insert, Outline Bullets & Numbering;
- select the <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:
- Next, 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>, then
<Backspace> -- or simply toggle the list off (see the above
section, "To toggle it ON and OFF when needed").
- Tip: 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 using the toggle key on selected text as explained
in the above tip. Or, 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.
- 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.
- WordPerfect 8 users: 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.
- 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:
- Alternative #1: 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 this 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.
[Note: This macro was written in WPX4, but it might work in earlier
versions. Test it on a copy of your document.]
- Alternative #2: [For earlier versions of
WordPerfect, such as WP8 and earlier:] 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."
- Changing
or interspersing outlines:
How to quickly change from one outline's
number (or letter or bullet) style to another style, or change
to a different outline style "inside" the current outline:
- Example #1:
Change a bullet outline list to one with small squares (checkboxes)
instead of bullets:
- Place your cursor anywhere in the existing
outline and then click Insert, Outline/Bullets, Bullets tab and
choose the new bullet style (i.e., the Check Box bullet style),
then click OK. The entire outline's bullet style should change
to checkboxes.
- Note: If this does not produce the desired
result you can undo the change (with Edit, Undo or Ctrl+Z) and
do this instead: select the entire outline's text first,
then apply the new bullet style.
- Example #2:
Insert several bullet items in the middle of an existing
numbered outline:
- Select just the outline items you
wish to change, then click Insert, Outline/Bullets..., choose
the new bullet style, and click OK. The selected items should
change to bullets, while both the preceding and succeeding items
should remain numbered.
- If you wish to indent these new bulleted
items from the current outline level, select them and use Format,
Paragraph, Indent from the main WordPerfect menu. (Or use the
Tab key if you prefer.) You can also use the Demote button on
the Outline property bar.
- (With either method, 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 reset 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
copy-and-paste text that contains an outline into the
current outline - When you
insert (or paste) text that contains [Outline][Para Style]
codes into the current outline, those codes probably will conflict
with the existing outline's codes (located farther "upstream"
from the current paste location).
- For ordinary documents, perhaps the
best way to do this and minimize disruption of the current outline
area is to simply paste the text into the target location using
Edit, Paste Special, Unformatted text.
This will strip out all formatting from the pasted text
(which you can reformat later) -- converting the outline's paragraph
numbers to plain text along with everything else.
- Next, place your cursor at the beginning
of each plain-text-numbered paragraph, delete the text numbers,
and press <Ctrl+H> (or press <Ctrl+T> for the DOS
keyboard; see above for more on these keys).
This toggle key should add the proper outline paragraph number
for that location (though possibly not the proper outline level),
since the outline's numbering style was already set above that
location.
- You can use <Tab> or <Shift+Tab>,
or the Outline property bar, to further
demote or promote that item.
- Repeat for each plain-text-numbered paragraph.
- [For similar issues with merge forms,
see
this thread on WordPerfect Universe.]
- 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. When you press <Enter>
the next item will start under the current tab stop, rather than
at the left margin.
- As noted above, to toggle numbering on: For normal keyboard definitions
this is usually done with <Ctrl+H>; for the DOS
keyboard it is usually <Ctrl+T>.
- Note that you can also select the
items after they have been created and then press <Tab> or use an indent.
All following items will be tabbed/indented 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].
- Outline styles in a Table
of Contents: 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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