12 April 2013

I love Microsoft Word styles. Properly used, Word quickly becomes a much more powerful word processing document. All styles require you to work within the constraints of the template, and lists are no different. Take a look at this introduction (includes screenshots) if you are unfamiliar with using styles with lists and consider the difference between multilevel lists and list styles.

The unexpected result popped when the styles/templates were copied to a new document. Although the styles were preserved, the list styles were not copied. Go figure that one would be part of a template and another part would not be. There are at least two solutions.

Solution One: Copy an Instance

Copy a list from the original document to the new document. The list will bring the associations between the list styles and the Word styles with it. This should generally work.

An extension of this solution would be to simply start from a document that already uses the lists rather than applying the template to a new document. That ensures that list styles and any other similar concerns (as yet unidentified) are addressed.

Solution Two: Recreate the List Style

This is slightly more difficult because you have to manually reassociate the styles with the multilevel list.

  1. Expand the outline button
  2. Click "Define New Multilevel List"
  3. Click "More"
  4. Select each level and change the style associated with it - update other settings too
  5. Set the "ListNum field list name"

What does all this accomplish?

This creates a valid ListNum field list name. That allows fields like this (Quick Parts > Field):

{ LISTNUM  ExampleList \l 1 \s 0 }

The "ExampleList" definition is not embedded in the word styles. You have to copy or recreate the multilevel list to establish that relationship -- and to allow manipulation using the Word field. By reestablishing the connection, you can address various functionality issues like ensuring that the numbering restarts reliably.

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