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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 -
modifying, and saving outlines
[e.g., how to 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]
• Some basic
about styles (and several links to related pages)
• How to create automatically numbered document headings in WordPerfect (single level and multi-level headings)
WordPerfect counters to automatically display sequential numbers,
letters, or Roman numerals almost anywhere (including inside outline
Page Contents• About this feature ...
• To turn this feature ON
• To use this feature
• To turn this feature OFF
• To toggle this feature ON/OFF when needed
• To customize the style of the paragraph numbering
(and save it for future use)
• Some tips and tricks for using automatic paragraph numbering, outlines, and numbered (or bulleted) lists
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.
About this feature . . .
Do you 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 (with, optionally, a period or colon) followed by a Tab -- e.g., 1<Tab> or A.<Tab> or Q:<Tab>?
[Note: If you get such paragraph numbering when you paste material from an outside source such as Microsoft Word (something that is not caused by the automatic numbering feature), see here for solutions.]
This is part of a QuickCorrect
feature, called QuickBullets. It is available via Tools,
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 program default), do this to turn it on:
While your cursor
is in either 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. (See image above.)
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 discover this feature when typing a number followed by a Tab, or when typing a letter such as a "Q" (plus a period or colon) and a Tab. These is because the program has some built-in functions to start automatic outline numbering.
[Page Top]To USE this feature
Note: This method is for WordPerfect 10 and later; but for 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" (plus a period or color, if desired) then press <Tab> -or- an Indent (see the Format, Paragraph menu).
• For a lettered
list, type a letter plus a period
or colon, then press <Tab> -or- an Indent (see the Format, Paragraph menu).
¤ In Reveal Codes you should see these codes:
¤ Changing the numbering scheme (see also the next note): 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 "upstream" [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-1-then-press-Tab" method, 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 and use them instead. See Creating and Modifying Outlines.
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).
Alternative: 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 paragraphs under a single numbered item.
To stop the number or lettered list:
• Press <Enter> at the end of the current paragraph to start a new line;
• 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. Using the keyboard can be easier and
faster than a menu.
☼ You can change the number's value at any
point mid-way in the list
(i.e., start with a different number) with the Set Paragraph Number
button on the Outline Property
Bar that should appear when your cursor is inside the list:
☼ It is
easy to make quick, basic modifications to the appearance of the
numbering scheme (e.g., add Tabs or Indents next to the number,
or bullet). See the customizing section below
and the Tips section on indenting, outdenting, etc.
☼ As mentioned, you can change the numbering (outline) style from the default style or the style currently in effect in the document. See "Changing the current outline style or interspersing ("nesting") outlines" below. See also "To create automatic bullets instead of the default paragraph numbers" below.
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).
¤ 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.]
¤ You can also toggle this
feature on and off as needed, regardless of
its initial setting. See the next section below.
[Page Top]To toggle this feature ON or 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.
¤ While the material here focuses on the automatic paragraph numbering feature, it applies equally to other Outline styles (Insert, Outline/Bullets & Numbering).
numbering feature (sometimes called "QuickNumbers") is
useful for creating numbered lists, "bullet
lists," and multi-level outlines (e.g., 1.; a.;
• Whenever you need to use this feature again temporarily (assuming it is turned on) you can just press a certain pre-assigned shortcut key or click a toolbar button, as described in the next paragraphs. This "toggles" the feature on. Use the same key or press the button again to toggle it off.
• Important things about this feature:
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
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.
(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 changing or interspersing different Outline numbering styles in a document.)
Keyboard or mouse?
• You can use this toggle feature from your keyboard:
For a regular Windows keyboard this feature is normally already available by pressing <Ctrl+H>.
For those who use a DOS keyboard, use <Ctrl+T>.
are defined -- hence: "keyboard definitions" --
by the way many of their keys -- or key combinations -- are "mapped" to
various things. Once mapped, the keys are often called "shortcut keys".
Keyboard definitions can be selected from the Tools, Settings, Customize, Keyboards tab. To modify them see here.
These pre-assigned shortcut keys should act as toggles, turning the feature on and off as needed. However, if you find that the feature is not being turned off (or on) using <Ctrl+H> when using the regular Windows keyboard, and you get a "CtrlH macro not found" message, 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
• You can assign this toggle feature to any toolbar (or any property bar) button for easy access with a mouse:
(1) Right-click on the toolbar. Choose "Edit" to open the Toolbar (or Property bar) Editor. [For customizing property bars, see here.]
(2) 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.)
(3) 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.]
Tip: For more on creating toolbar buttons, see here.
• Using the Outline property bar:
• You can modify the current
numbering style for any numbered (or
bulleted) paragraph by simply double-clicking
directly on its [Style] code in Reveal Codes. This
brings up the Styles Editor where you can make the changes.
[Note: You only need to do this for one instance of the [Style] you wish to modify in the current document. This will change the numbering (or bullet) style for all such numbered (or bulleted) items in the current document only.]
Make your changes in the Editor's Contents pane (your mouse works there, and so do various keys such as <Arrow>, <Backspace>, <Delete> etc.). Most changes are made using the Editor's menu and/or toolbar. See here for some customizing tips.
Be sure not to delete the [Para Num] code: it's what creates the automatic numbering.
can save customizations by simply creating a new custom Outline style that incorporates them.
Then, 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.
[Page Top]Some tips and tricks for using automatic paragraph numbering, outlines, and numbered (or bulleted) lists
Note that many of these tips apply to ANY outline style. For more on outlines see "Using, creating, modifying, and saving outlines".
Quick links to the items below:
☼ Demote and promote a numbering level with the <Tab> and <Shift+Tab> keys [More...]
☼ Using the Outline property bar [More...]
☼ Start a numbered paragraph with a different number [More...]
☼ Using shortcut keys instead of Outline property bar button [More...]
☼ Select text and automatically number (or un-number) it [More...]
☼ Create automatic bullets instead of the default paragraph numbers [More...]
☼ Remove automatic numbers or bullets [More...]
☼ Convert automatic numbers or bullets to plain text [More...]
☼ Manually insert an incrementing paragraph number anywhere with <Ctrl+Shift+F5> [More...]
☼ Change from one outline style to another, or intersperse ("nest") outline styles [More...]
☼ Insert an outline into another outline (or, how to copy-and-paste text that contains an outline into the current outline) [More...]
☼ Create an indented outline or numbered list [More...]
☼ Create an outdented outline or numbered list [More...]
☼ Create text outlines [More...]
☼ Quickly set or toggle the QuickBullets feature [More...]
☼ Do you create multiple-choice tests? [More...]
☼ Create custom bullet styles [More...]
☼ Create a numbered list with checkboxes on the right (e.g., a "To Do" list) [More...]
☼ Create "dot aligned" outlines [e.g., Roman numerals right-aligned on the period ("full stop") that follows each number] [More...]
☼ Display a tally of your numbered paragraphs [More...]
☼ Refer to the same range of outline items in your document even if items are added or deleted in the outline [More...]
☼ Skip all of a Legal outline's first levels (in WordPerfect 9 and later) [More...]
☼ Reset multi-level outline levels (e.g., Legal-style outlines) to a custom number [More...]
☼ Using outline styles in a Table of Contents [More...]
☼ Other references - see left sidebar
Position the cursor at the
beginning of the
numbered paragraph and press the <Tab> key to
demote (indent) the
current outline level. Promote (outdent) the
with the <Shift+Tab> keys.
to the <Tab> key to promote or demote an outline level, you can use
dedicated buttons on the
context-sensitive property bar
that appears when your cursor is in the
outline text (assuming that View, Toolbars, Property Bar is enabled).
Other buttons on that property
bar can move outline levels, collapse or expand an outline, show or
hide an outline's levels
or body text, set a new starting number (next tip below), etc.
Place the cursor in that paragraph -- but not inside a format code, such as a [Style] code -- and click the Set Paragraph Number button on the Outline property bar:
Most often this is used to start a new list with the current paragraph number reset to "1" -- but you can use any number.
Note that if you have manually insert incrementing numbers using the Insert Paragraph Number method (<Ctrl+Shift+F5>, as described below) the Outline property bar might only be visible when the cursor is on the same line as the number. On the other hand, if you used a standard Outline the property bar should be visible when the cursor is anywhere inside an outline level's paragraph text. (N.B.: If you cannot see the property bar at all, it might have been hidden accidentally: see here.)
As indicated under "To toggle this feature..." above, the command assigned to <Ctrl+H> (or <Ctrl+T> on the DOS keyboard) is "Outline Body Text." This
command toggles outline numbering on and off.
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.
◦ 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 main 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.)
◦ Skip numbering some paragraphs 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 (see Footnote 1) 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.
☼ Create automatic bullets instead of the default paragraph numbers (discussed above)
• click Insert, Outline Bullets & Numbering;
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 more bullet items by pressing <Enter>, then typing text.
☼ You can press <Ctrl+Shft+L> to insert a line break; this will start a new unbulleted paragraph under the previous bulleted one (press <Enter> to resume automatic bulleting). This is a good way to gather several paragraphs under a single bullet item.
☼ 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 bullet list, press <Enter>, then <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-plus-tab to begin a bulleted list, add the character to the QuickCorrect list: Click Tools, QuickCorrect, then type the character in both the Replace and With text boxes.
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.
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.
☼ 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.
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.]
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.
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 this 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.]
[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.
The shortcut key <Ctrl+Shift+F5> opens the small "Insert
Paragraph Number" dialog:
• This dialog is part of the Outline feature -- but unlike the Outline feature it immediately inserts incrementing numbers at the cursor position without additional formatting (e.g., indents) and without having to wait until you type to the end of a block of text and press Enter to increment the next number. In other words, each number (and any numbers that happen to follow it in the sequence) increments as soon as you insert it.
• There's another small difference: Think of it as the manual version of automatic
paragraph numbering. To insert another number in the sequence you have
to use the dialog each time. (Prefer to use a mouse? See the Tips below
for ways to add the feature to a toolbar or property bar for mouse
Still, this method has advantages, as described below.
☼ This feature also makes it easy
to automatically number items inside
a paragraph, too. Just place the cursor where desired and use
<Ctrl+Shift+F5> for each number.
Here's an example of the feature (numbers circled in red):
If you add or delete a number between two other such numbers, the following numbers will automatically adjust to maintain the sequence.
☼ If you prefer a different shortcut key combination for the Insert
Paragraph Number feature
you could re-assign its default <Ctrl+Shift+F5> shortcut -- or just
simply assign that feature to any other available shortcut key combination.
☼ Since the <Ctrl+Shift+F5> method uses the Outline feature, if you need to insert sequential numbering inside an existing outline consider using a WordPerfect counter for intra-outline numbering. [Note that counters can be used almost anywhere in a document, and can consist of sequential numbers, letters, or Roman numerals.]
☼ If you use the feature often, and with the same Number Type (e.g., 1., 2., etc.; see the Notes below), you could save a single instance of the [Para Num] code produced by the above methods as a QuickWord.
Once saved it would be available in future documents. Simply typing a
short abbreviation for that QuickWord (e.g., ~#) in the body text area
followed by the Enter key would insert the (incrementing) number at the
cursor location -- without displaying the Insert Paragraph Number dialog. [Note that QuickWords can also store additional characters, symbols, and even graphics. This should let you create custom formatted numbers.]
¤ There are a variety of Number Types (including bullets and other symbols) you can select from the Insert Paragraph Number dialog. When you first use the feature it might insert an [Outline] code, which sets the Number Type and which remains in effect until you change the Type (or use some other Outline style), in which case it will insert another [Outline] code.
To change the Type -- e.g., to "Number Order" (First, Second, etc.) -- use the Number Type drop list on that dialog. If you delete a subsequent [Outline] code it will cause the subsequent numbers to revert to the type that was used above that point.
¤ If you enable the Automatic checkbox, you can press Tab before inserting another number to start a new level (i.e., a Tab demotes the outline level).
¤ 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.
¤ With this method, the Outline property bar might only be visible when the cursor is on the same line as the number. In normal outlines, the Outline property bar will be visible when the cursor is anywhere in an outline level's text. (N.B.: If you cannot see the property bar at all, it might have been hidden: see here.)
☼ Change from one outline style to another, or intersperse ("nest") outline styles
Here's how to quickly change from one outline's number (or letter or bullet) style to another style (i.e., change the entire existing outline style to another style), or change to a different outline style "inside" the current outline:
Change a bullet outline list to one with small squares (checkboxes) instead of bullets (i.e., change the entire outline style to another outline style):
• Place your cursor anywhere in the existing outline and then click Insert, Outline/Bullets, Bullets tab.
• Choose the new bullet style (i.e., the Check Box bullet style).
• 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.
Insert several bullet items in the middle of an existing numbered outline (i.e., "nest" a different outline style inside an existing outline):
• Select just the outline items you wish to change, then click Insert, Outline/Bullets, Bullets tab.
• Choose the new bullet style.
• 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.
☼ For WordPerfect 8:
◦ 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.
☼ For WordPerfect 9 and later:
◦ 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.
☼ Insert an outline into another outline (or how 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.
See this thread on WordPerfect Universe.
Before toggling numbering or outlines ON -or- if already on, place the cursor just to the left of the appropriate numbering or outline codes:
• For a tab indent, press the <Tab> key.
• For a paragraph inden, click Format, Paragraph, Indent. When you press <Enter> the
next item will start under the current tab stop, rather than at the
As noted above, to toggle numbering on: For normal Windows keyboard definitions this is usually done with <Ctrl+H>; for the DOS keyboard it is usually <Ctrl+T>.
You can also select the items after they have been created and then press <Tab> or use a left indent. All following items will be tabbed/indented over to the next tab stop.
If you want the first-level numbers to appear outside the left margin (i.e., between the left page margin and the left edge of the page):
• 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.
These are basically chained styles with an outline ability.
you use text outline styles Insert, Outline..., Text) 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
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.)
This feature, along with more than a dozen other features, can be toggled On/Off with a macro. 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 or conduct a merge).
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.
Here's how to do it:
• Step 1. Click on Insert, Outline/Bullets & Numbering. Under the Numbers tab, click on the icon labeled "Numbers 2" to select it.
• Step 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.)
• Step 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.
• Step 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 and 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.
• Step 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.
• Step 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.
• Step 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 above.
• Step 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.
• Step 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.)
• Step 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.
• Step 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.
• Step 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.)
• Step 6. On the Styles Editor's menu, click Insert, Tab to insert a Left tab.
• Step 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
To toggle the outline list on and off, see above.
example, you might start a section of a document with something like
"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.
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.
• Step 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."
• Step 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.
• Step 3. Repeat step 2 for the next to-be-referenced outline item.
• Step 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.
• Step 5. Type the word "to" bracketed with spaces, and repeat #4 above for the second item.
• Step 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 (or want to have) hypertext links in the document. Most often, you can just click OK.
• Step 7. You should see the following in the documet text: "...see Steps 3 to 6".
• Step 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.
Here's how to create an automatically numbered outline list like where the first level numbers (1, 2, 3, etc.) are skipped but second (and subsequent) levels are available:
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 with the <Tab> key or with the Demote button on the Outline property bar.)
Such a numbering scheme might be useful in legal documents, non-fiction books, procedure manuals, and so forth.
Here's how to do it with a new outline and with an existing outline:
□ Procedure with a new outline
Step 1. 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
This is the first level of the outline.
• Step 2. 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.
• Step 3. Type some text, and press <Enter> for the next item at this level ("1.2").
Repeat as needed.
For intra-outline text -- i.e., material that should not be numbered in the outline -- you can either toggle the outline off temporarily, or for small blocks of material use line breaks (Ctrl+Shift+L) instead of ending an outline level with <Enter>.
To increase the outline number:
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).
You can customize
the outline to change the next visible level to (e.g.) an "A.", the
level after that to (e.g.) a "1.", etc., by creating a custom outline
using the following scheme in the Create Format dialog. [You can also
simply make a copy a Legal outline in the Insert, Outline/Bullets &
Numbering dialog and modify it.]
This produces an outline like this:
[No number (1, 2,
etc.) for all first level items]
The custom style was named LegalLtrNumb (Legal,Letter, Number). The numbers and letters were typed in the Number/Bullet field in the dialog shown below.
Notice that each Level style sets both the numbering style and the number of indents used before and after the outline number in the document.
Notice also that the
first two Levels chosen from the Style list were Legal, and the
remainder were standard Levels.
□ Procedure with an existing
You can set new paragraph numbers anytime, even in existing Legal outlines. For example:
• Use one of the Legal outlines 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) button on the Outline property bar). You also can select multiple adjacent first-level items and use the demote button on the property bar to demote all of them at once.
• 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 "new outline" section above. (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.
[This is a variation on the previous tip.]
Suppose you want 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:
• 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.
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:
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.
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.
☼ Other references: See 'Related Pages' in left sidebar
Line breaks (<Ctrl+Shift+L>)
As mentioned above, you can use
<Ctrl+Shift+L> to insert a line break instead of pressing
<Enter> at the end of a paragraph in a numbered list or other
This lets you insert more material without automatically
creating a new outline level, as would be the case with the
<Enter> key. Basically, it begins a new line without
"ending" the current paragraph (and thus any paragraph
style in effect at that location).
It can also be used to preserve previous paragraph indentation rather than requiring more indent codes for the new line (see Format, Paragraph, Indent on the WordPerfect menu).
If you use it often, and you prefer using a mouse, you can put a Line Break button on a toolbar: