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Barry MacDonnell's
Toolbox for WordPerfect

Macros, tips, and templates for Corel® WordPerfect® for Windows®
© Copyright 1996-2017 by Barry MacDonnell. All Rights Reserved.

Page updated Dec 3, 2015

WordPerfect Tips
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How to create
WordPerfect Lists

How to create a List

How to create custom styles to help automate creating Lists (and solve a few problems, too!)




Related pages -
To create a Table of Contents see here.

To create an Index or a Glossary see here.

To create a Table of Authorities see Corel's support database article #3524 here and also this post at WordPerfect Universe (which references CiteLink and FullAuthority). [Update: See Corel's Perfect Authority for sale at http://www.corel.com (also included in the Legal Edition). There is a tutorial on using Perfect Authority here.]


 




WordPerfect Lists are similar to a Table of Contents (TOC), since their items are also associated with page numbers in the document.

Example:

Apples . . . . . .5
Bananas . . . . 7
Oranges . . . . 12

Note: To create ordinary, automatically numbered lists at the current cursor location like this -
1. Apples
2. Bananas
3. Oranges
- or to create bullet lists, see the Automatic Numbering and Bullet feature, which is a different feature from the List feature described below.

The items can be short phrases, paragraphs, or the captions in graphic images or photos.

They are "marked" with special codes, as explained below; then the List is generated wherever
you want it to appear in the document.

You can have more than one List in a document. Each needs to be named differently.

How to create a List

Here are the basic steps to create and generate a List.

Step 1.

Select the text you wish to include in the List as an entry on the list.

Notes and tips
  • Unlike creating a Table of Contents automatically by using WordPerfect's factory shipped Heading styles, you must manually select text to include in the List. There are no special, internally marked styles included with the program for a List as there are for a TOC (i.e., the Heading styles).

  • Generally, the selected text should be in the body text area of the document or in the Caption area of a graphic image or photo, and not in a "substructure" such as a header, footer, footnote, endnote, etc.

  • Be careful not to include format codes in your selection unless you want the formatting to appear in the List. You can check Reveal Codes while you select text.

    However:

  • For image or photo captions, where you want to include both the Figure number and the caption's text in the List: Carefully select both the [Open Style: FigureNum] style code and the caption's text (i.e., both in the same selection). This is most easily done using Shift+arrow in the Reveal Codes window.

  • You can also select just the text in a graphic's Caption. The caption will then show up as an entry in the List along with the page number where the graphic is located.

  • Alternatively you can select just the [FigureNum] code in the caption if you want just the Figure number to appear in the List.
    Step 2.

    Choose Tools, Reference, List.

    If the List has not yet been created or named, give the list a name in the Reference Tools dialog's List field.

    Otherwise, choose the List's name in the List field.
    Step 3.

    Mark the List's entries: With the List dialog still on screen -- click on the [Mark] button. This puts a paired code around the selected text in Reveal Codes, like this:

    [Mrk Txt List}Cost estimates for the project{Mrk Txt List]

    Repeat this step as needed: Select other text to include in the List, clicking the Mark button for each selection.

    Tips:
    • This step can also be done later, after the List has been created. Be sure to re-Generate the List (Step 4(d)) whenever you add or delete marked items (or the marking codes).
    • Reminder: If you have multiple Lists in the document (see tip below), be sure to choose the desired list in the List field before you mark text in the document.
    Step 4.

    When you are done marking items (N.B.: You can mark more items later, then return to Step 4(d)) -

    (a) Place your cursor where you want the List to appear in the document.

    (b) Define the List with the [Define] button on the Tools, Reference, List dialog.

    When the Define List dialog appears -

    (c) Insert the code that will create the List with the [Insert] button. This places format codes ([Def Mark][Gen Txt]) and a text placeholder
    (<<List will generate here>>) in the document, like this:

        [Def Mark][Gen Txt]<<List will generate here>>[Gen Txt]

    Tip: You can use [Edit] to change the style of List entries in a similar manner to a Table of Contents (see here and the tips below).

    When the Define List dialog closes -

    (d) Generate the List with the [Generate] button on the bottom of the Reference Tools dialog.

    Be sure to enable the "Build hyperlinks" choice on the small Generate dialog that appears so that the page numbers in the List will be hyperlinked.

    Then click OK, then Close to return to the document.

    The List should now display all items you marked for that List in Step 3.

    Tips
    • Re-Generate! If you add or remove marked text (or the marking codes), or you add or remove other material from the document that might cause changes in pagination, be sure to generate the document again. [See Step 4(d) above. You can also use the Tools, Reference menu to generate the document. See also the caveats about the "Auto generate" option below.

    • Multiple Lists. You can create several differently named lists in the List field, choosing different ones for different groups of document items to Mark for inclusion in those Lists.

    • Delete the List? Just select it and press Delete. In Reveal Codes, delete the [Def Mark] and [Gen Txt] codes at that location, too, or the List will re-appear if you generate the document again (see tip above).

    • Change the format? A List, like a Table of Contents or an Index, can be edited after it is generated -- e.g., to format it further. Be aware that if you re-generate the List, any edits between the [Def Mark] and the ending [Gen Txt] codes will be lost, so such editing is best done on the final draft.
      • Note: Document text and format codes that are located outside the boundaries of the List's codes will not be affected by re-generation. For example, you could start two-column format just before a [Def Mark] code and then change it back to normal formatting by Discontinuing the columns after the ending [Gen Txt] code.

    • Hyperlinks: When WordPerfect generates a List it creates hyperlinks around the page numbers in the List. [This assumes you have enabled the "Build hyperlinks" option (screen shot) when generating the List (in Step 4(d) above).]
    • Page number format for the List: When the Define List dialog is on screen [Step 4(b), or when double-clicking on the [Def Mark] code of a generated List] you can use the [Edit] button to change the Numbering format. For example, you might not want dot leaders to the page numbers, so you can choose "Text #" instead of "Text....#".
      • Note: At the bottom of the Edit List dialog is an option to "List box captions automatically". The drop list lets you choose the type of box ([None], Figure, Table, Text, User, or Equation). This might be useful if you have not already marked captions in the chosen box type.

    • "Auto generate" option. Note that the "Auto generate" option at the bottom of the Reference Tools dialog is enabled by default when you first install the program. [The link shows it disabled -- the author's preference.]

      However,
      some users have found that if it is left enabled one or more irritations or problems can occur, such as:
      • (1) a reminder message will pop up each time the document is saved or printed and has not been re-generated; and/or
      • (2) the cursor can unexpectantly move to the bottom of the screen; and/or
      • (3) selected text might not be printed (WP11 and later versions); and/or
      • (4) printing can sometimes be slowed.
    The remedy is the same: Disable the option -- but remember to re-generate the document whenever changes are made to it that might affect any reference tools you have used.

    How to create custom styles to help automate creating Lists (and solve a few problems, too!)

    [UNDER CONSTRUCTION. Meanwhile, see this post on WordPerfect Universe ... and this one, in the same thread.]