Create a Custom List

If none of the lists found in the bullet, number, or multi-level list galleries meet your needs, you can create your own list by using the Define New Multi-level List dialog box.

The following describes the fields in the Define New Multilevel List dialog box.

Click Level to Modify: The Click Level to Modify field lists all of the levels. To make a change to a level, click the level number. The box next the Click Level to Modify field displays the format assigned to each level.

Enter Formatting for Number: Use the Enter Formatting for number field to specify how you want to format the level you are working on. Highlighted entries are number styles. Use the Number Style for this Level Field to select a number style. You can type additional characters before and after the number style. For example, you could type Section before the number style 1. The number formatting for the level would then read Section 1, Section 2, and so on.

Number Style for this Level: When creating a list, Word provides a list of numbering formats for you to choose from. For example, you can choose 1, 2, 3; a, b, c; or a bullet. Use the Number Style for this Level field to select the number format you want. Word places your selection in the Enter Formatting for Number field.

Font: Click the Font button to open the Font dialog box. Use the Font dialog box to format the entries in the Enter Formatting for Numbers field. Word applies the formatting to the numbering but not to the paragraphs you number.

Include Level Number From: Use the Include Level Number From field to include more than one level in a level format. For example, if the first level of your format is a. and you want the second level of your format to read a.1, you can include level 1 in your format for level 2 by selecting Level 1 in the Include Level Number From field.

Number Alignment: Numbers can be aligned Left, Right, or Center.

Left Aligned numbers appear as follows:

8
9
100

Right-aligned numbers appear as follows:

  8
  9
100

Centered numbers are centered in the alignment area and may appear as follows:

   8
   9
100

Use the Number Alignment field to specify how you want your numbers aligned.

Aligned At: The Alignment At field marks the point on the ruler where the alignment area starts.

Text Indent At: The Text Indent At field sets the location of the hanging indent marker.

Set for All Levels: Click the Set for All Levels button to open the Set for All Levels dialog box. If you want the same spacing for all of the levels in your multi-level list, set the options in this dialog box.

Bullet/Number Position for First Level: Use this field to specify the distance the first level bullet or number is from the left margin. This field sets the position of the first line indent marker. This is the point at which the alignment area starts.

Text Position for First Level: Use this field to specify the position of the hanging indent marker.

Additional Indent for Each Level: Use this field to specify how much to indent each level. For example, if you set the Bullet/Number Position for First Level field to 0 and you place .25" in this field, Word places the second level .25 inches from the margin, the third level .50 inches from the margin, and so on.

More: Click the More button to see additional options. When you click the More button, it changes to the Less button.

Less: Click the Less button to hide the additional options. When you click the Less button, it changes to the More button.

Apply Changes To: Use this field to specify what you want your changes applied to. Choose from Whole List, This Point Forward, or Current Paragraph.

Link Level to Style: If you want to associate a style with your list format, use this field to select the style you want. You can use any style; however, using the heading styles provides advantages, such as automatically creating an outline when you display your document in outline view.

Level to Show in the Gallery: If you are not linking your level to a style, use this field to select the level you want to start your multi-level list. For example, if you want your list to start with Level 4, enter Level 4 in this field. If you are linking your level to a style, use this field to select the level you want to link to a style. For example, if you want to link Level 4 to Heading 1, enter Level 4 in the Level to Show in the Gallery field and enter Heading 1 in the Link Level to Style field.

ListNum Field List Name: If you plan to use this format in a ListNum field, you must enter a list name here. ListNum fields enable you to insert numbers within a paragraph.

Start At: Use this field to specify the starting number for the level. If you select part of a list and then open the Define New Multi-level List dialog box, this field shows the first number in the selection.

Restart List After: Check this box if you want to restart the numbering after a particular level. Select the level you want to restart the numbering after in the box below this field.

Legal Style Numbering: Selecting this check box tells Word to use Arabic numbers (1,2,3). For example, if on Level 1 you used Roman Numerals and on Level 2 you want to convert those Roman Numerals to Arabic numbers, you should check the Legal Style Numbering check box.

Follow Number With: By default, Word places a tab after each number format. This causes Word to print the number and then move to the next tab stop. You can change what appears after the number format to Space or Nothing.

Add Tab Stop At: Check this box if you want to add a tab stop. Enter the tab stop location in the box below the Add Tab Stop At check box.

The number of ways you can format a list are many. So, instead of giving general instructions on how to create a list, below are two examples.

Create a Multi-level List that is not based on a Style

Open the Define New Multi-level List Dialog box

1. Choose the Home tab.
2. Click the down-arrow next to the Multi-level List button in the Paragraph group and then click the first list in the List Library (then one next to None). It is most like the one you want to create.
3. Click the down-arrow next to the Multi-level List button  in the Paragraph group again.
4. Click Define New Multi-level List. The Define New Multi-level List dialog box opens.

Define Level 1

1. Make sure 1 is selected in the Click Level to Modify box.
2. Click the down-arrow next to the Number Style for this Level field and then click I,II,III,… .
3. Delete the ) in the Enter Formatting for Number field.
4. Type a period (.) after I in the Enter Formatting for Number field.

Define Level 2

1. Click 2 in the Click Level to Modify box.
2. Click the down-arrow next to the Number Style for this Level field and then click A,B,C,… .
3. Delete the ) in the Enter Formatting for Number field.
4. Type a period (.) after the A in the Enter Formatting for Number field.

Define Level 3

1. Click 3 in the Click Level to Modify box.
2. Click the down-arrow next to the Number Style for this Level field and then click 1,2,3,…
3. Delete the ) in the Enter Formatting for Number field.
4. Type a period (.) after 1 in the Enter Formatting for Number field.

Define Level 4

1. Click 4 in the Click Level to Modify box.
2. Click the down-arrow next to the Number Style for this Level field and then click a,b,c,… .
3. Delete the ( in the Enter Formatting for Number field.
4. Delete the ) in the Enter Formatting for Number field.
5. Type a period (.) after a in the Enter Formatting for Number field.
6. Click OK.
7. Start typing your outline.

Create a Multi-level List that is based on a Style

Open the Define New Multi-level List Dialog box

1. Choose the Home tab.
2. Click the down-arrow next to the Multi-level List button  in the Paragraph group and then click the first list on the third row of the List Library. This list is most like the one we are going to create.
3. Click the down-arrow next to the Multi-level List button  in the Paragraph group again and then click Define New Multi-level List. The Define New Multi-level List dialog box opens.

Define Level 1

1. Make sure the 1 in the Click Level to Modify box is selected.
2. Make sure I,II,III, ... is selected in the Number Style for this Level field.
3. Make sure a period (.) follows the I in the Enter Formatting for Number field.
4. Click the Font button. The Font dialog box opens.
5. Click Times New Roman in the Font box.
6. Click Bold in the Font style box.
7. Click the down-arrow next to the Font Color box and then click Automatic.
8. Click OK. The font dialog box closes.
9. Click the More button. The Define New Multi-level List dialog box expands.
10. Note Heading 1 in the Link Level to Style field.

Define Level 2

1. Click 2 in the Click Level to Modify field.
2. Click the down-arrow next to the Number Style for this Level field and then click 1,2,3, … .
3. Click the down-arrow next to the Include Level Number From field and then click Level 1.
4. Type a period (.) between the I and the 1 in the Enter formatting for Number field.
5. Check the Legal Style Numbering box. The Enter Formatting for Number field should read 1.1.
6. Click the Font button. The Font dialog box opens.
7. Click Times New Roman in the Font box.
8. Click Bold in the Font Style box.
9. Click the down-arrow next to the Font Color box and then click Automatic.
10. Click OK. The Font dialog box closes.
11. Note Heading 2 in the link level to style field.

Define Level 3

1. Click 3 in the Click Level to Modify field.
2. Note that the Number Style for this Level field is set to 1,2,3, … .
3. Click the down-arrow next to the Include Level Number From field and then click Level 1.
4. Type a period (.) between the I and the 1. in the Enter Formatting for Number field.
5. Click the down-arrow next to the Include Level Number From field and then click Level 2.
6. Type a period (.) between the second I and the 1 in the Enter Formatting for Number field.
7. Check the Legal Style Numbering box. The Enter Formatting for Number field should read 1.1.
8. Click the Font button. The Font dialog box opens.
9. Click Times New Roman in the Font box.
10. Click Bold in the Font style box.
11. Click the down-arrow next to the Font Color box and then click Automatic.
12. Click OK. The Font dialog box closes.
13. Note Heading 3 in the link level to style field.

Define the Remaining Levels

1. Click 4 in the Click Level to Modify box.
2. Delete everything from the Enter Formatting for Number field.
3. Make sure None appears in the Number Style for this Level field.
4. Click the down-arrow next to the Link Level to Style field and then click (No Style).
5. Repeat steps 1–3 for levels 5 –9.
6. Click OK. The Define new Multi-level List dialog box closes.
7. Begin typing your outline.
8. Use the Styles gallery to Apply List Levels.

Tip

When creating your own multi-level list, you can mix numbers and bullets. To add a bullet, click the down-arrow next to the Number Style for this Level field and then choose a bullet from the list, or click New Picture to select a picture or New Bullet to select a bullet.