Numbered Paragraphs

When the client dictates numbered or lettered items (1, 2, 3 or A, B, C), please start a new paragraph for each item and use the formatting described below. Alternative formatting instructions provided by the client should always be followed, of course.

Do not use automatic numbering unless the client asks for it by name.

Numbered paragraphs must match the style of paragraphs (indented or block style) used in the current document.

Standard Numbered Paragraphs

Standard numbered paragraphs should be used for any document with indented paragraphs.

Use the tab key to indent the first line to 1/2" for the paragraph number, and then tab again to the 1" mark to begin the text. Successive lines of text should return to the left margin. Leave a blank line between paragraphs.

Block-Style Numbered Paragraphs

Block-style numbered paragraphs should be used for any document which includes paragraphs that are not indented.

In a block-style document, numbered items should be formatted with a 0.5-inch hanging indent between the number and the text (not a regular tab), unless the client specifically requires otherwise. The hanging indent will result in the second/subsequent lines of text wrapping to the same tab position as the start of the text. Leave a blank line between paragraphs. Remember to remove the hanging indent formatting once the numbered paragraphs have ended.

Numbered Items Within a Paragraph

If a client dictates numbered items within a paragraph, start a new paragraph for each numbered item, leaving a blank line between paragraphs as usual. However, if the client uses specific language to indicate that the numbered items should remain within the current paragraph, that instruction should be followed.

Here is an example of this in a block-style document:

Outline Format (Multiple Levels of Numbered Paragraph Indentation)

When requesting an "outline", most clients are simply requesting a systematic method for indenting numbered paragraphs, either with or without headings.

In the absence of client instructions, use regular numbers and uppercase letters. Do not use roman numerals or add parentheses unless requested.

Multiple Levels of Headings

If there are multiple heading levels, headings should be all caps and underlined, and subheadings should be title case and underlined.

Here is an example of multiple levels of indented paragraphs:

Here is an example of multiple levels of indented paragraphs with headings:

Here is an example of multiple levels of block paragraphs:

Here is an example of multiple levels of block-formatted paragraphs with headings:

The easiest way to control the various indent levels in an outline is with the "Increase Indent" and "Decrease Indent" buttons on the toolbar:

Bulleted Lists

Bullets are only used when the client requests them. You will typically use automatic bullet formatting feature (shown below) for bulleted lists, which includes a round bullet, left indent .25", hanging indent is another .25" at .5").

Even if a client has an instruction not to indent the document, bullets can still be formatted this way.

Always skip a line (leaving one blank line) between bullet points, unless the client dictates differently.

To create a blank line between bullet points, press Shift + Enter at the end of the bulleted line. Press the Enter key again to continue to the next bullet. Word will automatically enter a blank line between the bullet points.

Numbered Bullets

When a client requests numbered bullets, this should be treated as a regular request for numbered paragraphs (using the appropriate format described above).

Do not use automatic numbering unless the client specifically requests it (via template, verbal or written instructions).

Online Help Manual

Numbered Paragraphs and Bulleted Lists