Word multi-level lists can get messed up with ‘wrong’ numbering appearing for no obvious reason. Here’s why it can happen, troubleshooting options and how to fix it.
It’s too easy to mess up a seemingly normal multi-level list in Word. Options like ‘Start new list’ and ‘Continue from previous list’ are useful (essential at times) but leave no trace unless there’s something in the text. Anyone coming to a old Word document or one made by others, the list troubles can be a real head scratcher.
Find the list change or skipped numbering
If it looks like there’s a ‘skip’ in the numbering, check the list carefully to see if there’s a new list or the current list has a ‘Advance Value’. Right-click on the numbering at the ‘mistake’ and choose Set Numbering Value for some indication of what’s happening.
We said ‘some indication’ since it’s not always clear what Word is doing. For example, why has Word skipped to number ‘5’ in this list? Set Numbering Value gives no clue.
If you’re returning to a list made earlier or a list made by someone else, the mystery will be even deeper.
You might think that ‘Continue from previous list’ will fix the problem but it probably won’t.
Look inside the Word document
If you’re really confused, the only sure way is to look at the XML inside the Word document and mainly the word/document.xml file plus the numbering.xml file See How to look inside an Office document
New list
Here’s a simple list with a new list started in the middle, plus some text so we know where the new list starts.
Here’s how the list change looks in the Word XML. Each list item has an rsidP value which appears to be an identifying number for that list. See that the rsidP for the ‘Homer’ line (ending in B31) is different from the next “(new list here)” line (ending in 23A).
The green highlights show that the following list items have the same risdP value.
The changed risdP value shows that a new list has started on that line. Knowing that will help you fix the list.
Skipped Numbering
Skipped numbering or ‘Continue from previous list’ with ‘Advance value’ is more complicated to identify in the XML.
In our tests, Word appears to make a new risdP even though we’ve asked for a continuation of the list with skipped numbering.
Fixing a Word list problem
For intractable problems, the (clumsy) fix is to remove the numbering from the skipped point down. One way to do that is by deleting the numbering until the previous line is merged, then press Enter to make a new item in the previous list. As you can see, that works but leaves later items still wrongly numbered so you can to fix each line … Grrrr.
Microsoft could help more …
Sadly there’s no simple indicator of when a list starts, resumes or even numbering changes. Ideally there’d be Show All marks like the various ‘Break’ lines but Microsoft has never bothered to help customers.
Word multi-level Numbering
Debugging a Word list problem
Faster Numbered and Multi-Level Level changes
Word multi-level lists, new list, reset numbering and more
