What Are Automatic Paragraph Numbers?

Background Information for New Users. If you are already familiar with automatic paragraph numbering, feel free to skip to the next section, "What Are Snapnumbers?"

Overview. Automatic paragraph numbers are codes placed into a document instead of typing actual characters. They are most commonly used to sequentially number paragraphs. The numbering codes generate whatever number is appropriate at that point in the document (even when the document is edited and paragraphs are rearranged). There are two major benefits to using automatic paragraph numbers: (1) they prevent many numbering errors (for example, two paragraph C's, but no paragraph D); and (2) they automatically renumber appropriately when the document is edited. So, for example, in a document that contains 100 numbered paragraphs, if a new Paragraph No. 1 is inserted, all of the other paragraph numbers are automatically incremented.

Levels. Most legal documents use more than one level of numbering. The document shown here uses three levels: Level 1 is an uppercase Roman numeral followed by a period (I. II. III. ...); Level 2 is an uppercase alpha character followed by a period (A. B. C. ...); and Level 3 is an arabic numeral followed by a period (1. 2. 3. ...). When using automatic paragraph numbers, instead of physically typing a number into the document, you choose a numbering level and the code is inserted, resulting in whatever number is appropriate at that point in the document.

Numbering Schemes. A numbering scheme determines the appearance of each level of numbering in a document. Here are a few sample numbering schemes included with Snapnumbers. (Note that only the first 3 levels of each scheme are used in the sample document.)

What Are Snapnumbers?

Snapnumbers provide a flexible, stable alternative to Word's built-in paragraph numbering feature. They are not linked to styles, so they can be used anywhere in a document, regardless of formatting considerations. Simply type text normally -- tabbing, indenting, and formatting as desired -- then when you want to insert a Snapnumber choose Level 1 through Level 9 from the Snapnumbers menu (or use a shortcut keystroke).

In this sample document, Level 1 is uppercase Roman (I, II, III), Level 2 is uppercase alpha (A, B, C), and Level 3 is Arabic (1, 2, 3). So you would use a Level 1 Snapnumber for the "I." and "II."; Level 2 for the "A.", "B.", and "C."; and Level 3 for the "1." and "2."

Faster method. Position the cursor where the Snapnumber should appear and click a number 1 through 9 on the Snapnumbers menu to instantly insert a Snapnumber of the chosen level.

Slower method with preview. Position the cursor where the Snapnumber should appear and click Insert on the Snapnumbers menu to open the Insert Snapnumber screen. This method is one click slower, but allows you to preview the appearance of each level before making a selection.

Several predefined numbering schemes are available (Normal, Legal, Interrogatories, etc.). To choose one for a particular document, click Scheme on the Snapnumbers menu to open the Snapnumber Schemes screen. Click Predefined, choose a predefined numbering scheme in the drop-down box, and click OK.

Creating a Custom Numbering Scheme

Click Scheme on the Snapnumbers menu to open the Snapnumber Schemes screen.

Custom Scheme: If none of the predefined numbering schemes is right for a particular document, click Custom to create a custom numbering scheme.

Edit Level: Click one of the nine Edit Level buttons to change the appearance of a particular level.

Number Style Box: This box appears after clicking one of the nine Edit Level buttons. Use this box to choose a numbering style for the selected level.

Surrounding Text Box. Use this box to add text around the number (for example: 1., (1), Chapter 1, Section 1, Interrogatory No. 1).

Attach Previous Level(s) Boxes. Use these boxes to attach numbers from previous levels to the selected level. For example, to create the document shown here, click Edit Level 2 and check the Attach previous level(s) box beside Level 1, as shown below.

Restart Numbering After Higher Level. This box is usually selected. Deselect it only if you want numbering to continue sequentially for the level regardless of intervening higher-level numbers. For example, to create the document shown here, click Edit Level 2 and uncheck the Restart after higher level checkbox, as shown below.

Legal Style. Select this box to make a level Arabic style, even if it includes attached levels that are not Arabic. For example, in the document shown here, Level 1 is Roman in the heading (“I.”), but Arabic in the paragraph (“1.1”). To create this document, click Edit Level 2 and check the Legal style (all arabic numbers) checkbox as shown below.

All Caps in Heading Style. Select this box when using a spelled-out number style ("One, Two..." or "First, Second...") to force the word to appear in all capital letters. For example, in the document pictured to the right, the first Level 1 heading is "ARTICLE ONE", and it is created by using Word's Heading 1 style and checking the All Caps in Heading Style checkbox as shown below. If the All Caps in Heading Style checkbox were left unchecked, the heading would be "ARTICLE One". Note that the All Caps in Heading Style checkbox must be used in conjunction with Word's Heading styles (Heading 1, Heading 2, etc.) to take effect.

Saving a Custom Numbering Scheme

Click Scheme on the Snapnumbers menu to open the Snapnumber Schemes screen.

If you create a custom numbering scheme which will be used in other documents, you can save it so that it will appear on the list of predefined numbering schemes. After creating the custom numbering scheme, click Save. Depending on how the Snapnumbers program is configured, you will see either the shorter or longer screen shown below. (If you see the shorter screen and would like to enable the sharing of public numbering schemes, see Sharing Snapnumber Schemes.)

Name of Numbering Scheme. Enter a name for the new numbering scheme.  This name will appear on the list of predefined schemes in the future.

Private Numbering Scheme. Choose this option if the new numbering scheme is for your use only -- it will not appear on anyone else's list of predefined schemes. 

Save as Public Numbering Scheme. Choose this option to share the new numbering scheme with others -- it will appear on everyone's list of predefined schemes. (Also see Sharing Snapnumber Schemes.) 

Deleting a Custom Numbering Scheme

Click Scheme on the Snapnumbers menu to open the Snapnumber Schemes screen.

To delete one of the predefined numbering schemes, first select it in the Predefined box then click Delete. Note: You cannot delete the “Normal” scheme, but you can modify it by saving a custom scheme and naming it “Normal”.

Sharing Snapnumber Schemes

When new numbering schemes are created, they can be shared with others in your computer network. Enable the sharing of schemes by clicking Snapnumbers, Setup, Sharing, and entering a path in the Folder for shared schemes box. Choose a folder on your network where everyone has full access (unless the creation of numbering schemes should be limited to certain people, in which case you can choose a folder with restricted access). This needs to be done for each user who wants to share schemes.

Changing Snapnumber Levels

Promoting and Demoting. To change the outline level of Snapnumbers, first select the Snapnumber(s) to be changed, then click Snapnumbers, Promote or Demote (Word 2007); or Snapnumbers, Adjust, Promote or Demote (pre-2007). Promoting moves the selected Snapnumber(s) one level upward in the outline (Level 9 becomes Level 8, Level 8 becomes Level 7, etc.). Demoting moves the selected Snapnumber(s) one level downward in the outline (Level 1 becomes Level 2, Level 2 becomes Level 3, etc.).

Restarting Snapnumbers

To restart numbering partway through a document, or to start numbering with a number other than 1, first select the Snapnumber to be changed, then click Snapnumbers, Restart (Word 2007) or Snapnumbers, Adjust, Restart (pre-2007) to display the Reset Snapnumber screen.

Reset: Select this option to change the number of the selected Snapnumber.

Starting Number: Enter the desired starting number for the preselected Snapnumber here. Type an Arabic number, even if the selected Snapnumber will be Roman or alpha.

Continue: Select this option to revert to ordinary numbering with the selected Snapnumber.

Converting Snapnumbers to Plain Text

To convert Snapnumbers to plain text, click Snapnumbers then Snapnumbers in the Convert group (Word 2007) or Snapnumbers, Convert, Snapnumbers to Plain Text (pre-2007).

Adding Numbering to Heading Styles

Snapnumbers work well with Word's built-in Heading styles (Heading 1 through Heading 9) when those styles include outline numbering. If the Heading styles in a particular document are not already numbered, you can apply outline numbering to them by clicking Snapnumbers, Headings (Word 2007) or Snapnumbers, Convert, Add Numbering to Heading Styles (pre-2007).

Note that when Word's built-in Heading styles are numbered, the Snapnumber Scheme screen controls the numbering scheme applied to Headings as well as Snapnumbers, so that Headings and Snapnumbers can be used together in the same document and interleaved as desired.

Removing Outline Formatting

To remove Word's outline formatting from a document (or from the selected portion of a document), click Snapnumbers then click Formatting in the Convert group (Word 2007) or click Snapnumbers, Convert, Number Formatting to Plain Text (pre-2007).

Note that this command does not remove numbering from paragraphs formatted with Heading styles (Heading 1 through Heading 9).

Marking Items for Table of Contents

Marking Items Manually. You can manually mark text for the table of contents as you type. To manually mark an item, position the cursor at the end of the item and press Alt+K. (Or click the menu command: Snapnumbers, Mark Item for Word 2007; or Snapnumbers, TOC, Mark Item for pre-2007.) In the sample document shown here, asterisks indicate the points at which you would press Alt+K. NOTE: To see the marks as you work, toggle them on and off with the Show Marks command.

Pressing Alt+K with a flashing cursor marks from the beginning of the paragraph to the cursor. This is the usual method for marking text. But for greater control -- for example, to mark a few words in the middle of a paragraph -- first select the desired text then press Alt+K. NOTE: Word’s heading styles (Heading 1 through Heading 9) are automatically included in the table of contents, so it is not necessary to mark any text which is formatted with a Heading style.

Marking Items Automatically. Rather than mark each item for the table of contents manually, SnapTOC can mark a whole document at once. To automatically mark the document shown above, click Snapnumbers, Mark Doc (Word 2007) or Snapnumbers, TOC, Mark Document (pre-2007) to display the SnapTOC screen.

Three levels are to be included in this particular table of contents. At Level 1, the text to be marked for the table of contents is bold, so choose Bold text in the Level 1 box. At Level 2 the underlined text will be marked, so choose Underlined text in the Level 2 box. At Level 3 the italicized text will be marked, so choose Italicized text in the Level 3 box. Then click Mark Snapnumbered paragraphs to automatically mark all three levels throughout the document.

Using a Combination of Automatic and Manual Marking. Often you will use a combination of automatic and manual marking. After marking a document automatically, scroll through the document to verify the marks. If any need to be changed, mark them manually with Alt+K or remove marks as needed.

Heading Styles Do Not Require Marking. Word’s built-in Heading styles (Heading 1 through Heading 9) will always be included in the table of contents, even without marking. If Heading styles are used in a document, you can ignore those levels when marking.

Removing TOC Marks

Occasionally you may need to remove TOC marks from all or a portion of a document. To remove all TOC marks in a document, click Snapnumbers, Mark Doc (Word 2007) or Snapnumbers, TOC, Mark Document (pre-2007), then click Remove all marks from document. To remove TOC marks from part of a document, first select the desired paragraphs then click Snapnumbers, Unmark (Word 2007) or Snapnumbers, TOC, Unmark (pre-2007).

Generating. Once text has been marked, you are ready to generate the table of contents. Position the cursor where the table of contents should appear in your document, then click Snapnumbers, Generate TOC (Word 2007) or Snapnumbers, TOC, Generate (pre-2007). To format the table of contents with half-inch tab increments (more widely spaced than Word’s default setting), check the Format TOC with half-inch tabs and indents checkbox. Then click Generate TOC at cursor’s location.

Regenerating. After a document has been edited, you will need to regenerate the table of contents. With the cursor anywhere in the document, click Snapnumbers, Generate TOC (Word 2007) or Snapnumbers, TOC, Generate (pre-2007), then click Regenerate existing TOC.

Viewing TOC Marks

Table of contents markings are visible if you turn on the display of bookmarks, but their corresponding field codes can be distracting and confusing if you turn on the display of hidden text, as shown below. You can toggle bookmarks (including TOC marks) on and off without turning on hidden text by clicking Snapnumbers, Show Marks (Word 2007) or Snapnumbers, TOC, Show/Hide Marks (pre-2007).

Recommended

Not Recommended

To open the Snapsymbol screen, click Snapnumbers, Insert Symbol (Word 2007) or Snapnumbers, Symbol (pre-2007) or press the shortcut keystroke Ctrl+semicolon. Then press one of the keys indicated in bold to insert the corresponding symbol. Note that upper/lowercase is important -- for example, type lowercase p for a paragraph symbol, or uppercase P for a pi symbol.

Snapnumbers Toolbar

The Snapnumbers toolbar is used in pre-2007 versions of Word. The Snapnumbers ribbon is used in Word 2007. If you use a pre-2007 version of Word, you can toggle between two Snapnumbers toolbars by clicking Snapnumbers, Toolbar.

The default Snapnumbers toolbar includes buttons to insert Snapnumbers. These buttons are quickly accessible with a single click or keystroke (Alt+1 through Alt+9).

The smaller Snapnumbers toolbar uses less screen space and leaves Alt+1 through Alt+9 free for custom keyboard assignments. Inserting a Snapnumber requires two clicks or keystrokes.

Upgrading to Full Version

If you are using the free version of Snapnumbers (click here to download the free version), you can upgrade to the full version by clicking here. The full version of Snapnumbers includes:

• SnapTOC for easy automated tables of contents (even when headings are embedded within paragraphs).

• Snapsymbols for quick access to frequently-used symbols.

• Save your own custom numbering schemes for use in other documents, and modify the default predefined numbering schemes.

• Conversion shortcuts to remove Word's format-based numbering or to convert Snapnumbers to plain text.

• Multi-user features for easy distribution of the Snapnumbers program throughout your office and optional sharing of your own custom numbering schemes.

Frequently Asked Questions

How do I download and install Snapnumbers?

Click here to visit the Snapnumbers download page.

How do I upgrade to the full version of Snapnumbers?

Click here to visit the Snapnumbers page to buy a license.

Are my Snapnumbered documents compatible with other people who don't have the Snapnumbers program?

Yes. Snapnumbers are created with Word's ListNum fields, which are supported in Word 97, Word 2000, Word XP, Word 2003, and Word 2007.

What is the "ListNum bug" in Word 2003, and how do I fix it?

Early releases of Microsoft Word 2003 contained a bug that sometimes caused the program to crash when using ListNum fields (Snapnumbers are a type of ListNum field). The bug was remedied in Office 2003 Service Pack 3. Verify that you are using Word 2003 SP3 or later by visiting www.office.microsoft.com/officeupdate and clicking "Check for Microsoft Updates".

Note that this bug exists ONLY in Word 2003, so you don't need to worry about it if you are using Word 97, Word 2000, Word XP, or Word 2007.

What's the difference between the free version of Snapnumbers and the full version?

Click here for for a side-by-side comparison.

Can I use Snapnumbers together with styles (especially numbered Heading styles)?

Yes. Snapnumbers do not require the use of styles, but you are welcome to use styles to format any text, including Snapnumbers. If you use numbered Heading styles in a document that also contains Snapnumbers, the outline levels will interleave correctly, and the appearance of each level will match between the Heading styles and the Snapnumbers.

What does the Level 0 (auto) Snapnumber do?

Most Snapnumbers (Level 1 through Level 9) are assigned a specific level that does not change, even when you change the format of the paragraph containing the Snapnumber. But Level 0 Snapnumbers are a special type that automatically changes level depending on the level of the preceding Snapnumber. So, for example, when a Level 0 Snapnumber is preceded by a Level 1 Snapnumber, it will appear as a Level 2 Snapnumber. But of the same Level 0 Snapnumber is moved to a different spot in the document where it is preceded by a Level 6 Snapnumber, then it will appear as a Level 7 Snapnumber.

(If that sounds complex, don't worry -- most people never find occasion to use Level 0 Snapnumbers.)

Troubleshooting

The Snapnumbers toolbar has disappeared.

Click View, Toolbars, Snapnumbers.

I installed Snapnumbers, but nothing happened.

After installing Snapnumbers, the Snapnumbers ribbon tab (Word 2007) or toolbar (pre-2007) does not appear until the next time you open Word. Try closing Word (and close Outlook if it is open), then re-open Word.

A shortcut keystroke does not work.

The Snapnumbers program defines several shortcut keystrokes: Alt+K to mark an item for the table of contents, Ctrl+semicolon to open the Snapsymbols screen, and Alt+semicolon to type a nonbreaking space. If any of these keystrokes are not working, it may conflict with another custom keystroke assignment you are already using. To reassign or remove assigned keystrokes:

Word 2007: Click the Office Button, Word Options, Customize, Keyboard shortcuts: Customize....

Word 97, 2000, XP, 2003: Click Tools, Customize, Keyboard.

Word 2003 sometimes freezes, locks up, or crashes.

Click here for information on a bug in Word 2003 and how to fix it with a Service Pack provided by Microsoft.

When using Word's "Track Changes" feature, numbering changes are marked incorrectly.

Some versions of Microsoft Word do not properly Track Changes when the value of ListNum fields changes (Snapnumbers are a type of ListNum field.) Unfortunately, there is no patch available from Microsoft to fix this bug.

Word 2007: Track Changes works correctly with ListNum fields, striking out the old value and underlining the new value.

Word 2003: Track Changes works partially with ListNum fields, underlining the new value, but it does not show the old value at all.

Word XP: Track Changes works backwards with ListNum fields, striking out the new value and underlining the old value.

I see two Snapnumbers toolbars.

The Snapnumbers program includes two toolbars for pre-Word 2007 users, but they are intended to be displayed one at a time. Click here to learn how to toggle between the two toolbars.

I see strange "TC" codes near items I have marked for the table of contents with SnapTOC.

Click here to learn about viewing SnapTOC marks.