Stop auto numbering rows in table

Anonymous
2024-11-24T23:17:35+00:00

Hi - I have a table in a word 365 document that has been created with auto numbering the rows in the first left column. I now need to add additional rows throughout the document but do not want to have it add new row numbers (ie. want to keep the existing numbers as they are and just add a new row without the auto numbering). Currently adding new rows by shifting (right arrow) to far right of last cell in a row and hitting 'enter. How can i do this please?

Microsoft 365 and Office | Word | Other | Windows

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Charles Kenyon 171.3K Reputation points Volunteer Moderator
2024-11-25T00:21:02+00:00

First, your numbering is list numbering.

I selected the numbered cells that had 6-10 and in the home tab I told Word to have no numbering.

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To best handle numbering, in my opinion, each level of your list should be attached to an existing paragraph style.

Multilevel numbering in Word is easy to mess up. It always has been.

Automatic Paragraph Numbering all starts with the Define New List Style Dialog.

You use that to create and name a list style, within that dialog, when you format numbering you go to the Define New MultiLevel List Dialog. The key is to assign a separate existing paragraph style to each level of numbering. The styles can be built-in styles- or custom styles.

If you use automatic paragraph numbering or bullets read Shauna Kelly's directions on numbering and bullets. Start with How to create numbered headings or outline numbering and her parallel page *How to control bullets*. For large documents you must follow these directions or you will lose your hair!
(Mac version: https://www.brandwares.com/bestpractices/2016/06/outline-numbering-in-word-for-os-x/).

For styles attached to numbering or bullets this way, you also control the left indents through the Define New MultiLevel List dialog not the Ruler, the Format Paragraph nor the Modify Style dialogs. See: Numbered Lists - Number Alignment by Suzanne Barnhill, MVP.

Again, you first want the paragraph styles existing in your document without numbering.

These can be built-in styles or custom styles or a mix of the two. You can, if you want, modify their formatting later. Then you go to the Define New List Style (Not Define New MultiLevel List! You will get to that dialog in the process, though.) Shauna Kelly's page uses the built-in heading styles. This can be convenient but the process works with any existing paragraph styles including your custom styles.

This may seem a bit convoluted at first, but it really is not. Just follow the steps. Shauna Kelly's instructions use the built-in heading styles, but you can use any existing paragraph styles including your custom styles. There are, however advantages to using the built-in heading styles when you create a Table of Contents. Here are some more advantages: Why Use Word's Built-In Heading Styles? by Shauna Kelly Note, you can modify these built-in styles to look exactly the way you want.

Even if what you want is a single-level list, you want to do this if you want the most control over your list.

Videos on creating a multi-level list

https://youtu.be/niD6VXPvAyU?t=487

https://www.youtube.com/watch?v=EICWOeIhsR4

https://www.youtube.com/watch?v=He_ob8ydc9E

The basic idea is that the numbering is set using the Define MultiLevel List dialog with each numbering level being attached to an existing paragraph style. Once you have this set up, you should not use the buttons for numbering in the Ribbon but rather apply the appropriate style for that level.

You can save a document with this as a template for future documents if you want so you will not need to do this every time. However, once you’ve done this a few times it becomes second nature and not that difficult.

See also this thread: Multi-Level Lists – see the answers, especially those from Suzanne Barnhill, MVP.

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  1. Stefan Blom 353.9K Reputation points MVP Volunteer Moderator
    2024-11-25T21:15:07+00:00

    Select the whole first column. Word won't correctly display an "active" number format, because the first and second cells have no number format applied to them.

    However, you can choose any number format by clicking the number button, and then click the button a second time to remove the numbering from all cells.

    Or you can select only the numbered cells, as Charles suggested. :-)

    Image

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  2. Charles Kenyon 171.3K Reputation points Volunteer Moderator
    2024-11-25T02:33:13+00:00

    WOW - as easy as that - simply allow word to create a new row then select the entire row and choose 'none' for a numbering style and everything reverts back to previous apart from having a new row with no automatic numbering (it was selecting the entire row that I wasn't doing before lol) - thank you so much :-)

    In a table, you actually only have to select the Cell or the numbered paragraph within the cell if there are multiple paragraphs.

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  3. Anonymous
    2024-11-25T00:38:05+00:00

    WOW - as easy as that - simply allow word to create a new row then select the entire row and choose 'none' for a numbering style and everything reverts back to previous apart from having a new row with no automatic numbering (it was selecting the entire row that I wasn't doing before lol) - thank you so much :-)

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  4. Anonymous
    2024-11-25T00:10:53+00:00

    Sorry Stefan but this doesn't work for me (File > Options > Proofing > AutoCorrect Options > AutoFormat As You Type > Automatic numbered lists and deselect it.), hence my question :-)

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