Using Sequence Fields for List Numbering in Word

List numbering in Word 2013 (and later versions) is reasonably stable, if you use a properly designed template that has been set up to use Word's Multilevel List styles. However, numbered lists in Microsoft Word can still break. The most common cause is pasting numbered paragraphs from another document. If you have a document with several numbered lists and something goes wrong with the automatic numbering, the problem can affect all of the lists in your document.

If this happens you can create a new style and then insert Sequence fields to create the numbers in the list. It may seem that this is a lot of work, but SEQ fields are stable and almost never fail.

Create the new style

To create the new style:

1. In the Home tab, click the drop-down arrow in the bottom right corner of the Styles pane. The Styles dialog box opens.
2. Click New Style. The Create New Style from Formatting dialog box opens.
3. In the Name field, type Step. 
4. Click Format, and then select Paragraph. The Paragraph dialog box opens.
5. Set a left margin of 0.5" and a hanging indent of 0.25". (These settings may change to reflect your template's style). 
6. Click Tabs.
7. On the Tabs dialog box, create a new tab at 0.75".
8. Click OK on both the Tabs and Paragraph dialog boxes.
9. On the Create New Style from Formatting dialog box, select Add to the Styles Gallery and Only in this document, then click OK.
10. Apply the new style to your numbered list.

Insert sequence fields

The numbering will be controlled by a pair of Sequence fields.

To insert the Sequence fields:

1. Put the cursor at the beginning of the first item in the list.
2. Click Insert > Quick Parts > Field.
3. On the Field dialog box, from the Field Name list, select Seq.
4. In the Field Codes entry field, type the following: SEQ Step \r 1 
5. Click OK. This creates the first number in your field
6. Add a period and a tab after the field.
7. For the remaining items in the list, do the same as above, except in step 4, enter the following in the Field Codes box: SEQ Step \n.

You can copy and paste the fields for new items or even a new list. You can also set up Word’s AutoCorrect feature to automatically insert the fields when you type something like 1] or n].

To update the fields, highlight the list and press F9. You must do this if you add or remove steps from the list.

Other sources of information

• Correct Automatic Numbering in Numbered Lists
• Autonumbering with RoboHelp and Microsoft Word
• SEQ Field Numbering