How to Create Custom List Numbers in Word for Mac

We recently created custom list numbers in Microsoft Word for the PC. Today, we are going to create custom list numbers in Word for Mac.

Custom list numbers can combine letters, numbers, words, and punctuation (e.g., A1, Step 1, A-1). We will also customize the style, such as the font, size, alignment, and color.

Plus, the Pro Tip at the end explains how to remove extra space between the number and the list item.

Quick Links:

How to Create Custom List Numbers in Word for Mac
Pro Tip: How to Remove Extra Space between List Numbers and List Items in Word for Mac

What about Lists Ordered by Letters?

This tutorial refers to “list numbers” because Word organizes all ordered (hierarchical) list options in the Numbering Library. However, all the steps shown here also apply to lists organized by letters.

This tutorial is available as a YouTube video showing all the steps in real time.

Watch more than 150 other writing-related software tutorials on my YouTube channel.

The images below are from Word for Microsoft 365 for Mac. These steps will be similar in Word 2021 for Mac, Word 2019 for Mac, and Word 2016 for Mac.

How to Create Custom List Numbers in Word for Mac

Important Note: This tutorial assumes you have already created your numbered list. We will cover the basics of creating a numbered list in Word for Mac in a separate tutorial.

Select an existing number in the list level you want to customize. The entire level should then be selected.

Selected list level in Word for Mace — Figure 1. Selected list level

Select the Home tab in the ribbon.

Home tab in Word for Mac 365 — Figure 2. Home tab

Select the Numbering menu arrow.

Numbering menu arrow in Word for Mac 365 — Figure 3. Numbering menu arrow

Select Define New Number Format from the drop-down menu.

Define New Number Format option in Word for Mac 365 — Figure 4. Define New Number Format option

(Optional) Select a new style from the Number style menu in the Customize Numbered List dialog box.

Number style menu in the Customize Numbered List dialog box in Word for Mac 365 — Figure 5. Number style menu

Add letters, words, or punctuation before or after the number in the gray shading in the Enter formatting for number text box. Do not delete or alter the number in the gray shading.

If you delete or alter the number in the gray shading, the automatic list numbering will stop functioning.

"Enter formatting for number" text box in the Customize Numbered List dialog box in Word 365 — Figure 6. Enter formatting for number text box

(Optional) Select the Font button.

Font button in the Customize Numbered List Dialog Box in Word for Mac 365 — Figure 7. Font button

7.a. Select a new (A) font, (B) font style, (C) font size, (D) font color, (E) underlining style, and (D) underlining color in the Font dialog box.

Font options in the Font dialog box in Word for Mac 365 — Figure 8. Font options

7.b. Select the OK button.

OK button in the Font dialog box in Word for Mac 365 — Figure 9. OK button

(Optional) Select Left, Centered, or Right from the Number Position menu.

Number Position menu in the Customize Numbered List dialog box in Word for Mac 365 — Figure 10. Number Position menu

Select the OK button.

OK button in the Customize Numbered List dialog box in Word for Mac 365 — Figure 11. OK button

The list level you selected in step 1 should change to your custom formatting.

Numbered list with custom formatting in Word for Mac 365 — Figure 12. Custom list numbers

Repeat steps 1 through 9 for existing list levels, as necessary.

Your new list number format will be automatically added to the Numbering Library (i.e., the drop-down menu for the Numbering button) and will be available in other documents.

If you want to remove a format from the Numbering Library, Control-click or right-click it and then select Remove from the shortcut menu.

Remove option in the Numbering Library in Word for Mac 365 — Figure 13. Remove option

Pro Tip: How to Remove Extra Space between List Numbers and List Items in Word for Mac

By default, Word inserts a tab between list numbers and list items. Sometimes this tab produces unwanted space when paired with custom list numbers. However, we can fix the problem by replacing the tab with a regular space.

Select a number in the list level with the extra space.

Numbered list with extra space in Word 365 — Figure 14. Numbered list with extra space

Control-click or right-click the selected list numbers and then select Bullets and Numbering from the shortcut menu.

Bullets and Numbering option in the numbered list shortcut menu in Word for Mac 365 — Figure 15. Bullets and Numbering option

Select the Outline Numbered tab in the Bullets and Numbering dialog box.

Outline Numbered tab in the Bullets and Numbering dialog box in Word for Mac 365 — Figure 16. Outline Numbered tab

Select the single number outline style from the Outline Numbered screen. (Alternatively, select your customized style, if available.)

Outline styles in the Bullets and Numbering dialog box in Word for Mac 365 — Figure 17. Single number outline style

Select the Customize button.

Customize button in the Outline Numbered tab in the Bullets and Numbering dialog box in Word for Mac 365 — Figure 18. Customize button

If necessary, reenter your custom style by adding letters, words, or punctuation before or after the number in the gray shading in the Enter formatting for number text box. Do not delete or alter the number in the gray shading.